---
title: School Data Service - Creating Reports
description: Creating SDS Reports | Help & Support — GO 4 Schools
---

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1. [GO 4 Schools MIS](https://supporttest.go4schools.com/mis?hsLang=en-gb)
2. [Reports](https://supporttest.go4schools.com/mis/reports?hsLang=en-gb)

# School Data Service - Creating Reports

## Creating reports from queries in the School data service

SDS Reports is an area of the MIS that allows staff members to build structured, aggregate analyses on top of their saved School Data Service queries.

Rather than returning every raw row from a query, a report allows the user to:

1. **Group** rows by one or more columns (e.g. group students by Year Group).
2. **Aggregate** values across each group (e.g. count students per year group, sum their scores).
3. **Filter** the grouped results using conditions applied after aggregation (e.g. only show groups with more than 5 students).
4. **Sort** the result rows by any output column.
5. **Control column ordering and visibility** in the final output.

Reports are saved, named, and linked to a specific SDS query. They can be shared with other staff members via a direct URL, and pre-built templates are available to help users get started quickly.

 

**Permissions**

The permission required is ‘Accessd SDS’ to create reports.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123326/original/RuWNt3u2xJtddpYX99zvT2gexFWpLdIUnw.png?1787304401)

Note additional permissions for the areas of data in use are required, for example student information 'Can view'.

**SDS Reports**

To access the Reports listing page go to **School \> School Data Service Reports**. Reports can also be accessed from the Queries listing page via the Linked report column link.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123327/original/2unnVCGBnwANu_b8eavD5voKj_l6n7aqGg.png?1787304401)

The glossary below is a useful definition of terms used within the Report pages.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123341/original/LooDQkgKeMzpgWU-8XueY351UnRRfWhBZw.png?1787304401)

Reports are built on queries that contain the data, so are visible as linked Reports.

### **Creating a Report**

A report is created by selecting the ‘**Create Report’** link on the Queries listing page. The Create report page will display with the associated query. The Report builder tab contains 5 steps to building a report.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123337/original/JqDat-puSBEHx7M73ZpyywKfoait3F-x6A.png?1787304401)

### **Step 1 Select groupings**

The groupings panel is the first step of the report builder workflow. It lists all non-hidden output columns from the linked query. Groupings define how the rows of results from the underlying query are 'sliced'.

All rows that share the same value (or combination of values) for the selected grouping columns are collapsed into a single result row. The more groupings selected the more granular the data in the report.

Groupings are the foundation of a report. They must be defined before aggregations can be configured and before a report can be executed.

Select ‘**Group**’ in Step 1, they will then show as ‘**Grouped**’, the header panel displays how many are selected.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123340/original/EvJVBQjM58-UJoFyjstZ8vxlhQ_GJgtvlg.png?1787304401)

### **Step 2 – Select Aggregations**

The aggregations panel is the second step of the report builder workflow. It allows configuring aggregations on top of the grouped results defined in Step 1.

Aggregations define what to compute from the non-grouped columns within each group. *So the example above Student.yeargroup is grouped to form the set of rows for the report.*

Each aggregation will produce a new named output column in the report results (excluding PIVOT, which is special). At least one aggregation is required before a report can be executed. Nine aggregation types are available: **SUM**, **COUNT**, **CONCAT**, **FIRST**, **LAST**, **MIN**, **MAX**, **AVERAGE**, and **PIVOT**.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123346/original/1CK3njPGqvesCViIE8MHE_KnFOLXN2Je6w.png?1787304401)

Explanations about how each aggregation type works are provided in the help modal with examples.

Aggregations contain validation for their fields. The UI shows this validation on attempts to create or update the aggregation and prevents saving until all errors are resolved. Validation errors are shown in line with the relevant fields.

Select ‘**Add Aggregation**’ and select the required type from the modal, the data selection varies *per type.* Then select ‘Next’ to configure the aggregation.

*Example: Count of Pupil Premium Indicator as below with a filter of ‘True’ to count all students with Pupil premium.*

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123329/original/R77SQt5vw6BQldtXpZhblqC1C7HAvHHNIw.png?1787304401)

The aggregations will display in Step 2 and can be edited and deleted as required.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123336/original/9dzHkN0N_sPPDHB1GZFhy5a03-xXx0h3mA.png?1787304401)

*Example Count: Select count for student characteristics fields.*

Clicking into any aggregation will display the details selected so this can be checked easily.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123328/original/ap46zUdkPizufsVMf-LO-4L9E_rA0f0Crg.png?1787304401)

### **Step 3 Filter**

Additional filter conditions can be added following the aggregation of results, as per the query filter the data can be filtered within the report. The filter has AND and OR for any of the statements from the data selection being true. The filter action can be used to filter out empty data or to check where data is missing.

Depending on the data type i.e. text, Boolean, number, different filter conditions will display accordingly.

*For example the data in the example report can be filtered to only show by student.yeargroup 7-11.*

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123331/original/iuM5gbIuc1JPKtL4sVGv7omOZqAyT1McAg.png?1787304401)

### **Step 4 Sort data**

The data can be sorted by columns, for example in ascending Year group order. Select ‘**Add a column'** to sort by and then add ASC or DESC order. The order of sorting can be changed by using the drag handles to change the priority order of the data:

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123339/original/i3qs8H0D4lwt781zTc6mWAT6Nbv61P8_mg.png?1787304401)

### **Step 5 Column Ordering**

This will show the order of columns in the report and by selecting ‘**Configure output columns**’ these can be reorganised by dragging and changing the column order. Columns can also be hidden from view in the report.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123332/original/bEz4c3RZY3ITFfvI_JdXWEheCY75aoxPrQ.png?1787304401)

### **Execute the report to view in the Report results tab**

Select ‘**Execute**’ to run the report and view the data, as below:

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123335/original/vX5Vg_GDHz5fK_yj_CbnMcLZoPIGcyutWg.png?1787304401)

The report can be downloaded as a CSV or JSON file.

Selecting the Report builder tab will return to the page to make any further edits to your report or to access options to save the report by selecting ‘Save Report as’ and then using ‘**More actions**’ to copy the link, delete or rename.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123333/original/-IJpIxFqvD_0a5xyaDOFQo06-FXjmk0gqw.png?1787304401)

### **Example simple report using the On roll student basic details template**

From **School \> School Data Service \> Queries \> View Query templates \> On roll student basic details \> Use Template** to access the query builder page. Select **More actions \> Create report.**

**![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123330/original/6cFBVVcWjdYKcpxhS0bQoDlr9AHSwm3zXg.png?1787304401)**

From the Report builder page Select **Student.sex** and **Student.yearGroup** and select 'Group'.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123344/original/tg8QK3D0srD0X2ypHrFxhrrestoRBHT1Bg.png?1787304401)

**Step 2** Select ‘**Add aggregation** ‘ and then select ‘**Count \> Next: Configure**’:

Source: All columns

Add Output column name: Count of students

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123348/original/2JdptHAmzpmwo9Y6VoKvQAonMwjFWTBEDQ.png?1787304401)

Select ‘**Add’**

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123342/original/o7kWPAAM22FiOlZ96jCVswV9eq2bvJmZUw.png?1787304401)

**Step 4** Select ‘**Add a column to sort by**’ and choose Student.yearGroup to sort ASC.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123334/original/vrrW6cNVGpf4AMapCbbrBdMBF0Mo5Mnf-A.png?1787304401)

**Step 5** Organise column ordering by Yeargroup, sex and count of students as below:

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123343/original/oKoEoEnEneTb-d21fTUpVgmSdgihJDIl0Q.png?1787304401)

Now **'Execute report'.**

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123338/original/GNYETeNkgcSGbGGdWsSSc2qSK9NS_RV0Lw.png?1787304401)

The report will display by year group and sex the count of students.

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123347/original/UaJg2-AfjMwgJOQhmVmozAearw0BOYkaxQ.png?1787304401)

Additional filters can be added to the report by returning to the Report builder page and adding to **Step 3** – Filter aggregated results: *Example below results filtered by Boys.*

![](https://s3-eu-central-1.amazonaws.com/euc-cdn.freshdesk.com/data/helpdesk/attachments/production/80611123345/original/o7JfbIxtcvDEdmJeHbbBY09YnUJ77u56_g.png?1787304401)

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