Steps to create a Query in the Chapter NCAtrak for Yearly Referral Totals
Step 1: Click on Custom within the Reports Menu. Go to Queries-For My CAC and click New Query.
Step 2: Next add query details. Add a title. A description is optional. Choose the type of query you want to create. Listing will provide a listing of information, and a summary will provide a query with totals. If you would like to share the query with others at the Chapter, click Shared and if you want to share the query with the CACs in your state, click Shared with CACs.
Step 3: Click Save
Step 4: Once the query is saved it will be added to the list of queries located within the Queries-For My CAC, in alphabetical order. After locating the new query click Edit.
Step 5: There are three steps to build the query after it is opened. Step 1 is to add a summary field option, step 2 is to add group by fields, and step 3 is to add filter by fields.
The summary fields provide options to summarize information, for example count of cases, count of alleged victims, count of services, etc. The group by fields is how the information is organized within the query, for example by year, CAC, service, etc. The filter by fields are how the query is pulling information, for example by start and end dates.
Step 6: Add Summary Field Count of Cases
Step 7: Add Group By, Field Date Case Received by CAC (Year) located by choosing the Presenting Tab Data Category.
Step 8: Is a two step process of adding Filtering Dates. Step 1 is to Add Filter Data Category Presenting Tab Date Case Received by CAC and choosing the Criteria On, or After Report Start Date. Step 2 is to Add Filter Data Category Presenting Tab Date Case Received by CAC and choosing the Criteria On, or Before Report End Date.
Step 9: Save the Query
Step 10: Find the query within Queries-For My CAC and click Run
Step 11: Choose the overall date range for the query. Click on the Month and Year and it will cycle through different options.
Step 12: Click until you see a large range in years
Step 13: Choose your dates and click Run
Step 14: The query will provide total number of cases or referral for all the CACs sharing aggregate data
Step 15: The query can also show the CACs sharing aggregate data and totals for cases received by year
Step 16: Find the query and click Edit. Within the Group By section the Data Category General Tab and CAC Name and click Update.
Step 17: Make the Date Case Received by CAC – (Year) a Column Heading by checking the checkbox.
Step 18: Click Save and then Run the query.
