Link2Feed provides a range of report types to help you analyze and manage your data effectively. While each report type serves different purposes, the initial setup process is quite similar across most of them. Here’s a guide to the essential steps and key considerations to get you started with reporting in Link2Feed.
Viewing Deactivated Organizations and Enabling Reports
- Visibility of Deactivated Organizations: Only Network Administrators can view deactivated organizations in reports. Other users will only see active organizations they have access to. Deactivated programs still appear in the list of Program Types if there was data recorded at any point.
To enable a report in your user profile
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Go to Administration on the left-hand side of the page.
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Select Users.
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Click the orange edit icon next to your name.
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Ensure you have the Reporter role listed. If you are not an Agency Manager or Network Admin, you may need to contact someone with appropriate access to make these changes.
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Click on Case Management Specific.
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Go to the Reports tab.
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Check the report(s) you want to access.
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Click Save & Next to apply your changes.
Report Setup Foundations
To set up a new report, follow these steps:
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Start Report Creation:
- Click on the Reports heading on the left side of the screen.
- Click New Report.
- Select the Create New Report button for the desired report type.
- Enter a title for your report in the Title text box.
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Configure Sharing Options:
- Just Me: Report appears only in your inbox.
- Me and Users at the Following Organizations: Report appears in your inbox and in the inboxes of users at selected organizations.
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Me and the Following Users: Report appears in your inbox and in the inboxes of selected users.
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Set the Reporting Cycle:
- Once Only: Create a one-time report.
- Relative Dates: Choose a time period such as Last Month or This Quarter.
- Recurring: Set up a recurring report, specifying frequency (e.g., daily, weekly) and start date.
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Select Organizations:
- By Name: Choose organizations by name.
- By County: Choose organizations by county.
- By City: Choose organizations by city.
- By Tag: Choose organizations by assigned tags.
- By Group: Choose organizations by group.
- Show Active Toggle: Slide to On to include inactive organizations (available only with By Name).
- Ensure to select One Row Per Organization or One Row Total definitions available here.
For Regional Reports:
- Checkboxes allow you to select or deselect entire networks or individual agencies within those networks.
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Choose Program Types:
- Select which program types to include in the report. This step does not apply to reports based on a single program type (e.g., CSFP reports in the US).
- Select which program types to include in the report. This step does not apply to reports based on a single program type (e.g., CSFP reports in the US).
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Finalize Your Report:
- For specific instructions related to the final steps of each report type, please be sure to review the details guides available here for each report type.
Important information regarding reports
Expired Reports
- Reports expire 72 hours after creation. To view older reports, refresh them by clicking the circling arrows button in your report list.
Data Storage for Reports and Exports
- The system uses the information from the household at the time of each visit for reporting. This includes demographic details for all individuals listed in the "Who from the household is receiving services for this visit" section.
Data Storage Example:
- If Household 1 visits on January 5 and their address is in City A, then visits on January 10 and their address is now in City B.
- For a report covering January 1 to January 8, Household 1 will count towards City A.
- For a report covering January 9 to January 11, Household 1 will count towards City B.
- For a report from January 1 to January 11, Household 1 will be included in the counts for both City A and City B, but will only be counted uniquely for City B.
Data Storage Analogy:
- Think of the system as taking a "photo" of the household at each visit. If the household was wearing hats during their first visit, the system remembers this detail for the report, even if they weren't wearing hats on subsequent visits.
Unique and Duplicated Counts
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Unique Count: Counts each household or individual only once per reporting period, using the most recent visit data. This is also known as a de-duplicated or unduplicated count.
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Duplicated Count: Counts each visit separately, using the data from every visit. This reflects the total number of visits.
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Example: An agency has six visits in January. All clients visit once, except for Bob Jones, who visits three times. (For additional examples please navigate here.)
- For a report from January 1 to January 10:
- Duplicated Count: 6 (total visits)
- Unique Count: 4 (distinct individuals)
- For a report from January 1 to January 10:
| Visit # | Client Name | Visit Date |
| 1 * | Bob Jones | January 4 |
| 2 | Mary Smith | January 4 |
| 3 * | Bob Jones | January 6 |
| 4 | Amy Green | January 6 |
| 5 | Linda Simpson | January 9 |
| 6 * | Bob Jones | January 10 |
Aggregated vs. Non-Aggregated Network Reports
Network reports, designed for organizations with multiple agencies (e.g., food banks), offer options for data aggregation that do not apply to standalone agencies.
Data Aggregation Options:
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One Row Total:
- Definition: Aggregates data into one unique count by de-duplicating across all selected organizations.
- One Row Total by Organization Name: Provides a single network count for all selected organizations.
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One Row Per Organization:
- Definition: Shows unique counts separately for each agency, de-duplicating within each agency.
- One Row Per Organization by Name: Provides one row for each organization.
- One Row Per Organization by County/City/Tag: Provides one row for each selected county, city, or tag, de-duplicating within each location.
Note: One Row Per Organization reports do not include a total row or graphs for unique counts since data is not aggregated across agencies. Each client is counted at each agency they visit.
New vs. Existing Sections: Determining the First Food Bank Visit Date
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Single Agency Network:
- The system pulls the first food bank visit date from the Services page of the client's profile.
- If there are no visits it will pull from the first food bank visit field on the Personal tab.
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Multi-Agency Network:
- The system retrieves the first food bank visit date from the Personal page of the client's profile.
- To use this option, add another agency to your network. It doesn’t need to have programs, but it will allow the system to recognize it as part of a Multi-Agency Network.
Report Definitions
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Household:
- Groups individuals into a household profile. The entire household is counted as one unit.
- Example: Bob, Mary, and Linda in the same household profile count as 1 household.
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Client:
- The person whose name was at the top of the page when the visit was recorded. This is not necessarily the Primary Household Member.
- Example: If Bob’s name was at the top of the page during his visit, Bob is counted as the Client for that visit.
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Individuals:
- People selected on the Visit page under “Who from the household is receiving services for this visit.”
- Example 1: If Bob, Mary, and Linda were all selected, their information will be used in the report.
- Example 2: If only Bob and Mary were selected, only their information will be included.
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Partner:
- Individuals with a relationship status of Spouse, Boyfriend/Girlfriend, or Common Law Partner to the Client.
- Example: If Linda is Bob’s girlfriend and both are selected for the visit, Linda’s information will be used as a Partner if Bob is the Client.
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Adult:
- Typically anyone 18 or older. This setting can be adjusted by Network Administrators.
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Child:
- Typically anyone 17 or younger. This setting can be adjusted by Network Administrators.