Custom Reports

Custom Reports

Build personalized reports tailored to your institution’s specific needs.

Time Required: 15-30 minutes per report Module: Reports (Enterprise) User Role: Report Manager, Admin

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Prerequisites

• Enterprise edition installed
• Report builder module enabled
• Understanding of data models

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Overview

Custom reports allow you to:

• Select specific data fields
• Apply custom filters
• Define groupings and subtotals
• Create calculated fields
• Save as reusable templates

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Create Custom Report

Step 1: Navigate to Report Builder

1. Go to OpenEduCat > Reports > Custom Reports
2. Click Create to start new report

Step 2: Select Data Model

Choose the primary data source:

Model	Data Available
Students	Student records, enrollments
Attendance	Attendance sheets, status
Exams	Exam sessions, results
Fees	Fee structures, payments
Library	Books, issues, returns
Faculty	Staff records, workload

Step 3: Choose Fields

Add fields to include in report:

1. Click Add Field
2. Select from available fields:

Field Type	Examples
Text	Name, Code, Description
Number	Marks, Amount, Count
Date	Birth Date, Enrollment Date
Selection	Status, State
Relation	Course, Batch, Faculty

3. Set field order by dragging
4. Configure display options

Step 4: Define Filters

Add filter conditions:

Filter	Operator	Value
Course	equals	”B.Sc Computer Science”
Status	in	Active, On Hold
Date	between	Start and End

Step 5: Set Grouping

Group data for subtotals:

1. Click Grouping tab
2. Add group levels:
   • Level 1: Course
   • Level 2: Batch
   • Level 3: Subject
3. Configure subtotals

Step 6: Configure Layout

Option	Description
Orientation	Portrait/Landscape
Page Size	A4, Letter, Legal
Headers	Column headers
Footers	Page numbers, totals
Styling	Colors, fonts

Step 7: Save Report

1. Enter report name
2. Set category
3. Define permissions
4. Click Save

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Report Elements

Calculated Fields

Create computed values:

Calculation	Formula Example
Sum	sum(marks)
Average	avg(attendance_pct)
Count	count(student_id)
Percentage	(present/total)*100
Concatenate	first_name + ' ' + last_name

Conditional Formatting

Apply formatting rules:

Condition	Format
Marks < 40	Red, Bold
Attendance < 75	Orange
Status = ‘Active’	Green

Charts and Graphs

Add visual elements:

Chart Type	Use For
Bar	Comparisons
Line	Trends over time
Pie	Distribution
Table	Detailed data

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Save and Reuse

Save as Template

1. Configure report
2. Click Save as Template
3. Enter template name
4. Set sharing options

Run Saved Report

1. Go to Custom Reports
2. Find your report
3. Click to run
4. Modify filters if needed
5. Generate output

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Field Reference

Report Configuration

Technical Field	UI Label	Type	Notes
name	Name	Char	Report name
model_id	Model	Many2one	Data source
field_ids	Fields	Many2many	Selected fields
filter_ids	Filters	One2many	Filter conditions
group_by	Group By	Many2many	Grouping fields
is_template	Template	Boolean	Saved template

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Example Reports

Student Fee Status

Fields: Student Name, Course, Total Due, Paid, Balance Filter: Balance > 0 Group By: Course, Batch Output: Outstanding dues list

Attendance Summary

Fields: Student, Subject, Present %, Absent Count Filter: Date Range, Course Group By: Subject Calculation: Attendance percentage

Faculty Workload

Fields: Faculty, Subject, Hours, Student Count Filter: Academic Year Group By: Department Total: Weekly teaching hours

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Troubleshooting

Cannot select field

Problem: Desired field not in list.

Solutions:

1. Check you selected correct model
2. Field may be from related model
3. Add relation first, then access field
4. Some fields may be restricted

Report runs slowly

Problem: Large report takes long time.

Solutions:

1. Add more specific filters
2. Limit date range
3. Reduce number of fields
4. Remove complex calculations
5. Export to Excel for local processing

Grouping not working

Problem: Subtotals not calculating.

Solutions:

1. Verify aggregation function set
2. Check field type supports grouping
3. Ensure proper group order
4. Test with simpler grouping first

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Related

• Standard Reports
• Academic Reports
• Achievement Reports

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Last updated: January 2026