Custom reports

In Wild Apricot, make sure that you are logged in and in Admin view. The button on the top right toggles between Admin view and Public view. It should say "Public view" if you are in Admin view.

Use Wild Apricot's search capabilities to select the records you want to use in the  report:

• For the Membership Report, use the saved search "Membership Report Export". In the "Renewal Date" selection field, use a date of last July 1. Date is formatted July 1, yyyy. This will select both current members and members from last year who did not renew.
• For the report that goes to the Board with a roster of newly-imported retirees, select members with "Member Since" = the date of import.
• For "ad hoc" rosters, conduct a search that yields the desired population, such as people who have expressed interest in serving on the Scholarship Committee.

Click on the Export button at the top. An "Export contacts" window will open. Select (only) the following fields. 

• User ID
• First Name
• Middle Name
• Last Name
• Street Address
• City
• State or Province
• Zip or Postal Code
• Phone
• Cell Phone
• E-mail
• Last login
• Spouse’s or Partner’s Name
• Deceased Date
• Retired From
• Date Retired
• ASU Campus
• Major Unit
• Minor Unit
• Employment Category
• Job Title
• Membership Level
• Membership Status
• Member Since
• Renewal Due

Click on the Export button at the bottom of the "Export contacts" window. This will create a file and, when you choose "Save File" in the window that appears, will put the file on your computer in the location that is set up in your browser for downloads -- often the downloads folder for Windows computers. The file will have a name that begins with the download date, and that is followed by "Contacts ASU Retirees Association".

1. In Excel, open the file just downloaded. It contains the list of members you selected.
2. If a date field contains anything except a date or nulls, it will cause the import to Access to skip that field. Sometimes a date field has characters in it that you don't see. To check for and remove these:
   1. In the worksheet that contains the list of selected members, select the column for Date Retired.
   2. From the Sort & Filter icon (in the “Editing” block of the ”Home” menu, select “Sort Newest to Oldest”, and then expand the selection when you receive a Sort Warning.
   3. If there are any records at the top or bottom of the list that appear to have blank dates, select those apparently blank fields, right-click, and choose “Clear Contents”.
   4. Repeat these steps for Deceased Date and Last Login.
3. “Save as” the downloaded and corrected worksheet to the c:\Temp folder on your computer (create a  folder named Temp fat the root of your hard drive if you don’t already have one). Use the name ASURAMemberImport.xlsx. Make sure that the “Save as type” is set to “Excel Workbook (*.xlsx)”.

Download the MS Access application entitled "ASURA Custom Reports". and save it on your computer. It doesn't matter where on your computer you put it, so long as you can find it when you want to open it.

For Windows, right-click on the file and choose "Properties". On the General tab, if you see a Security section with a checkbox labeld "Unblock", check the box and click on OK. This is to allow the macros in the application to run and not be treated as unsafe.

If you have previously downloaded the application and you know it has not been revised since you did, you can skip this step.

Open the MS Access application “ASURA Reports from Wild Apricot” that you downloaded in the previous step.

On the left you should see a short set of lists under the large heading  “ASURA Membership”. If you don't see "ASURA Membership", select it from the pull-down menu at the top of the left column.

Under “Member Data”, double-click on “Import Member Data”.

If you have prepared the Excel worksheet as listed above, click “OK” in response to the message you will see. Otherwise, complete the preparations in Excel and then click on “OK” in Access.

If all goes as expected, you should see a message “Member Import Complete”.

Spot check the data, to make sure it is as anticipated, for example, are there date fields that are empty for everyone? If so, your edits to the downloaded file weren't made or didn't work:

• Double-click on "Imported Data in a Table" to see the data in table form.
• Double-click on "Member Data" to look at records in a form. You can move from record to record using controls at the bottom of the screen.

Still in the Access application, under “Reports”, double-click on:

• Membership Statistics - to generate current-year data for the Membership Report.
• “Roster” - to print a roster of the members you selected in Wild Apricot.
  
  You will be prompted to describe the list. Enter a title that describes the group you selected, such as “Potential Scholarship Committee Members” and click on OK.

The report should be displayed. Look it over to see if it has the information you expected. If not, consider:

• Your search and selection in Wild Apricot didn't have the criteria you intended. Perhaps a date selection field was not what you needed.
• There was a problem with the data you imported -- for example, there was an invisible character left in a date field, so that the data for that field didn't import successfully.

If you have generated data for the Membership Report:

• Leave the report open, or print it. If you print, specify a custom page range of 1 to 1.
• Alternatively, save it as a PDF, per the instructions below for rosters, and then open the PDF to access the data on it. It doesn't matter what you name it here, as the final report is the one that gets saved and has a naming convention.
• Return to instructions for the Membership Report, continuing with the step titled, "Prepare the Report".

If you have prepared a roster:

• Click on the File tab, then choose SaveAs, then Save Object As from the File Types list, then PDF or XPS from the Database File Types choices.
• Finally, click on “Save As”.
• Name your report as you wish and save it to your computer by clicking on “Publish”. 
• The resulting PDF file should have the records you selected in a nice readable format, ready to attach to an email to send to whomever needs the list.