If you need exact information that is not in one of the predefined SourceLink® reports, you can create your own using Scout Reports. For more information about predefined reports, go to Reports - Overview.
Scout Reports allow you to determine which people get included in the report results by giving you the ability to create an almost endless combination of parameters for the initial report list, which you can then view in a variety of ways. It is really a custom report wizard builder to determine what you need and export to Excel for use. Because of the nature of Scout Reports, they should never be used to compare data from other pre-built reports.
Questions to ask yourself before beginning
Before you actually run a report, ask yourself two key questions:
- What type of information do you want to see? Of all the information contained within each individual record, which data fields are necessary for your report? Do you want information on client interactions, or demographics? Do you want to print mailing labels? Or, do you want a directory of a certain group of clients? This will determine the Type of Report.
- Which people should be included in this report? This will help to determine what parameters you want to use, i.e. a certain county, industry, interactions within a certain date range, new clients, and so on.
To run a Scout Report, select the appropriate Type of Report from the dropdown menu. The choices are:
- Counseling Summary
- Race and Ethnicity view
- Gender View
- Veteran Status View
- Ownership Gender View
- Ownership Veterans Status View
- Services Requested View
- NAICS View
- Zip Code View
- Directory View (landscape)
- Mailing Labels View (Avery #8160 format)
- Data Extraction View
- Event Attendance View
- Economic Impact View
- Extraction of Company Information
- Extraction of People Information
- Extraction of Interaction Information
- Extraction of Snapshot Information
- Extraction of Snapshot Capital Information
- Extraction of Referral Information
Select the filters desired from Available Filters. A complete description of the choices can be found in Filters for Distribution Lists and Scout Reports. You can Save Current Filters or Open Saved Filters in the dropdown Filter Set Options. When you have finished making your selections, click Run Report.
Note: When Using a Scout Report that is filtered by date, the system uses 12:00 am (midnight) as the beginning time of day. For example, when running EX611 - Extraction of People Information for the month of March, and want to filter by Interaction Date (absolute), First Contact Date, Snapshot Dates (absolute), Event Attendance Dates (absolute), use the following dates: Start Date: March 1 - End Date: April 1. The report shows usage of SourceLink from 12:00 AM on March 1 through 11:59 PM on March 31.
Drilldown and Sorting Options
These are ways in which you can order the report as best suits your needs.
Sorting—Allows each column to be sorted alphabetically or numerically. Can only sort by one column (i.e. you cannot sort first by company and then by ID number. You must choose one or the other.)
- Sessions (in Counseling Summary Scout Report): A drilldown on the number of sessions produces the actual date of each session. A drilldown on the session date produces the interaction transcript and counselor name.
- NAICS code (in NAICS Code Scout Report): A drilldown on the 3 digit NAICS code will provide the full 6 digit code along with the code description and the name of the client (and company, if applicable) who has that business.
Drilldowns are not available for every bit of information within each report.
Scout Report Layout
Type of Report
The title of many of these reports is fairly self-explanatory. The selected report will take the list of clients who meet the specific parameters you chose and report according to all the options available within the category.
For instance, the Gender Scout Report separates the list of clients into:
- No response (NR)
The Veteran Scout Report separates the list of clients into:
- No response (NR)
- Service Connected Disabled Veteran
- Non Veteran
The pattern is consistent for most reports.
Mailing Labels Report prints out addresses three across, ten down.
*Note that the labels will only appear in one column until you export the report to PDF. Once in PDF, the labels will appear in all three columns.
The Data Extraction View gives the information in a basic layout with no graphs or formatting. All the following information is reported:
• Client ID
• Full Name
• SBDC Client No.
• Counselor Name
• Address 1
• Address 2
• Veteran Status
• Person Race
• Owner Veteran Status
• Owner Gender
• Owner Race
• Jobs Saved
• Jobs Created
• SBA Loan
• Non SBA Loan
• Micro Loan
• Equity Funding
• Self Funding
• Government Contract