Learn how to run complex reports on your data from Noted

Rachel Henare avatar
Written by Rachel Henare
Updated over a week ago

Noted’s Reports feature provides you with the opportunity to run indepth queries on your data. The valuable data pulled from Reports can be used for funding obligations, evaluating services, annual reports, and more.

To get started with Reports select Reporting using the Switcher. Select Reports from the side menu.

The Reports tool follows Four main steps:

  1. Creating a report, defining the required data type

  2. Adding filters to build your query

  3. Defining the output

  4. Determining the accessibility of your report

As a time-saving tool, each query you create will automatically be saved so you can generate the same report in the future. These can be edited, duplicated, and deleted as required. The reports you create can be kept private or shared with your wider organisation.

Step one: Creating a report

This is where you choose what you want to report on. Noted gives you the option to select either:

  • A list of clients

  • A list of records

  • A list of groups sessions

  • A list of forms

  • Data on a single client

A list of clients

This option will generate a list of clients who fit specific criteria. Each row in the output of this selection will be an individual client.


Create a list of client records that meet specific criteria. Each row in the output will be a single record.


Report on session attendance for your groups. All sessions of the included group or groups will be presented in the output, with a row for each individual attendee.


Report on presenting factors by selecting Forms. While similar to reporting on Records, when you choose Forms, each row in the output will show an individual form.

A single client

Reporting on a single client allows you to generate outcomes captured in an individual’s Forms and/or Tracking Forms. In this report, each row in the output will be an form or tracking form entry.

Step two: Adding filters to build your query

Use filters to further refine your search query. The filters available for each report are dependent on your selection in Step one. Select + Add Filter and define as required. Some filters can be added multiple times.

If you are reporting on Records, Group Sessions or Forms you can add a time range along with any filters you may require, to specify the period you wish to have included in your data.

A note on operators

Each filter you add is an AND function in your query

For example, if you choose Male from the Gender filter and Greater than or equal to 14 in the Age filter, the search result will include every male who is aged 14 or more.

Exception: Some filters let you choose AND or OR within a selection set

These filters allow you to select multiple fields and choose whether you are looking for All or Any of the selected fields.

A note on time ranges

Some filters are time-based. You can specify the time range for the following:

  • Client status

  • Tags

  • Custom form

  • Form

Note: in most cases you would only choose one time-based filter for a report.

Step three: Defining the output

Before exporting your report to CSV you can specify what information is displayed from the sections listed under Choose output.

You can specify whether or not to include inactive clients in your output and elect to de-identify clients if appropriate.

Once you have defined your output click Name and finish. Add a relevant title so you can refer back to this report in the future, then click Save and finish.

Step Four: Determine the Accessibility of your Reports

A report you create and run in Noted is set to private by default, and will be listed under My reports. This means you are the only worker in your organisation that can see and run this data query. In order to make a private report accessible to your wider organisation you will need to share this report. To do this:

  1. Create and run a new report, or navigate to an existing report that you wish to share with your organisation

  2. Select the button with three dots to the right of run

  3. Select Share and click Share report

To make a shared report private

1. Navigate to the report you wish to make private

2. Click the button with three dots

3. Select Stop sharing and click Stop sharing report

Note: Noted allows you to privatise any shared reports, including those created by other users. Doing this will assign the report to the original creator’s private reports list. To ensure you don’t accidentally prevent yourself from having access to a shared list you still require, you will be prompted by a pop up that outlines the impact of this change.

Tip: To retain access to reports that you didn’t create, duplicate these before changing them from shared to private.

Using previously saved reports

Previous reports/queries are listed by name when you first navigate to Reports. To save time you can re-run a saved query as it is, or edit a query to ensure it is accurate for the report you are wanting to create. You can also rename and duplicate queries.

If you want data from a specific timeframe, editing a report is useful. Duplicating a query in an alternate report may be more helpful if you want a separate report with a minor difference (e.g. pulling individual reports on specific age categories).

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