Reporting on a Current List

If your organization tends to have many similar folders for working lists or marketing lists, you may want to create reports that can work with any of these folders.

Some examples include the following InterAction out-of-the-box reports:

  • Working List Contacts - A list of all the contacts in a working list, their company, job title and all additional fields defined for the working list.
  • Contact List by Sponsor - A list of the contacts organized by sponsor. Used to distribute to the sponsors to validate the contacts in a marketing list.
  • Seminar Check-in Report - All Contacts - A list of all the people who were invited to an event and their RSVP status.
  • Event Summary - An analysis of the history and success of an event. Includes the number of people invited, RSVP’d yes, and attended the event.

For each of the reports above, you want the report to contain information about the event list you currently have selected in InterAction.

NOTE You can create reports that list all the Working Lists and Marketing Lists for each contact or just selected lists. See Including List Names on a Report (Reporting on Selected Lists) for more information.

To create reports like these, select the Current Working List or Current Marketing List option when choosing the InterAction information you want to include on the report. You can then select the Current Working List or Current Marketing List option from the list of report fields and choose Edit to select options for the report.

You can include any of the following on the report (see Working List/Marketing List Options for a Current List for more information):

  • The name of the list
  • Folder-specific additional fields on the list
  • The date the contact was added to the list
  • The name of the user who added the contact to the list
  • The sponsorship information for the contacts on the list (for marketing lists that support sponsorship only)

What Happens if I Run a Current Marketing List Report on a List of Contacts that is not a Marketing List?

The Current Marketing List, Current Working List, and Current Folder options are intended to be used when a user has a marketing list, working list, or folder open when they choose to view/print reports.

Reports that use these options are not hidden if the user doesn't have the appropriate folder selected on the screen. For example, a user could open the Holiday Card mailing list and choose to run the Working List Contacts report.

When this occurs, the report runs and includes the marketing list's information in the specified places for working list information. For example, the additional fields from the currently open marketing list display in the report.

The behavior described for folders is also true when working with a list of contacts from a Related Module. For example, the name of the InterAction Matter, Opportunity, or Engagement selected displays in the Current_Working_List field in the report.

If, however, the user runs the report while the results of a search or the results of a find bar search are displayed on screen, the Current Working List fields will be blank in the report.

Working List/Marketing List Options for a Current List

When you highlight Current Working List or Current Marketing List in the list of report fields then choose Edit, you can choose several more options for your report.

Current Marketing List Options Dialog Box

Working List/Marketing List Options
Option Result
Include the name of the list

The name of the current list is available to add to your report. For example, select this option to display the folder name in the report title.

See Displaying the Folder Name in the Report Title.
Include folder-specific additional fields for this list

A separate column is included for each folder-specific additional information field for the currently selected list.

For multiple-value fields, the values are all included in one column with the values separated by semi-colons. If the field includes a secondary field, the secondary value is displayed in parentheses after the primary value for the field.

See Including Additional Fields from Selected Lists/Folders for more information.
Include the date the contact was added to this list A column is included in the data that displays the date on which the contact was added to the list.
Include the user who added the contact to this list A column is included in the data that displays the name of the user that added the contact to the list. The name of the user is in the format “First Name Last Name.”
Sponsorship Options

Lets you choose the sponsorship information to be included on the report.

For details, see Including Sponsorship Information on a Current List.

Displaying the Folder Name in the Report Title

When you are designing a report that will be run from a list of contacts, you can use the Current Marketing List, Current Working List, or Current Folder options to display the name of the folder the user currently has open in the title of the report.

To do this, ensure that the Include the name of the list option is chosen on the Current List Options dialog box (to access the Current List Options dialog box, select the current list/folder option in the list of Report Fields then choose Edit). When designing the report, place the Current_Marketing_List field in the report page header. Note that this field's name depends on what folder class you are working with (it could be Current_Working_List, Current_Marketing_List, or Current_Folder) and the label may be different if your organization has changed the labels for Marketing Lists and Working Lists.

Refer to the following InterAction out-of-the-box reports as examples of using the folder name in the report title:

  • Contact List by Sponsor
  • Seminar Attendee Checklist
  • Event Summary

See Designing Reports Using the InterAction Report Designer for more information on designing reports.

Including Sponsorship Information on a Current List

When you include sponsor information on a report, you can include it in any of the following ways.

Sponsorship Options for a Current List
Option Description
Do not include sponsorship information No sponsorship information is included on the report.
Include only Primary Sponsor

Includes information for the primary sponsor in separate rows of the report.

See Including Only the Primary Sponsor on a Current List for details.

Include All Sponsors

Includes the names of all sponsors in the report in a single column, separated by commas for example. You can also include the primary sponsor in a separate column.

Use this option when you are reporting on a single list and want to see a list of each contact’s sponsors for that list.

See Including All Sponsors on a Current List for details.
Include All Sponsors - Each in a separate row

Includes information for all sponsors in separate rows of the report.

Use this option when grouping contacts by sponsor. For example, you are creating a report to see which contacts each professional has added to the Holiday Card mailing list.

See Including All Sponsors on a Current List - Each in a Separate Row for details.

When choosing options that output as separate rows (Include only Primary Sponsor and Include All Sponsors - Each in a separate row), you can also include any of the following information on the sponsor:

  • Full Name
  • Company Information
  • Job Title
  • Department
  • Addresses, Phones, and Email Addresses
  • Additional Fields
  • Contact Types
  • Contact IDs

For example, you may want to create a report that includes the primary sponsor for a contact and the Full Name, Job Title, Primary Phone, and Primary Email Address of the primary sponsor.

Including Only the Primary Sponsor on a Current List

To only include information for the primary sponsor on the report, choose Include only Primary Sponsor in the Sponsor Options drop-down list.

By default, the report only includes the primary sponsor’s name (Full Name). To include additional information on the primary sponsor, choose Select.

Including Only Primary Sponsor Data on the Report

[A] To choose the data to include on the primary sponsor, choose Select.

After choosing Select, the Report Contact Options dialog box displays with all the data fields available to include for the primary sponsor. Select data fields to include on the report and choose OK. See Adding and Removing Data Fields for steps on adding data fields to the report.

For each contact you are reporting on, information is output into separate rows for each primary sponsor. For example, John Harris is on three marketing lists: Tax Event, Environmental Newsletter, and Holiday Card. He has a primary sponsor for each list. You want to include the Full Name, Job Title, Department, and Primary Phone for each primary sponsor. Your report outputs three rows for John, each listing the primary sponsor and the sponsor information in separate columns.

Including All Sponsors on a Current List

To include all sponsors on the report, choose Include All Sponsors in the Sponsor Options drop-down list.

Including All Sponsors on the Report

When including all sponsors in a report, all sponsor names are output into a single column. Or you can select Include Primary Sponsor and Other Sponsors as two separate columns to distinguish the primary sponsor from other sponsors.

Options for formatting data in the report include:

  • Format sponsor name as - Controls the name display

    • First Last displays sponsors as Jane Tarnoff

    • Last, First displays sponsors as Tarnoff, Jane

      TIP If you format the sponsor name Last, First, it is recommended to use a value separator other than Comma to make the report more readable.

  • Value Separator - Item used to separate sponsor names

Including All Sponsors on a Current List - Each in a Separate Row

To include information for all sponsors in separate rows, choose Include All Sponsors - Each in a Separate Row in the Sponsor Options drop-down list.

By default, the report only includes the sponsors’ names (Full Name). To include additional information on the sponsors, choose Select.

Including All Sponsors on the Report as Separate Rows

[A] To choose the data to include on the sponsors, choose Select.

After choosing Select, the Report Contact Options dialog box displays with all the data fields available to include for the sponsors. Select data fields to include on the report and choose OK. See Adding and Removing Data Fields for steps on adding data fields to the report.

For each contact, the report prints one row for each marketing list sponsor. Therefore, this type of report is ideal for grouping data by sponsor name.

For example, John Harris is on two marketing lists:

  • John has two sponsors for the Holiday Card marketing list: Carrie Smith and Ed Roberts. This information outputs to two separate rows.
  • John has three sponsors for the New Client Reception marketing list: Carrie Smith, Cathy Jones, Jane Tarnoff. This information outputs to three separate rows.

In all, five rows output for John Harris. If the report were grouped by sponsor name, two rows would display for John Harris in Carrie Smith’s section of the report because she sponsored him on two different marketing lists.