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Submission date/time not a report field?

Hello,

I am creating a report that I want to sort by the date/time of submission. We assign file numbers in the order grants were received. As staff begin to mark submissions as "complete," they are asked to assign a file number to a staff assigned field. I want to export a report of applicant names in the order they were received to an Excel document. There I can enter file numbers, and staff can reference the Excel document to look up file numbers.

Unfortunately, it does not appear that there is a report field for submission date. Can you think of a work around for this? I can sort by "Submission" on the Applications Submitted page, but that appears to be the only place I can do this. I think I printed off screen shots one page at a time last year, and hand-wrote 370 file numbers for staff to reference. This was a very tedious process, and one I hope to make more efficient.

Thanks,

Greg

posted February 29, 2012 by Greg Nielsen, Metropolitan Regional Arts Council

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  • James Maguire commented  ·   ·  Report

    Not sure if this is the most current thread on the topic, but I'd like to give this topic a bump. Submission dates, according to type of submission (LOI & Application) would be helpful. Any further action on this front?

  • Ideas commented  ·   ·  Report

    Hi Folks,

    I wanted to chime in on this as this is one of our struggles in reporting. Our processes work on a rolling calendar, and we assign reviews of grants and LOI's based on submitted dates, but as there are two submitted dates in a process, we realize this doesn't work. However, we wonder if there is a way for something to be developed from the Status Change Log?

    When we look at the Status Change Log, it reflects the different submitted dates of each stage within the process. So when an LOI is submitted the title there shows, "LoiSubmitted" and, for the full application, "ApplicationSubmitted." Is there any way in which the developers might be able to wrangle this information into some kind of reporting method? Or are there other suggestions?

    We have considered adding yet more report fields so that we can manually enter the information and show each submitted date internally, but the report fields are getting unwieldy trying to develop pieces to make our reports work for our needs. I would love to hear suggestions or if the Status Change Log information can be incorporated into reporting!

    Thanks,

    Dana

    posted July 31, 2012 by Dana Jeffery, Ben & Jerry's Foundation

  • Betty commented  ·   ·  Report

    Hi Greg,

    You bring up some great questions. Regarding the submission date you are correct and that there is not currently a field in export data for the submitted date. In talking with one of our developers it is a difficult date to isolate based on the fact that there can be multiple submitted dates for a single request. For example, if an application is submitted by an applicant and then an administrator marks that application as not complete and therefore, the applicant needs to then correct or clarify something on the application and then resubmit there would be at least two submitted dates associated with the request.

    In doing some further testing on this I confirmed that if you sort the Application Submitted or Application Completed page, as you noted, by the Submitted date by clicking on the Submitted header this will sort the applications in order of their last submission by date and time. You can then copy and paste the list into excel and update your file numbers.

    As far as the default sort. If the organization name is displayed on the page then the default sort is alphabetical order by the organization sort name.

    I hope this information helps but please fee free to add another comment for further discussions.

    Thank you,

    Betty Bloomer

    Foundant Technologies Client Services

    posted March 22, 2012 by Betty Bloomer, Foundant Technologies

  • Ideas commented  ·   ·  Report

    Related to this question... What is the default sort criteria for GLM? For example, if I sort by "Process" and there is only one process, what is the determining factor in how the data is displayed? Our database (Filemaker) defaults to the order in which the record was created. I sorted by process for a single process, but the data appears to be random. I can't figure out what it is defaulting to.

    Thanks,

    Greg (Metropolitan Regional Arts Council)

    posted March 1, 2012 by Greg Nielsen, Metropolitan Regional Arts Council