Publish a Query to My Reports and Data Exchange

• Step 1 – Save and Publish the Query
• Step 2 – Configure Graph Settings (Optional)
  • Configure the graph
  • About the Value Column
  • If the Value Column list is empty
• Step 3 – Give Users Access
• Troubleshooting

Step 1 – Save and Publish the Query

1. Open an existing query or create a new query in the Query Tool.
2. Add at least one output column.
3. Click Save.
4. Once the query has been saved, the Add to My Reports/Data Exchange checkbox will appear.
5. Tick Add to My Reports/Data Exchange.
6. Click Save again.

The query is now published and available to assign to users.

If no graph settings are configured, the query will appear in My Reports as a Grid report only.

Step 2 – Configure Graph Settings (Optional)

Once Add to My Reports/Data Exchange has been selected, the Graph Settings button becomes available.

Graph Settings define how the query will initially display when viewed in My Reports.

If this step is skipped, the query will still be available but will only display in Grid view.

Configure the graph

1. Click Graph Settings.
2. Select a Group Results By column.
   • For example:
     • Campaign
     • Pay Type
     • Payment Status
3. Select a Value Column.
   • For example:
     • Payment Amount
     • Donation Value
4. Select an Aggregate:
   • Sum
   • Average
   • Count
   • Minimum
   • Maximum
5. Click Save.

When a user first opens the report in My Reports, these settings will be used as the default chart configuration.

Users can then customise the chart to suit their own reporting requirements without affecting the default settings.

About the Value Column

Only numeric fields are available as Value Columns.

Text fields cannot be measured and therefore do not appear in the list.

Identifier fields, such as:

• Vega ID
• Entity ID

are also hidden because they cannot be totalled or averaged.

If Count is selected as the aggregate, these identifier fields become available, allowing records to be counted instead.

If the Value Column list is empty

If no fields appear in the Value Column list:

• Add a numeric field to the query output (such as Payment Amount), or
• Change the Aggregate to Count, which does not require a numeric field.

Step 3 – Give Users Access

Publishing a query makes it available to be assigned—it does not automatically make it visible to users.

An administrator must grant access through the Edit User Wizard.

1. Open the Edit User Wizard.
2. Select the My Reports tab.
3. Locate the published query in the Queries section below the standard reports.
4. Tick the query for the required users.
5. Save the user record.

The query will now appear in My Reports and Data Exchange for those users.

Related Article

See User Access Setup for more information about assigning reports and queries to users.

Troubleshooting

❓I can't see the Add to My Reports/Data Exchange checkbox

The query must be saved with at least one output column before the publishing option becomes available.

❓Graph Settings won't open

Save the query first.

Graph Settings require the query to have been saved so Vega can identify the available output columns.

❓I unticked Add to My Reports/Data Exchange

The query will immediately disappear from users' My Reports and Data Exchange.

The query itself is not deleted.

If you enable the option again, it will immediately become available again for users who already have access.

❓The query only shows as a grid

This usually means:

• Graph Settings have not been configured, or
• A Group Results By or Value Column has not been selected.

Both fields are required before chart views become available.

❓The query has been published but users can't see it

Publishing a query only makes it available for assignment.

Each user must still be granted access through the Edit User Wizard before it will appear in My Reports.

“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”