Custom Reports

The custom report builder lets you create reports tailored to your exact needs. Choose a data source, pick your fields, add filters and grouping, and see results instantly.

Creating a Custom Report

1. Navigate to Reports
2. Click Create Report
3. Configure your report using the builder interface
4. Click Run to see results
5. Optionally click Save to keep the report for future use

Choosing a Data Source

Start by selecting which type of data you want to report on:

The builder understands relationships between data sources. For example, if you're reporting on adoptions, you can include fields from both the adoption record and the linked pet or adopter.

Selecting Fields

After choosing a data source, pick which fields to include as columns in your report. You can select from:

• Standard fields (name, status, dates, costs, etc.)
• Custom fields you've added through your application forms
• Related entity fields (e.g., the adopter's email on an adoption report)

Filtering

Narrow your results with filters. Available operators include:

• Equals / Not equals: exact match
• Contains / Not contains: partial text match
• Starts with / Ends with: text prefix or suffix
• Greater than / Less than: numeric and date comparisons
• Between: range filtering for numbers and dates
• Is null / Is not null: check for missing values

You can use dynamic values in filters:

• {TODAY}: the current date
• {START_OF_MONTH}: the first day of the current month
• {TODAY-30}: 30 days ago

Grouping and Aggregation

Group your results by any field to see summary data. When grouping is active, you can apply aggregation functions to numeric fields:

For example, group medical records by pet name and sum the cost field to see total medical spending per animal.

Sorting

Sort results by any field in ascending or descending order. Apply multiple sort columns to control the display order precisely.

Date Range

Apply a global date range to focus your report on a specific time period. Choose from presets:

• All Time
• Last 7 Days
• Last 30 Days
• Last 90 Days
• This Month
• This Quarter
• This Year

You can also pick specific start and end dates using the date picker. Save a default date range with each report so it's automatically applied when you open it.

Preset Templates

To help you get started, PawPlacer includes preset templates for common reports:

• Pets: Overview - basic pet listing
• Pets: Stay Duration - intake to adoption analysis
• Pets: Available for Adoption - filtered list of available animals
• Pets: Long-term Residents - pets with 30+ days in care
• Medical: Cost by Pet - spending per animal
• Medical: Monthly Trends - cost trends over time
• Medical: Upcoming Follow-ups - scheduled appointments
• Medical: Overdue Follow-ups - past-due appointments
• Medical: Prescriptions Ending Soon - medications needing refills
• Vaccination Cost by Vaccine - cost breakdown by vaccine type
• Procedure Cost by Type - cost breakdown by procedure
• Foster Assignments: current placements
• Adopters: Contact: adopter contact list
• Volunteers: Basic: volunteer roster
• Adoptions: Financial: adoption fees and donations

Click any preset to load its configuration into the builder. You can use it as-is or customize it further.

Saving and Managing Reports

• Save: stores the report configuration (data source, fields, filters, grouping, sorting, date range) with a name and optional description
• Edit: reopen a saved report in the builder to modify its configuration
• Delete: remove a saved report
• Sharing: Reports are shared across your organization; anyone with the right permissions can view saved reports

Limits

Custom reports return up to 10,000 rows per execution. If your data exceeds this, apply filters or date ranges to narrow the results.