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Why does my report say "Nothing to report" or show fewer records than expected?

Check filters, Latest SID, the runner's access, the date range, the report's Forms and columns, and the rows showing when a report returns nothing or too few records.

Key Points

  • The most common cause is too many filters. Remove filters one at a time and run the report again after each change.

  • A report only shows records the person running it can access, through their Areas, Sections and Forms. Two people can run the same report and get different results.

  • Latest SID only shows the latest record for each client or staff member, so older records are hidden.

  • A very large date range can time out and show "Nothing to report". Use a shorter date range.

  • Reports show 10 rows at first. Show all rows before you count records or export.

Does the report have too many filters?

This is the most common reason a report shows "Nothing to report" or fewer records than you expect. Each filter you add narrows the results, and several filters together can leave nothing.

  1. Open the report and click Edit.

  2. Remove one filter, or widen it, then run the report again.

  3. Repeat until the records you expect appear. The last filter you changed is the one hiding them.

Check these filters in particular:

  • Date filters. A date filter needs a date field chosen in it. Only records with a date in that field are included, so records where the date is blank won't show.

  • Filters on other fields. Filtering on a field leaves out records where that field is empty. For example, filtering on Area leaves out records with no Area.

  • Status. Make sure the statuses you need, such as Inactive or Archived, aren't filtered out.

Is Latest SID turned on?

The Latest SID option shows only the latest record for each client or staff member. Older records for the same person are hidden. Use it when you only want each person's most recent record, such as their current First Aid certificate. Turn it off to see every record.

Can the person running the report see all the records?

A report only shows records the person running it can access. If a user can't see a record in FlowLogic, it won't be in their report either. This depends on:

  • the Areas they're assigned to, and their Default Working Site

  • their Groups' access to the Sections and Forms in the report.

So if one person gets more records than another from the same report, check the second person's access. See Why can't a user see a record, section or form?

Scheduled reports work the same way. Each person who receives one only gets the records they can access.

Is the date range too long?

A report over a long period, with many columns, can have too much data to run. It can time out and show "Nothing to report" even though there are records.

  • Use a shorter date range, such as one month, and run the report in parts if you need a longer period.

  • Remove any columns you don't need.

  • Select fewer Areas in the filter.

Are the right Forms and columns in the report?

  • The first Form decides the rows. The report lists the records of the first Form, then adds details from the other Forms. To list every staff member, put Staff Basic Details first. To list every client, put the client's main Form first.

  • Records need data in the columns. A record only shows if it has data in at least one of the report's columns.

  • A report only shows records that exist. It can't list something that was never entered, such as a shift note that wasn't written.

For how to set up Forms and columns, see How do I create a report?

Are only 10 rows showing?

Reports show 10 primary rows at first, to load faster. An export only includes what's showing. To see every record, click Show Primary Rows below the report and choose the largest option. See How do I filter, group and export report results?

Can I add quick filters to a report I built?

No. Reports you build yourself don't have quick filters. Set the filters you need while editing the report instead, and save them with the report.

Can I copy a report to try different filters?

Yes, if it's a report your organisation built. When you're editing it, click Save as new. Your changes are saved as a new report, and the original stays as it is. This is a safe way to test filters without changing a report other people use. System reports can't be copied, so build your own report instead.

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