Building a Report in Report Builder

Reports in EnrollNow allow your team to view, analyze, and track important study data. You can build reports to answer specific questions, monitor recruitment progress, review participant activity, and identify trends across your studies.

Before You Build a Report

Before creating a report, it is helpful to define what you want the report to show. Start by identifying the question your report should answer.

For example:

How many eligible participants came from each recruitment site?

Once you know the purpose of the report, you can identify the key elements needed to build it.

Key Report Elements

Most reports are built using a combination of measures, dimensions, filters, and optional time fields.

Measures are the values you want to count, total, or calculate.
Example: Count of participants.

Dimensions are the categories used to group or organize the report data.
Example: Site or Recruitment Source.

Filters narrow the report results to show only specific data.
Example: Participant Status = Eligible.

Time fields allow you to view report results by date or trend over time.
Example: Enrollment Date grouped by month.

Steps to Build a Report

Step 1: Define the Purpose of the Report

• Decide what question your report should answer.

• Example:  How many eligible participants came from each recruitment site?

Step 2: Identify the Key Elements

• After defining the report question, identify the measure, dimensions, and filters needed.

  • Example: 

    • Measure: Count of Participants

    • Dimensions: Site, Recruitment Source

    • Filter: Participant Status = Eligible

Step 3: Create a New Report

• Navigate to the reporting area in EnrollNow by clicking the House icon in upper left.
• Click Report Builder

Step 4: Add a Measure

The measure determines what the report will count or calculate.

• Click the dropdown arrow on Measures field.
• Select the measure you want to use.

  • Example:

    • Count of Participants

Step 5: Add Dimensions

Dimensions determine how the report data will be grouped.

• Click the dropdown on Dimensions field.
• Scroll to select the first dimension or type the first few characters to narrow down your list of choices.

• • Example:

    • Recruitment Site

• Click the dropdown again to add other dimensions, if needed.

  • Example:

    • Recruitment Source

Step 6: Add a Time Field, if Needed

• Adding a time field is optional. This is helpful when you want to view trends over time.

  • Example:

  • To see enrollment trends, add Date Added to Enrolled and group the results by month.

Step 7: Apply Filters

• Filters allow you to narrow the report results.

• Click the dropdown on Filters field.

• Select the field you want to filter by.

• Choose the filter condition and value.

  • Example:
    • Participant Status = Eligible

• You can add more than one filter to make the report more specific.

Step 8: Run the Report

• Click Run Report to view the report results.

• Review the data to confirm the report is answering the intended question.

Step 9: Refine the Report

• After running the report, you may need to adjust the measures, dimensions, filters, sorting, or time fields.

• After making changes, click Run Report again to refresh the results.

Step 10: Save the Report

• Once the report is displaying the information you need, save it for future use.

• Click Save Report.

  • Enter a clear report name and description.

  • Share with other on your team.

• Click Save Report again.

• Use a report name that clearly explains what the report shows.

  • Example: Eligible Participants by Recruitment Site and Source

Saving Changes to an Existing Report

If you open a saved report and make changes, you have the option to update the existing report or save the changes as a new report.

Use Save New Report when you want to keep the original report unchanged and create a separate version.

This is helpful when creating variations of the same report for different teams, date ranges, statuses, or studies.

Sharing a Report

Saved reports can be shared with other users who have the appropriate access and permissions in EnrollNow.

To share a report:

1. Open the saved report.
2. Locate the report sharing option.
3. Select the users or user groups who should have access to the report.
4. Save the sharing settings.

Users must have the appropriate site, study, and reporting permissions to view the report data. If a user does not have access to the study or fields included in the report, they may not be able to view all report results.

Tips for Building Reports

• Use a clear report name so other team members understand the purpose of the report.

• Start with one measure and one or two dimensions, then add filters as needed.

• Use filters to narrow the report to the most relevant participants, events, statuses, or date ranges.

• Run the report after each major change to confirm the results are updating as expected.

• Save a new version before making major edits to an existing report.

Common Report Examples

Race, Ethnicity, and Gender Breakdown

This report can help your team understand the demographic breakdown of participants who meet a specific status or eligibility requirement.

Measure: Count of Participants
Dimensions: Race, Ethnicity, Gender
Filter: Participant Status = Eligible

Upcoming Events That Are Not Completed

This report can help your team identify upcoming scheduled events that still need to be completed.

Measure: Count of Events
Dimension: Event Type
Filters:
Event Status = Scheduled
Event Due Date = Next 14 Days

Recruitment Source and Site Breakdown

This report can help your team understand where participants are coming from and how many participants are eligible or ineligible by site and recruitment source.

Measure: Count of Participants
Dimensions: Site, Recruitment Source
Filters: Status = Eligible and Status = Ineligible
Pivot: By Status, such as Eligible and Ineligible

Reasons for Ineligibility

This report can help your team review common reasons participants are marked ineligible.

Measure: Count of Participants
Dimension: Ineligibility Reason, such as a Custom Variable or status note
Filter: Status = Ineligible

Best Practices

• Before building a report, identify the question the report should answer.

• Use measures to define what should be counted.

• Use dimensions to group the data into meaningful categories.

• Use filters to narrow the results.

• Use time fields when you want to view trends over time.

• Save reports with descriptive names so they are easy to find and share.

• Review shared reports periodically to make sure the report is still accurate and relevant for your team’s workflow.