We are implementing several of the Data Automation tools found under Tools > Data Integrity > Data Automation. One thing that has been asked of us is to create report(s) of individuals who were changed by Data Automation tools. 

In this Recipe, I'll explain how we created the report of those who were inactivated by Data Automation. You can adjust this to make it work with the other Data Automation tools.

Before we start, make sure you understand the Data Automation tool you're using before you run it. Read all of the warnings, instructions, and if possible test it in a development environment before implementing it in your live production environment.

Here's what you'll need:

    • The Data Automation job running, and the settings for the Inactivate People tool is configured and activated.
    • A History Data View
    • A Person Data View
    • A Report
    • For Extra Credit! A page with a report data block to house the information and make it easy for users to access.

1. Go to Tools > Data Views and create a new Data View. Under "Applies To" select History.


2.  On your History Data View, you'll need two Filters:

  • New Value - Contains - Inactivated by the Data Automation
  • and Modified Date Time - Range - Last 30 Days (This is what we chose, your organization may need a different date range, but you definitely want to limit the criteria to a date range).

3.  Hit save on the History Data View and create another new data view. This time make it "Applies To: Person"

4. For this Data View, you may need to add criteria to make it work at your organization, but here is what we use:

  • Filter Type: History Data View - Connected to History Records - [Choose the History Data View you made in steps 2-3]
  • Filter Type: Person Fields - Record Status - is Inactive (this ensures that no one that has been reactivated appears on the report)
  • Filter Type: Person Fields - Record Type - is Person
  • Filter Type: Person Fields - Connection Status - You can either select specific statuses to view in the report or you can leave it blank to use it as a filter if you choose to create a page for this report to ultimately live on
  • *Optional* Campus (Active Only) - [I leave this blank, so that it can be used as a filter if you choose to create a page for this report to ultimately live on]
  • *Optional* Age Classification -  [I leave this blank, so that it can be used as a filter if you choose to create a page for this report to ultimately live on]

**Pro Tip: Set a "Persisted Schedule Interval" for this Data View. I set mine to persist every day (1440 minutes).

5. Once you are done, Save the Person Data View.

6. Create a Report by either clicking "+Create Report" at the top of the Person Data View OR going into Tools > Reports > +Report

7. What fields you choose to display on this report are completely up to you, here is what we have decided to show:

  • Name
  • Last Worship Attendance (Field Type is Last Attendance in Group of Group Type and Group Type is our Worship Attendance Group Type)
  • Last Gave
  • Last Checked-In
  • eRA End Date
  • Related People (We've selected - Parent, Child, Sibling, Spouse under family relationship types, as well as Grandparent, Parent, Previous Spouse,  Friend under our Known Relationship Types)
  • Connection Status
  • Age Classification
  • Campus

8. Hit Save and check out your report!


You can leave the report as is, or you can create a page where the report will live so that the users can filter the report and view it on it's own page. Create a new page, add a Report Data Block, and edit the block settings so that the report you just created us selected.
If creating pages/adding blocks is a new concept to you, please view this RockU video
Adjust the filter options to make it user friendly and congruent with your organization's needs.