Custom ReportsRevision 7.07

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CHAPTER 6: CUSTOM REPORTS .............................................................................. 3 VIEWING CUSTOM REPORTS ............................................................................................ 3 SAMPLE REPORTS ............................................................................................................ 5 CREATING AND EDITING CUSTOM REPORTS .................................................................... 6

Selecting Custom Report Fields.................................................................................. 7 Field Functions ........................................................................................................... 9 Sorting Order ............................................................................................................ 10 Grouping Order ........................................................................................................ 10 Creating Conditions.................................................................................................. 14 Setting Date Range ................................................................................................... 20 Viewing, Printing, and Exporting Reports................................................................ 21

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Chapter 6: Custom Reports Effective management of your business relies on the availability of sound data. Since Lender’s Office is a real-time system, you can be assured that the data collected for your management reports is up to date and accurate, allowing you to perform business analyses more frequently.

Viewing Custom Reports To view custom reports, click on the Custom Reports link under the Reporting section on the Pipeline screen. The interface is divided into three tabs (see Figure 1).

• Your queries: Listing of custom reports you have created. • Others’ queries: Listing of custom reports created by others. • Sample queries: Listing of sample reports provided by Lender’s Office.

Figure 1: Loan Report Queries screen

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Each query (custom report) has five option links, providing different functionality:

• Click the show properties link to view a summary and description of the custom report, including the report author and last modified date.

Figure 2: Report properties are displayed

• Click the edit link to modify the properties of the report. For more information

about editing custom reports, see “Creating and Editing Custom Reports”. • Click the run link to generate the report (see Figure 3).

Figure 3: Report generated from "run" link

• Click the copy link to create an editable copy of a report. The copy will be

placed in the Your queries folder. • Click on the delete link to delete a custom report. You are only allowed to delete

custom reports that you have created.

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Sample Reports The Sample report queries folder contains several different sample reports that come included with the Lender’s Office system. To view a description of each sample report, click the show properties link. Click the run link to generate the sample report.

Figure 4: Sample queries screen

The reports can be edited by clicking the view link; however, any modifications made to a sample report will not be saved. Instead, Lender’s Office allows you to copy sample reports in two easy steps:

1. Select each report you wish to copy by clicking on the check box next to the report’s name.

2. Click Copy selected samples. The copied sample reports will appear in the Your queries folder.

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Creating and Editing Custom Reports

1. From the Pipeline screen, click the Custom Reports link under the Reporting section of the Navigation Bar to bring up the Loan Report Queries screen.

2. From the Your queries folder tab, click Add new to create a new custom report. Click on the edit link to modify an existing custom report. The Report Editor Main Interface is shown in Figure 5.

Figure 5: Report Editor Main Interface – New blank report without fields

3. Create a name for the report by typing the name of the report in the Name box.

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Selecting Custom Report Fields

Figure 6: Report Editor Main Interface – Existing Report with fields

1. Every report derives its data from the Report Fields. Click Add/Remove Fields

to select the report fields that will be used for your report (see Figure 6). The Report Field Editor will display as in Figure 7.

Figure 7: Report Field Editor Interface

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2. Custom Reports are so flexible that the list of reportable fields can be quite

lengthy. To help you locate related fields more quickly, click on the Show group list arrow to see the fields organized into loan file information groups (see Figure 8).

Figure 8: Locate a field with a list or by search

3. Another way to locate a specific field is by typing the field name you are looking

for in the Search for box, and then clicking Next (see Figure 8). 4. To add a field to your report, click on the include link next to the field name (see

Figure 8). 5. Continue adding fields to your custom report. Included fields will be displayed in

the Report fields box on the right side of the screen (see Figure 8). 6. Each field will appear as a column header inside of the report. The first field in

the Report fields list will be the left-most column header. The last field in the Report fields list will be the right-most column header. Modify the order that the fields appear in the report by clicking on the ▲ and ▼ arrows. Fields can be deleted by clicking the remove link next to the field name.

7. Click Save to save your field selections. 8. Click Back to go to the previous screen.

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Field Functions After selecting the fields to use in the report, you can perform different functions on those fields to help organize the data. From the Report Editor Main Interface (see Figure 9), click on the Field names and functions boxes to perform field calculations.

Figure 9: Select field calculation functions

• Avg: Calculate the average value of a field • Min: Display the minimum value of a field. • Max: Display the maximum value of a field. • Sum: Calculate the sum of all values of a field. • Sort: Sort all values in the selected field numerically or alphabetically. • Groups: Groups values by the selected field.

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Sorting Order Since more than one field can be used for sorting, you can specify the sorting order by moving the field position in the Sorting order area using the ▲ or ▼ arrow buttons (see Figure 10).

Figure 10: Sorting order area

When you mark a field to be sorted, you can also specify whether you want the sort order to be in descending order by selecting the Descending? box. By default, the sorting order is ascending.

Grouping Order Grouping your data is an extremely valuable way of interpreting information and detecting trends. In particular, Grouping allows you to generate reports that can help monitor loan production across your entire organization. The following examples will address the different ways Grouping can be used to organize your reports.

Simple Groups Instead of dealing with a report that will list all of the loans in your database, you can organize loan files into groups. In the example below, we have put loans into groups by Loan Officer Name.

Figure 11: Grouping Order

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The resulting report lists each file belonging to individual loan officers (see Figure 12).

Figure 12: Report with Officer Name grouping

Now we will apply another grouping level, the Loan Status.

Figure 13: Grouping Order with Officer Name and Loan Status

The resulting report lists each loan file belonging to individual loan officers, and separates them further by loan status (see Figure 14). Adding more groupings merely breaks the data into smaller clusters.

Figure 14: Report grouped by Officer Name and Loan Status

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Crossed Groups In the Grouping order area, there are check boxes under the Crossed? column. This setting essentially collapses the group and provides a total for the selected field. In Figure 15, we have grouped and crossed the Loan Officer name.

Figure 15: Officer Name field is grouped and crossed

The resulting report lists all the loan officer names and provides a total for all their loans (see Figure 16).

Figure 16: Crossed Officer Name report

Adding another non-crossed grouping allows you to split all the loan officer loan totals into separate groups. In Figure 17 we have added Loan Status as a non-crossed group.

Figure 17: The non-crossed Loan Status is added to the Grouping Order

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The following report provides loan totals for each loan officer, but now they are grouped by loan status.

Figure 18: Crossed Officer Name and Non-Crossed Loan Status report

Adding more crossed groups is useful when you want to view your data in a condensed grid like format. In Figure 19 , we have crossed both the Loan Officer and Loan Status.

Figure 19: Crossed Loan Officer and Crossed Loan Status report

Notice how the loan totals are summed by each loan officer and how the loan status groupings run across the report as columns instead of separate sections.

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Creating Conditions Conditions can be applied to your custom report to filter the results. For maximum customization, you can add an unlimited number of conditions to your report.

1. From the Report Editor Main Interface, click Add/Edit/Remove Conditions (see Figure 20).

Figure 20: Adding Conditions to a Custom Report

2. The Conditions Editor Interface is shown in Figure 21. Conditions are

organized in a “tree” structure and can be applied as Simple Conditions or Complex Conditions.

Figure 21: Conditions Editor Interface

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Simple Conditions Simple conditions are single layer conditions that filter a report for a specific variable or field. As an example, let’s create a report to display only FHA loans.

1. From the Conditions Editor Interface, click Add condition. This will display the three parameters you will need to specify to create a condition: field, operator, and value. (see Figure 22).

Figure 22: Conditions are made up of three parameters

2. Click the select field link. The right side of the screen will display a list of

condition parameters for you to choose from (see Figure 23). The Select conditions parameters list functions like the Report Field Editor in Figure 8 .

Figure 23: Select a condition parameter

3. Click the select link next to Loan Type.

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4. Click the select operator link (see Figure 22). The right side of the screen will display the Comparison Operators… list (see Figure 24).

Figure 24: Select a comparison operator

5. Click the select link for “= Must match” 6. Click the select value link (see Figure 22). The right side of the screen will look

like Figure 25.

Figure 25: Select a condition parameter for "value"

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7. Select the Type option, and then choose FHA from the Type list. 8. Click Select. The Condition Parameters interface should look like Figure 26.

Figure 26: FHA Only condition

9. Click OK to finish creating the condition.

Complex Conditions The Conditions Editor is able to perform advanced filtering, allowing you to create multi-layered conditions for detailed reporting. Let’s say you wanted to create a Month-To-Date (MTD) report that includes all loans that were open, closed, or canceled within the most recent month. Although it sounds easy, this is a Complex Condition because it is multi-layered in the following fashion:

Month To Date Report For all loans

For open loans Between Start of Month and Today

For closed loans Between Start of Month and Today

For canceled loans Between Start of Month and Today

1. From the Conditions Editor Interface, click Add Group. 2. Choose a group type (see Figure 27).

Figure 27: Choose Group Type

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3. Because we want to include loans that were opened OR closed OR canceled, we

will select the At least one must be true option and click OK. 4. Underneath the main group, All must be true, a sub-group named Only one

needs to be true (see Figure 28).

Figure 28: Condition sub-group

5. Now we will create a condition sub-sub-group for opened loans. Because we

want the report to only include loans opened between the Start of the current month AND Today. Click the Add group button in the Only one needs to be true sub-group and select the All must be true option.

6. Click Add condition in the open loan conditions sub-group. 7. Similar to Figure 26, create a condition

“[Open Date >=][Beginning of This Month]” 8. Click on Add condition to create a condition “[Open Date] <= [Today]” 9. The condition parameters will display as in Figure 29.

Figure 29: Opened Date Condition sub-group

10. Create similar sub-groups for Closed Date and Canceled Date by following

Steps 5 through 9.

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11. The completed condition parameters should be displayed as in Figure 30.

Figure 30: Complex Conditions

When you are finished creating your conditions, click Back on the lower right side of the screen to return to the Report Editor Main Interface.

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Setting Date Range Once all of the fields, field calculations, and conditions have been completed, the date ranges for the report must be set.

1. From the Report Editor Main Interface, click Set range & run… 2. The Report Editor interface displays a screen as shown in Figure 31 .

Figure 31: Set range & run screen

3. The left side of the interface, Status event range, contains the Include only

loans with statuses in range… check box. This refers to a loan’s status in the past tense, as explained below:

a. Selecting the Include only loans with statuses in range… check box will indicate that you wish to limit the report only to loans that had a specific status within the given date range.

i. Beginning of This Month to Today with a status event of Opened means the report will only include loans that were in an Opened status between the beginning of the month and today, even if their current status may be different.

b. Un-checking this box indicates that you wish to run the report on all loans in all date ranges

4. The right side of the interface, Include only files with selected statuses, has a check box for each different loan status. In contrast to the Statuses in range method (mentioned in Step 3), this refers to the loan status in the present tense. Checking any of the boxes in this area indicates that you wish to display only loans that are currently in a particular status. In Figure 31, we are indicating that we only want to see data for files currently in an Active and Closed status.

5. When finished setting the data range click Back to return to the main interface or click Generate Report to create your custom report.

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Viewing, Printing, and Exporting Reports Once a report has been generated, you have the options to print the entire report, print only the grouped data, or export the report data. As shown in Figure 32, the report options include exporting data to an Excel compatible format (.csv file) and to a Text format (.txt file). Clicking Print will print the entire report.

Figure 32: Report Exporting and Printing

In Figure 33, the effects of the grouping and field calculations are shown. Loans have been grouped by Loan Type and the loan amounts for each group have been averaged and summed. Clicking the Print button within each group only prints the data for that particular group.

Figure 33: Report Groups and Calculations

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