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Transactions

Overview

The Case Worker filter of the Transactions list has a new scope option, and the Transactions report uses the same filter. This document lists where the update applies inside Reports and the content to add to the article Reports > Transactions > Viewing Transactions.

Where the update applies

Report

Applies

Notes

Transactions: By Transactions

Yes

Case Worker filter with the two scope options.

Transactions: By Categories

Yes

Same filter as By Transactions.

Transactions: By Center

Yes

Same filter as By Transactions.

Transactions: By Users

Yes

Same filter, plus the Created by case worker checkbox.

Transactions: By ID

No

This template only searches by transaction ID.

Transactions: Graphs tab

Yes

Charts and KPI cards use the same filters, including the scope.

Centers, Grants and Donors reports

No

Not changed by this update.


Step 2. Template Selection: add By Users

Add this row to the template table:

Name

Description

By Users

Shows the in-kind data grouped by the user who created the transactions. Includes the Created by case worker checkbox to see only transactions created by case workers.


Figure 1. By Users template with the Case Worker filter and the Created by case worker checkbox.

Figure 1. By Users template with the Case Worker filter and the Created by case worker checkbox.

Step 3. Applying Advanced Filters:

  • Date Ranges: Occurrence Date, Transaction Date or Verification Date.

  • Entities: Centers, Grants, Case Worker, Donor, Donor Username, Donor Category and User (staff/admins). Include inactive (checked by default) also lists inactive centers and grants in the Center and Grant options.

  • Status & Amounts: Transaction Status, In-kind value range (Min/Max), and I/O status (Activated, Deactivated or All).

  • Categories: Categories and Products.

  • Entity type: Only organizations.

Center and Grant filters: Include inactive

Add this note under the filter list: the Include inactive checkbox decides which centers and grants you can pick in the Center and Grant filters. It does not filter the report by itself.

Checkbox

Center and Grant options

Checked (default)

Active and inactive centers and grants are listed. Use it to report on a center or grant that was deactivated.

Unchecked

Only active centers and grants are listed.


The Center and Grant lists reload when you change the checkbox. The Transactions list has the same checkbox and works the same way.

Figure 2. Transactions report, By Transactions template, with the Case Worker filter (replaces Figure A).

Figure 2. Transactions report, By Transactions template, with the Case Worker filter (replaces Figure A).

New step: Filter by case worker

Add this as a new step after Applying Advanced Filters.

The Case Worker filter lists the case workers of your agency. After you select case workers, the Transactions option at the top of the list decides which of their transactions the report includes. One option is always selected.

Option

The report includes

Created by the case worker (default)

Transactions that the selected case worker created.

From their assigned donors

Transactions that include at least one child assigned to the selected case worker for that donor, whoever created the transaction.


  1. Select the template: By Transactions, By Categories, By Center or By Users.

  2. Open the Case Worker field.

  3. Under Transactions, choose Created by the case worker or From their assigned donors.

  4. Select one or more case workers, or Select all.

  5. Close the list and select Apply Filter. The KPI cards, the table and the Graphs tab are updated.

Example

The same case worker and the same dates, with each option:

  • Created by the case worker: 2 transactions ($10.20 verified, $10.15 unverified).

Figure 3. Case Worker filter with Created by the case worker.

Figure 3. Case Worker filter with Created by the case worker.

Figure 4. KPI cards and records with Created by the case worker.

Figure 4. KPI cards and records with Created by the case worker.

  • From their assigned donors: 4 transactions ($20.20 verified, $30.40 unverified). The extra transactions were created by another user for a donor whose child is assigned to the case worker.

Figure 5. Case Worker filter with From their assigned donors.

Figure 5. Case Worker filter with From their assigned donors.

Figure 6. KPI cards and records with From their assigned donors.

Figure 6. KPI cards and records with From their assigned donors.

NOTES

The Case Worker filter is shown to system administrators and to users with the View center case workers permission or any user management permission (View, Create or Edit users). System administrators must select an agency first.

If you select several case workers, a transaction is included when it matches any of them.

A child can have more than one case worker. With From their assigned donors, the transaction is included for every case worker assigned to that child for the donor.

Transactions of donors with no case worker, such as community donors, are never included with From their assigned donors.

The Created by case worker checkbox (By Users template) is a different filter: it includes transactions created by any user who is a case worker, without choosing specific ones.

The By ID template does not have the Case Worker filter.

The Transactions list (Transactions menu) has the same filter and options, so both return the same transactions.


New step: Graphs tab

The Graphs tab shows the Transactions Timeline and the Transactions By Status and In-kind By Status charts for the current filters. The Case Worker filter and its option apply here too, so the charts always match the table.

Figure 7. Graphs tab with Created by the case worker: 1 verified and 1 unverified transaction.

Figure 7. Graphs tab with Created by the case worker: 1 verified and 1 unverified transaction.

Step 6. Sharable Report

Add one sentence: “The Sharable Report uses the filters that are applied, including the Case Worker filter and its option.”
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