Work with a List Report

On this page:

Create a List Report

1. Select Reporting > Standard Reports.
2. Click New List Report.
3. In the Report Name field, enter a unique name.
4. If you are creating a new public report, use the Optional Category field as follows:
   
   • To add the report to an existing category, select the category.
   • To create a new category, select (new category), and then enter the category name.
   • To display the report in the category for the information you are reporting, select None.
5. In the Type of Information field, select the information to include in the report. By default, Students is selected. You can change this to focus on staff, locations, etc.
6. In the Selection Criteria field, define the formula for selecting the records to appear in the report.
   1. To select fields based on where they display in PowerSchool Special Programs, click the Quick Formula link. When your formula is completed, click Update and Accept Formula. 
   2. To build a complex formula that contains nested logic, use the Formula Editor.
7. If additional fields display below the Selection Criteria text box, select the options as needed.
8. Click Accept. The report appears with a default set of columns sorted by the report name.
9. Review the report results. If the results are not what you expected, edit the selection formula.
10. Make additional changes as needed.
11. When you have finished setting up the report, click Finish Editing Report.

Insert/Delete Columns 

1. When you are editing a report, click the Insert (plus) icon at the position where you want to insert columns.
2. On the List Report Column Properties menu, click Select Field.
3. On the Select Field menu, select the field to add.
   The Select Fields menu allows you to find a field based on your familiarity with profile forms. In the Filter by Section field, select the form that contains the field, and then click the field's link. Alternatively, you can click Use List… in the toolbar to access a search feature that allows you to search for a field by name, data type, and other characteristics of the field.
4. On the List Report Column Properties screen, click in the Column Title field. If you do not want to use the column value as the title, enter the title to use for the column.
5. To define alignment and other formatting options, click More Options… to access advanced options for the column.
6. Click Accept to add the column and return to the report, or click Accept and Add Another to insert additional columns.
7. When you are editing a report, click the Delete (X) at the top of the column to remove it.

Sort Report Rows

By default, the report rows are sorted by name.

1. To specify additional sort values, click the Edit (pencil) icon next to the Sort Value(s) field. Note that the name of this field indicates the type of information in the report. For example, it appears as Student Sort Value(s) for a student report.
2. On the Sort Values screen, click Select Field to select a sort field. You can specify up to three sort fields. Sorting by name is implicit; therefore do not specify Name as a sort field.
3. To specify a page break so that each sort value appears on a new page, select Page Break. When you include a page break based on a sort value, a sub-total is included for each section of the report.
4. To sort values in descending order, select Descending Sort.
5. Click Accept.

Edit Report Header

By default, the report page header is the same as the name of the report. You can change the header text, and if you specified a sort with a page break, you can modify the header to show the sort values.

1. Click the Edit (pencil) icon next to the header. 
2. Change the text of the report header as needed.
3. If the report has a sort with a page break and you want to include the sort value, click Insert Sort Level to insert a placeholder for the sort value into the report header. The placeholder takes the form of "{S1}", "{S2}" or "{S3}".
4. Click Accept.

Add Report Security

When a public report is ready for end-users, enable one or more security groups to access the report.

1. While editing a report, click Security.
2. Select the security groups that should be able to access the report.
3. Click Accept.

List Report Calendar View

List reports with a date or date/time columns to allow the list report to be viewed in a calendar format.

1. In edit mode, click Report Properties.
2. To enable the calendar view, select Allow Display Report as Calendar.
3. Click Accept.
4. Exit editing mode. Each row of the list report becomes an item on the calendar. You can select any month for the items that display on the calendar menu.

Add Color to Rows

You can colorize rows in your list report by adding a special color column that computes the desired color for each row.

1. In edit mode, on the More… menu, select Add Row Colorization Column.
2. In the Column Value field, modify the formula to specify the colors.
   For example, if the report lists students of various grades and you wish to show first graders in orange, second graders in yellow, and any other grades in blue, the formula would be SELECTCASE( Grade=01:'orange', Grade=-2:'yellow':'blue').
3. Click Accept to save the colors. In edit mode, the @COLOR column data will be visible, but when you leave edit mode, the color column will be hidden.

Display Report on Users Home Page

1. In edit mode, click Report Properties.
2. Select the Allow Users to Render Report Directly On Their Home Page checkbox.
3. Click Accept.