Running a Report in HMIS: The Basics

Author: ICA | Date Created: Oct 25th, 2024 | Date Updated: August 15, 2025

What this is

This article explains the basics of running a report in HMIS, including the basic elements of a report, how to run a report, and how to export a report.

Where to find reports

Most reports are in the reports workspace.

Expand folders to view and find the report you need. Common report folders include:

MN General
MN State Programs
HMIS Exports are for CSV files like the APR or the CAPER.

The REPORTcollectionv2 is a library of reports for reference.

Other elements of the Reports Workspace include:

Files on Server: This is where you will find download zipped files. You can also check the status of an exported report here.
My Saved Reports: This is where you can view your previously run reports.
HMIS Active Client List: This is a simple report showing clients in your program(s).

How to run the report you need:

In this example, we are going to choose the HMIS Active Client List report:

Once on the chosen report screen, you may see the following report prompts:

Saved Report Settings (optional): we suggest ignoring this prompt for now.

Date Range (required): Enter the exact date range for which you want the report to show data. There are some pre-defined date range options, including by week, month, and quarter.

Report Type (required): To include everyone, select Active at any point:

Active Client Method (required): Choose Entry/Exit Dates.

Organization (required): Select the organization for which you are running the report:

Program (required): Check the box next to Filter by Program(s), and then select your program(s):

The rest of the prompts are optional

Click Schedule Report.

Check the Status of Your Report

Scheduled reports puts report requests into a queue. Reports might start right away if no others are waiting, but they could be delayed if other reports are in line.

We do not recommend users re-run reports.

You can check on it by clicking the "Show only my tasks" checkbox in the Asynchronous Tasks window:

View and Export Your Finished Report

For HMIS Reports (remember, these include Data Quality, PATH, PIT, and System Performance Measures reports), you can view reports you've run under My Saved Reports:

To view your report, click on the blue hyperlink text of the date you ran the report:

Here you have the option to print the report, or export into an Excel sheet (click excel data), PDF, or Microsoft Word document.

For HMIS Export reports (remember these are CSV files like the APR/CAPER, PATH) click Files on Server:

To check the status of your export, click View the status of export or import tasks:

To filter for just your export, mark the checkbox next to Show only my tasks and click the pause button to stop it from refreshing. Tip: Note your task ID number on the right when you see your report listed to easily check the status of a report as well: