4. Filter Dashboards & Reports

Refine Dashboards & PDF Reports

Dashboards and PDF Reports are powered by Widgets. Filtering a Dashboard displays the exact Records you wish to analyze — provided you have selected and configured the proper Widgets!

To fine-tune your Dashboards:

Design Report-centric Dashboards → as discussed in Dashboards — Start
Optimize your Widgets → as explained in Configure Widgets
Filter your Dashboard Widgets → as described in Filter Your Dashboards + Use Case

Convert a Dashboard → PDF Report

Filtered Dashboard	PDF Report

Summarize your Events with AI

Need a summary of an event?

Scroll down to learn how to Summarize an Event with AI

▲ Top

Filter your Dashboards

Example — Improved Wet Spill Response

Ward utilized Dashboard filtering to analyze over 751 custodial records, focusing on spill frequency and response times:

The Insight → The data disproved the assumption that bench seats had more spills; in reality, spills were nearly equal across all seating types
The Result → By reallocating staff and leveraging SwitchBase communication tools, the team achieved a 71% reduction in response times

How to Filter

To create a filtered Dashboard/Report → and track the status of Ward's incessant "Spill" issues:

Open a target Dashboard → ex. Event Command Center
Apply your Filters:
- A. Set the Date Range filter to 365 Days
- B. In the Issue Status → pick Closed and Dispatched
- C. In the Search Description filter → enter spill
- D. In the Records Table → sort the Metadata (date) so the most recent Records appear at the top
- E. Open the most recent Record displayed in the Records Table

Share the link
Share Filtered Dashboard Links
Share the exact filtered Dashboard view by copying and pasting the URL. This allows authorized team members to see the specific data points you select without having to re-apply filters.

Copy & Paste → for any filtered Dashboard

Select Copy URL from the ellipsis menu or (copy the URL from your browser)

Paste it into a Chat or Email.

Shared Access Required The link only opens if it's been shared via Group or direct User sharing. (See Groups, Users & Resources)

▲ Top

Download your PDF Reports

Adobe created PDFs in the 1990s as a universal solution for document sharing. PDFs preserve consistent formatting across devices — making them perfect for Reports!

Any Dashboard can be turned into a Report with a few clicks:

Select a Dashboard
Optional: Customize your Report by filtering the Dashboard → see Filter your Dashboards
Click the Print/Download button
Include or Exclude the Dashboard's Title → by checking or unchecking the box
Select either Portrait or Landscape
Click Download

To share a Report:

Locate your PDF in your Downloads folder
Share your Report → via email, social media, chat, Zoom, Teams, Slack, etc.
Print your PDF for stakeholders

Open Records from PDFs

If you have a question about a specific Record, click its Record Key on any PDF Report
- Record Keys are alphanumeric identifiers → ex. AAG-731
The Record will pop open so you can examine it in isolation
- This capability is handy for stakeholders who must review specific incidents → ex. the Records found in Risk Reports

▲ Top

Summarize an Event with AI

To generate and refine a summary of an Event:

Select an Event from your Event Controller
Click the Open Event Icon and open the complete Event Record
Scroll to find your Summary Field → and click its AI icon
Blink twice as your Event's Records are summarized
To start making improvements, click the Refine button
Improve and focus your summary by adding or excluding information → ex. "Move Magic Moments to the top" → then click Refine
Continue refining until you are satisfied → then click Save
Copy and paste your summary from its window → and place it anywhere you like

Reset your Event Summary Field and Start Over

To completely redo your AI Summary

Select → and Delete all of the Text in your Summary field
The AI Icon will reappear
- Click the AI icon
- Refine as needed

Add AI Summary Fields to your Forms

You need two things to create AI Summaries:

A. Multiline Text Field
B. One or more Linked Records attached

A. To add a Multiline Text Field to a Form:

Select the Add Field
Pick Text
Click Multiline

Click ✓ Save Changes

Add AI Event Summary Widgets to your Dashboards

See our AI Event Summary Dashboard example.

▲ Top

Design for Reporting & Analysis

Before you start creating new Dashboards, think through the data you wish to see and how you want to slice and dice your Records for analysis.

For instance, in our below Command Center example we've built in:

A. An Event Controller → Select Events by Date and Name, and track progress with Event Markers
B. Multiple Filters → to track progress or status, isolate issues, or search description fields, including:
- Two Select Filters → ex. Department and Issue Status
- One Text Filter → ex. Search Description
C. Records Table → Track any or all the entry types made for each record
D. Bar Chart → Add Bar Charts to track any drop-down selection or Progress/Status Records

Applying your Widget Filters can dramatically refocus a Dashboard, and by extension your Reports. For instance, in this filtering we are only looking at Open wheelchair Pickups by the Guest Services Team.