How do I generate a Client List Report?

The Client List Report can be accessed through Classic reports and is used to generate a list of your Agency's Clients.

Navigating to the Client List Report

1.  Start by clicking the "Reports" dropdown on the top blue bar.
2. This will open a list of pages, select "Classic Reports" by clicking on it.

1. To generate a Client List Report, start by clicking the blue button labeled "Client List". This will open the Client List Report Screen.

Client List Report Screen

The Client List Report Screen allows you to add filters to, and customize your report. Available options for the report are split into three tabs: Basic Filters, Advanced Filters, and Columns. Some features are available on all tabs that will be explained in this section. Each tab will be detailed in the sections after.

1. The first block available on all tabs is labeled "Filters". This will show you the current filters you have applied to your report. Filters will each have a box around them with a grey "X" to the right. Clicking this "X" will remove that filter. Filters can be added on the "Basic Filters" and "Advanced Filters" tabs which will be explained in detail in the following sections.
2. The next block is labeled "Columns" and will show the columns that the data in your report will be split into. Each has an "X" to the right of it and clicking it will remove that column from your report.  Columns can be customized on the "Columns" tab and will be explained in detail in the last section of this article.
3. At the top of the page you will always have access to 3 buttons: "Clear Filters", "Reset Columns", and "<- Back to Reports". The first button, "Clear Filters", is in black font and will remove all the filters that have been applied to your report (if any).
4. Next, "Reset Columns" is shown in red font and if clicked, will reset the columns to the default (shown in the image above).
5. The last button, "<- Back to Reports" can be clicked to take you back to the Classic Reports Screen.

Basic Filters

1. The first tab at the top of the screen is labeled "Basic Filters". This screen shows options for filtering your Client List Report.
2. The first dropdown, to the right of "Search Type", will allow you to specify the type of clients you wish to see in your report. Based on your selection, the report generated will only display clients that fit within that search type. Options include:
   1. All Clients
   2. All Clients Who Received Services
   3. Clients With More Than One Case
   4. All Clients Who Received Services w/ Multiple Victimizations
   5. All Clients Who Received Services w Multiple Special Classifications
   6. New Clients Who Received Services
   7. New Clients (since Oct 1) Who Received Services
3. Next, you can enter a date range in the field below "Select Date Range". Click the calendar icon on the right side of the field and a calendar will open allowing you to select your date range. The generated report will only show clients that were provided services within the selected date range.
4. The next field allows you to filter by location by entering a zip code. Only clients who are within that zip code will be shown in the report.
5. Moving down, the field to the right of "By Client" allows you to type in the name of a specific client. Only this client's data will be shown in the report.
6. You are also able to search by a specific case. In the field to the right of "By Case", enter the case number of a case and the report will only show data on clients that are involved with that specific case.
7. Next, you can enter a Defendants's name in the field to the right of "By Defendant" to filter your report by a defendant. This will result in the report only showing clients that have involvement with that defendant. Note: In order to add, manage, and report on defendants, your administrator must enable the Defendant Manager Module in the Admin Settings. For more info, see the article: What is the Defendant Manager Module?
8. Lastly, you can filter your Client List report by the status of the client. Click the dropdown field to the right of "By Client Status" and a list will open allowing you to select from three options:
   1. Show All
   2. Show Active
   3. Show Inactive
9. If these are all the filters you wish to add, and you are ready to generate your report, click the blue button at the bottom of the screen labeled "Get Clients" and the screen will refresh. Once the screen has loaded, the filters will be hidden and you will see a list of clients that match your search criteria.

Advanced Filters

1. The second tab available for adding filters is the Advanced Filters tab. This tab allows you to add additional filters to your report to narrow your search even further.
2. There are 9 dropdown tabs on this screen that can be expanded to add filters. The first is "Limit by Advocate (Primary or Served)".
3. The first button you will see once the tab has been expanded is a toggle button labeled "Include Inactive". Clicking this button will show Inactive Advocates in the list below.
4. Below, you will see a list of advocates in your agency, each with a checkbox to the left of their name. Click the checkbox next to the advocate or advocates you wish to filter your report by. The generated report will only show clients that have that advocate(s) as their primary advocate or that were served by that advocate.
5. The next dropdown tab, "Limit by Advocate (Primary or Assigned)", allows you to filter clients by advocates that are assigned primary advocate or that have been assigned to the advocate. Expanding this tab will mimic the tab above, you will see a toggle button allowing you to show inactive advocates as well as a checklist you can use to select advocates.
6. The next dropdown tab allows you to filter your report to show data for specific agencies. Expanding the "Limit by Agency" tab will display a checklist of your agencies. The generated report will only show clients served by that agency. Note: This option is only available to users using the Enterprise version of the VST software.
7. The tab labeled "Limit by Grant" can be expanded to show a checklist of your agency's grants. The generated report will only show clients served under the grant or grants that you select.
8. Next, you can filter the report based on victimizations. This can be done by expanding the tab labeled "Limit by Victimization". Once expanded, you will see a checklist of the victimizations. You can select multiple victimizations and the report generated will only show clients that have those victimizations. Selecting no victimizations will show clients with any victimization. 
9. The next tab is "Limit by Service Provided". This tab will expand to show more tabs each labeled with a service category. Each category tab can be expanded to show a list of services in that category. Each category tab will also have a checkbox. Click the checkbox on a category tab to filter the report by all services that fall under that category. If you only wish to filter by some of the services in a category, expand the tab for that category and you will be able to select individual services.
10. You can filter the report by demographic by expanding the tab labeled "Limit by Demographic". Once expanded, you will see more tabs that show each of the demographic categories. These tabs can be expanded to show the available options in that category. These will be displayed as a checklist and you can select one or multiple from multiple categories.
11. the next tab is "Limit by Tags". This will allow you to filter the report based on tags that have been added to clients. The dropdown will show a checklist of tags that have been added to your system and the generated report will only show clients that have the tags you select. Note: The Tag Manager Module must be enabled by an administrator on your account before you can add, manage, and use tags with your clients. For more info, see the article: What is the Tag Manager Module?
12. The last dropdown is labeled "Seach by Custom Field". This dropdown opens a checklist of Custom Fields and allows you to filter the report by Custom Fields that an administrator has added to your system in the software's admin settings. For more info, see the article: How do I add and edit Custom Fields?

Columns

1. The final tab, "Columns", allows you to edit the columns that will be visible when your report is generated. 
2. The block on the left side of the screen labeled "Sort Columns" will show you a list of the columns that will be displayed in your report. These can be arranged in any order that you like by using the purple buttons with arrows to move the columns either up or down the list. Click a purple button with an upward-facing arrow to move the item up the list or click a purple button with a downward-facing arrow to move the item down on the list. When your report is generated, the columns will display from left to right starting with the top item on your list. 
3. If you wish to remove an item from the list of columns, click the grey button with an "X" that is next to the column you wish to remove.
4. On the right side of the screen, you will see a list of available columns that can be added to your report. Click the column you wish to add and it will appear on the left side of the screen in the list of your selected columns where you will be able to move it up or down in the list.