Manage and view Data reports

The Data Reports area is a place where you can check to see if there is any missing information or discrepancies in the data you use when you send out messages. There are actions you can take once you’ve pinpointed what needs attention.

This article will help you to understand how to pull reports from the Data section in the Reports area of Messages XR Enterprise.

Before moving forward in this article, be sure to check out the overview article for District Administrators, “Manage and view reports” to understand which report might be best for you in each scenario.

The reports that are available in this section are: 

• Bad Phone/Email report
• Change log report
• "Do not contact" (opt-out) report

Data reports overview

Navigate to the Reports area and scroll to the Data section. The Data reports options will only list the reports available to your district or school.

Bad Phone/Email Report

This report displays invalid, deactivated, and flagged phone numbers, text numbers, and email addresses.

This report can help you to:

• see the number of accounts with inaccurate phone numbers or email addresses.
• correct any issues when parents, students, or community members are not receiving communication from their district or school.
• view data from phone carriers to allow you to check the status of phone numbers. For example, if a phone number has been deactivated, the system will automatically disable the number in the report. This keeps messages from being sent to inactive or incorrect numbers.

Here’s how it works!

Step 1: Navigate to the Reports area and scroll to the Data section.

The Data reports options will only list the reports available to your district or school.

Step 2: Enter the criteria into the search fields on what data you are looking to pinpoint.

• Select the School(s) to track a specific school's user changes.
• Select the Status(es) of data.
• Select the specific Address Types to review, such as Phone Numbers.
• Select the user Roles to track a specific type of user's changes, such as Parents.
• Select which information to Sort By when displaying results, and select the number of records to Display per page.

Step 3: Click Generate Report

Step 4: Depending on your search criteria entered, the results can display:

• the recipients
• users’ roles
• status of the flagged information
• bad/incorrect information
• possible new numbers for the user
• date the account was flagged
• date the carrier deactivated the number
• known good contact information for each user
• Good addresses column
  • Email icon:
  • Mobile app icon:
  • Text icon:
    
• invalid address format
• deactivated by carrier
• flagged after failed delivery attempt

Step 5: Obtain your results

You can either Print or Export your results, sending them to an email address entered in the Export Report screen.

Print button: Print your results, or save them as a PDF if you’d prefer.
Export button: Export your results in two different ways.

• Enter an Email where you’d like to receive a copy of your results.
• Click Download results to have them downloaded to the default download location on your device.

Step 6: Consider analyzing delivery status levels

Learn more about how you can view and analyze delivery status levels in the article, “Manage delivery status levels.”

Step 7 (Optional): Schedule this report on a regular basis to keep your data current!

Learn more about how you can schedule to receive this article any set period of time in the section article, “Create and send a message > Schedule or send now.”

Change log report

This report is a log that shows change history for all of your accounts. Use this report to see what user information has been updated during a specific time frame.

Step 1: Navigate to the Reports area and scroll to the Data section.

The Data reports options will only list the reports available to your district or school.

Step 2: Enter the criteria into the search fields on what data you are looking to pinpoint.

• Select the School(s) to track a specific school's user changes.
• Select the user Role to track a specific type of user's changes, such as Parent.
• Select the Event you’d like to track:
  • Add: Your report will include any new data that was added.
  • Change: Your report will include any data that was changed.
  • Delete: Your report will include any data that was deleted.
• Select which information to Filter by when displaying results, checking as many boxes as you’d like: account, address, birth date, class menu, do not contact rule, email address, fax number, first name, gender, grade level, graduation year, language, last name, LDAP ID, Login ID, merge, password, person, phone number, preregistration school, relationship, reply email, reply phone, schedule, SMS phone.
• Select which information to Sort by when displaying results: Person or Date/Time.
• Choose a Date range to track the user changes during a specific time frame.
• Check the boxes next to who performed the change, depending on what you want to see in the report.
  • Changed by Import will include only changes made by data integration.
  • Changed by Person is when someone has gone in manually and made a change to certain data.
  • Changed by SIF agent 

Step 3: Click Generate Report

Step 4: Depending on your search criteria entered, the results can display:

• The Date/Time when the change took place.
• What the action was.
• New Value vs Old Value: Compare these two columns to see what the data used to display as and what it now is displaying as.
• Who made the change.

Step 5: Obtain your results

Print button: Print your results, or save them as a PDF if you’d prefer.
Export button: Export your results in two different ways.

• Enter an Email where you’d like to receive a copy of your results.
• Click Download results to have them downloaded to the default download location on your device.

Step 6 (Optional): Schedule this report on a regular basis to keep your data current!

Learn more about how you can schedule to receive this article any set period of time in the section article, “Create and send a message > Schedule or send now.”

"Do not contact" (opt-out) report

This area provides administrators with the ability to add users to a “Do Not Contact” list for your district, and the report highlights which of your users’ data is designated as “Do Not Contact” and cannot be used.

Within this area, you have can take the following actions (click to see more details below):

• Option #1: View a reference list of user opt-in/opt-out methods
• Option #2: Pull data from the Do not contact report
• Option #3: Add delivery methods one-by-one to be labeled “Do Not Contact”
• Option #4: Upload phone numbers and emails in bulk to the "Do Not Contact" list
• Option #5: Remove a contact from the list

Option #1: View a reference list of user opt-in/opt-out methods

See a full reference list of all of the ways your recipients can opt out or opt back into your communication. Click on User opt-out/opt-in instructions to see this in the Don’t contact (opt-out) report screen.

Important Note

Opt-in and opt-out instructions are also included in the messages themselves. As a best practice, be sure they are included and working!

In short, here’s what users can do:

Users can opt out of:

• Phone calls: Call the Finalsite Phone Hotline at (855) 502-STOP / (855) 502-7867.
• Text (SMS) messages:
  • Reply STOP to any Finalsite system text or to "97178" for non-emergency messages.
• Emails: Click the unsubscribe link from any email they receive.

Users can opt in or back into:

• Phone calls: Call the Finalsite Phone Hotline at (855) 502-7867 from the phone line that has been opted out.
• Text (SMS) messages:
  • Reply START to "97178" from the phone line that has been opted out for non-emergency messages.

Option #2: Pull data from the "Do not contact" report

• Look up opted-out delivery methods one-by-one such as: phone numbers, text numbers, and email addresses.
• Pull a report that lists out all users who have opted out from receiving messages.
• Identify accounts with inaccurate phone numbers or email addresses.
• Resolve communication issues for parents, students, or community members.
• Learn which carrier integrations have automatically disabled deactivated phone numbers.
• View Opt-out totals:
  • Click the Opt-out totals button to view a list of opt-out totals
  • Select the individual Organization Name to see the accounts per school that have opted out of contact.
  • Select the account Name to view the user's account information.
  • Use the populated report to view all of your totals together.
    

Option #3: Add delivery methods one-by-one to be labeled “Do not contact”

Here you can manually add individual contact information such as: phone numbers, text numbers, and email addresses. Here’s how it works:

• Enter number or email address that you want to add to the "Do not contact" list. into the Contact field.
• Click search.
• Click the black button labeled ‘Add to the “Don't Contact” list’
• A window will open up where you can adjust the criteria surrounding this contact information
  • Type: Check the box next to Type: Email, Phone number, or Text message
  • Rule: Adjust the Rule dropdown to make the criteria more broad.
  • Notes: Add a description or the reason why this information was added to the Do not contact list
• Click Add to finalize this addition.

Option #4: Upload phone numbers and emails in bulk to the "Do not contact" list

Here you can upload a list of opt-out phone numbers, SMS/text numbers, and email addresses for the Do not contact list. These numbers and addresses will not be sent any messages.

• In the Do not contact (opt-out) report area, click the black Upload button.
• The datasheet file must:
  • be a tab delimited text file (.TXT)
  • include the required headers: Phone, Email, and Text
• Once you upload the file, the numbers and addresses will be added to the Do not contact list.

Option #5: Remove a contact from the list

You can remove a contact from the Do not contact list. The user will not receive contact from your district and schools anymore.

• Type an email address or phone number you want to remove from the Do not contact list.
• Select Search.
• Select the Remove icon from the contact. The contact will be removed.