Author Topic: Best way to allow a user to access reports of event participants? (Read 2164 times)

shrill · April 08, 2009, 06:57:01 pm

Hi all.

I've set up an event in CiviEvent for a client. They would like to be able to login and download reports of participants. However, they are not very technical, so I want to a) make it easy for them and b) make it so they can't inadvertently mess anything up.

Also, I included a profile which has a few custom fields in it (eg. meal preferences). The standard CiviEvent export does not seem to include those custom fields.

I've created a new role for them but I'm unsure of what the best access would be.

Thanks very much!

Shrill

Dave Greenberg · April 08, 2009, 10:03:27 pm

For a listing on the screen... you can create some links in role-permissioned block, each of which goes to Find Participants, passing in the event ID and force=1. This will preload the list of participants in search results for that event. You can copy the URLs for this from the CiviEvent Dashboard - the "Registered ..." links in the right column for each event in the Event Summary section do this.

For downloading (e.g. Export) - you can create a saved Export Mapping which includes exactly the fields they want (including the custom participant field(s)). Then you'll have to give them some steps:
1. Click the link you've created above for "Event XYZ"
2. Click "All xxx records" radio button
3. Select Export Participants action
4. Select the Export Mapping you've saved for them

shrill · April 09, 2009, 06:57:37 pm

Quote from: Dave Greenberg on April 08, 2009, 10:03:27 pm

For a listing on the screen... you can create some links in role-permissioned block, each of which goes to Find Participants, passing in the event ID and force=1. This will preload the list of participants in search results for that event. You can copy the URLs for this from the CiviEvent Dashboard - the "Registered ..." links in the right column for each event in the Event Summary section do this.

For downloading (e.g. Export) - you can create a saved Export Mapping which includes exactly the fields they want (including the custom participant field(s)). Then you'll have to give them some steps:
1. Click the link you've created above for "Event XYZ"
2. Click "All xxx records" radio button
3. Select Export Participants action
4. Select the Export Mapping you've saved for them

Thanks very much.

I'm a bit confused. I tried the second option. I did it by searching contacts and exporting that way. It allowed me to export the custom profile fields for my event participants which is great. However, it didn't let me choose any of the actual event fields: eg. I have a participant-register date field as well as my price sets. Ideally, my clients need to have all of the information on each participant (including which items they selected to sign up for using price sets). Is this possible?

Thanks again,

Shrill

petednz · April 09, 2009, 09:10:19 pm

Were the Custom Fields you created set to be for 'Partipants' or 'Contacts'? They need to be the former for that info to be accessible, and presumably exportable via civievent (haven't verified the latter)

shrill · April 10, 2009, 10:52:59 am

They were contacts. I initially tried participants but then the fields weren't showing up in my custom profile (which is used on the form).

So am I right to think that I can get the profile info via exporting from contacts and the price set info via exporting from Civievent but can't get both in the same report?

Shrill

petednz · April 10, 2009, 02:00:23 pm

SOunds likely. Could you rebuild your profile based on new data fields that are used for Participants and so get all the info in to events.

shrill · April 10, 2009, 04:34:31 pm

When I try to do that, the field doesn't show up in the custom profile, which then doesn't show up in the registration form.

Shrill

petednz · April 10, 2009, 04:46:09 pm

you may need to 'build a new profile' based on 'new custom fields'

Dave Greenberg · April 11, 2009, 09:18:19 pm

Profiles which are embedded in an Event Registration form SHOULD be able to include BOTH contact custom fields and participant custom fields. If this is not working for you - please try and replicate this problem on the public demo.

Eileen · April 12, 2009, 03:25:53 am

Dave - I think Peter is referred to the message you get when you click on this

http://sandbox.civicrm.org/civicrm/profile?reset=1&gid=6

NB - There is a searchable field in that profile. Also, if you try to add a participant field to the Selector it allows you to choose that check box & then gives a validation error afterwards saying you can't do that for participant fields - it might be better to say in the description it won't work

Dave Greenberg · April 12, 2009, 11:31:49 am

Eileen - agreed, the error message is misleading and both the Searchable and Results Columns fields should be disabled for profiles with fields from more than one record type. Issue posted for 2.3:

http://issues.civicrm.org/jira/browse/CRM-4363

petednz · April 12, 2009, 12:31:35 pm

Glad Eileen explained that for me - not sure I was going to track back to figure it - thanks.

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Author Topic: Best way to allow a user to access reports of event participants? (Read 2164 times)

shrill

Best way to allow a user to access reports of event participants?

Dave Greenberg

Re: Best way to allow a user to access reports of event participants?

shrill

Re: Best way to allow a user to access reports of event participants?

petednz

Re: Best way to allow a user to access reports of event participants?

shrill

Re: Best way to allow a user to access reports of event participants?

petednz

Re: Best way to allow a user to access reports of event participants?

shrill

Re: Best way to allow a user to access reports of event participants?

petednz

Re: Best way to allow a user to access reports of event participants?

Dave Greenberg

Re: Best way to allow a user to access reports of event participants?

Eileen

Re: Best way to allow a user to access reports of event participants?

Dave Greenberg

Re: Best way to allow a user to access reports of event participants?

petednz

Re: Best way to allow a user to access reports of event participants?