10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.6 Best Practices
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10.6.1 Creating letterheads
10.6.2 Creating mailing labels
10.6.1 Creating letterheads
Step Action
1. Note: Before proceeding with this tutorial, please complete Steps 1 - 4 outlined in Maintain Custom Report Templates section of this training guide. Once you are done, skip ahead to Step 6 - Format Report (Step 5 - Define Header/Groups/Totals does not apply to this example, since we won't be displaying any field headings or totals).

Step 6 - Format Report allows you to make adjustments to the layout of the report output. For purpose of creating letterheads, we do not want to display any borders, headings or field names.

Thus, perform the following steps:
  • Select "No" from the Show Table Lines In Report drop down list.
  • Select "No" from the Show System Report Header drop down list.
  • Select "No" from the Show Field Names drop down list.
2. When you are done, click and proceed to Step 7 - Format Display Fields.
3. Step 7 - Format Display Fields is composed of 3 sections: Format Display Fields, Field Placement and Field Placement Per Record and allows you to make more precise adjustments to the report layout.

Perform the following steps:
  • In the Format Display Fields form, select visual preferences (e.g. font style, text alignment).
  • Leave the Alternate Name field blank, as we won't display any record headings or field names.
  • In the Value Suffix input field for the Lot or Project City data field enter a ", " (comma followed by a space) so that the report output will look like the following - "City, State".
  • In the Hide Suffix/Prefix If Blank" radio button group for the Lot or Project City data field select "Yes". This way, if the data field for State is blank in database, a comma will not be displayed.
  • In the Value Suffix input field for the Purchaser 1 Last Name data field enter a " &" (space followed by an ampersand) so that the report output will look like the following - "Bob Smith & Mary Smith".

FORM FAQ
Alternate Name Alternate column heading (e.g. instead of displaying "Lot or Project City", as recorded in database, we could overwrite it and display "City").
Color Font color of the record data (e.g. red).
Alignment Text alignment of the record data (e.g. center).
Width (pixels/%) Width of the record cell (e.g. 100, to specify pixels, or 10%).
Change Case Caps style (e.g. all lower).
Limit Field Length Maximum number of characters allotted for display (e.g. 250).
Font Face Default font face is the only option available at this time.
Font Size Default font size is the only option available at this time.
Font Style Font style of the record data (e.g. bold).
Value Prefix A character to be displayed right before the record data (e.g. "$").
Value Suffix A character to be displayed right after the record data (e.g. ",").
Hide Prefix/Suffix If Blank Select "Yes" if you want to hide the prefix/suffix, otherwise leave a default "No".

In the Field Placement form you can select the general layout of your report, number of rows, columns, etc. We will be creating a 1 x 1 (Column x Row) report layout.
Please enter the data exactly as listed below.

FORM FAQ
Field Placement To customize the report layout, you must select "Specify Field Placement" from the drop down list; otherwise leave it at default value of "All Fields In One Line In Display Order".
Start Report Pixels From Top Amount of pixels (empty space) you want to leave at the top of your page.
Start Report Pixels From Left Amount of pixels (empty space) you want to leave from the left of your page.
Define Each Record Pixels Wide Width of each record in pixels.
Define Each Record Pixels High Height of each record in pixels.
Display Columns Of Records Number of columns per page.
Display Rows Of Records Per Page Number of rows per page.
Insert Pixels Of Space Between Each Column Of Records Amount of pixels (empty space) you want to leave between each column.
Insert Pixels Of Space Between Each Row Of Records Amount of pixels (empty space) you want to leave between each row.

In the Field Placement Per Record form we will specify how many records per column/row will be displayed. For visual aid, every time you enter a column/row value, a preview table will be refreshed on the right-hand side of the form.

Please enter the data as listed below.

FORM FAQ
Record Column Column number in which the field will be displayed.
Record Row Row number in which the field will be displayed.
Record Value Order If you have more than 1 field displaying in a single row or column, then you should specify the order in which each field will be displayed (e.g. you have two records "First Name" and "Last Name" displaying in a single row, thus you should enter "1" for First Name field and "2" for Last Name field).
Record Value Column Span How many columns you want your field to span (e.g. you have 4 columns but want the field to span only 3 of them, then you enter "3" - if unsure, enter "1").
Record Value Row Span How many rows you want your field to span (e.g. you have 3 rows but want the field to span only 2 of them, then you enter "2" - if unsure, enter "1").
4. When you are done, proceed directly to Step 9 - Select Report Users and Save. Step 8 - Select Chart/Graph Parameters does not apply to the process of creating custom letterheads since we don't need to create or display any charts or graphs.
5. Step 9 - Select Report Users and Save is the final step in the custom report process. Here you can specify who is allowed to view/modify this report, and finally save and run it.
  1. Select which users can view the report, either All or Only Those Specified.
  2. Select which users can modify the report, either All or Only Those Specified.
  3. Select one or more divisions from which data should be used for the report. This can be overridden during run time and, if not, only data from selected divisions will be pulled into report.
  4. And finally, name your report and select an Active/Inactive status. Revision Comment is not a required field during the initial stage of report creation. However, once your report is saved, all future updates will require you to fill out the Revision Comment field and state reason for update.
To run your report (print, email or download):
Click . It is recommended practice, however, before saving and running a report to preview it first. To do so click .

To run a report for specific dates:
Select a parameter (e.g. before, after, etc.) from the Run Time Parameter drop down list and enter a date in the From Date & To Date input fields.

To run a report for specific lot ID's:
Select a parameter (e.g. in selected list) from the Run Time Parameter drop down list and enter one or more lot ID's, separated by commas.
To run report online:
Click .


To print report:
Click . To adjust your printer settings, in the top main menu of your browser, go to File - Page Setup. Select paper size, orientation, customize page margins and delete everything from the Header and Footer sections and click . This step requires a bit of trial-and-error, because all paper and printers differ.

To email report:
Select "email report" from the drop down list, select format type (e.g. HTML), enter email address and click .

To download report:
Select "download report" from the drop down list, select format type (e.g. HTML) and click .
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10.6.2 Creating mailing labels
Step Action
1. Note: Before proceeding with this tutorial, please complete Steps 1 - 4 outlined in Maintain Custom Report Templates section of this training guide. Once you are done, skip ahead to Step 6 - Format Report (Step 5 - Define Header/Groups/Totals does not apply to this example, since we won't be displaying any field headings or totals).

Step 6 - Format Report allows you to make adjustments to the layout of the report output. For purpose of creating mailing labels, we do not want to display any borders, headings or field names.

Thus, perform the following steps:
  • Select "No" from the Show Table Lines In Report drop down list.
  • Select "No" from the Show System Report Header drop down list.
  • Select "No" from the Show Field Names drop down list.
2. When you are done, click and proceed to Step 7 - Format Display Fields.
3. Step 7 - Format Display Fields is composed of 3 sections: Format Display Fields, Field Placement and Field Placement Per Record and allows you to make more precise adjustments to the report layout.

Perform the following steps:
  • In the Format Display Fields form, select visual preferences (e.g. font style, text alignment).
  • Leave the Alternate Name field blank, as we won't display any record headings or field names.
  • In the Value Suffix input field for the Lot or Project City data field enter a ", " (comma followed by a space) so that the report output will look like the following - "City, State".
  • In the Hide Suffix/Prefix If Blank" radio button group for the Lot or Project City data field select "Yes". This way, if the data field for State is blank in database, a comma will not be displayed.
  • In the Value Suffix input field for the Purchaser 1 Last Name data field enter a " &" (space followed by an ampersand) so that the report output will look like the following - "Bob Smith & Mary Smith".

FORM FAQ
Alternate Name Alternate column heading (e.g. instead of displaying "Lot or Project City", as recorded in database, we could overwrite it and display "City").
Color Font color of the record data (e.g. red).
Alignment Text alignment of the record data (e.g. center).
Width (pixels/%) Width of the record cell (e.g. 100, to specify pixels, or 10%).
Change Case Caps style (e.g. all lower).
Limit Field Length Maximum number of characters allotted for display (e.g. 250).
Font Face Default font face is the only option available at this time.
Font Size Default font size is the only option available at this time.
Font Style Font style of the record data (e.g. bold).
Value Prefix A character to be displayed right before the record data (e.g. "$").
Value Suffix A character to be displayed right after the record data (e.g. ",").
Hide Prefix/Suffix If Blank Select "Yes" if you want to hide the prefix/suffix, otherwise leave a default "No".

In the Field Placement form you can select the general layout of your report, number of rows, columns, etc. We will be creating a 3 x 10 (Column x Row) report layout.
Please enter the data exactly as listed below.

FORM FAQ
Field Placement To customize the report layout, you must select "Specify Field Placement" from the drop down list; otherwise leave it at default value of "All Fields In One Line In Display Order".
Start Report Pixels From Top Amount of pixels (empty space) you want to leave at the top of your page.
Start Report Pixels From Left Amount of pixels (empty space) you want to leave from the left of your page.
Define Each Record Pixels Wide Width of each record in pixels.
Define Each Record Pixels High Height of each record in pixels.
Display Columns Of Records Number of columns per page.
Display Rows Of Records Per Page Number of rows per page.
Insert Pixels Of Space Between Each Column Of Records Amount of pixels (empty space) you want to leave between each column.
Insert Pixels Of Space Between Each Row Of Records Amount of pixels (empty space) you want to leave between each row.

In the Field Placement Per Record form we will specify how many records per column/row will be displayed. For visual aid, every time you enter a column/row value, a preview table will be refreshed on the right-hand side of the form.
Please enter the data as listed below.

FORM FAQ
Record Column Column number in which the field will be displayed.
Record Row Row number in which the field will be displayed.
Record Value Order If you have more than 1 field displaying in a single row or column, then you should specify the order in which each field will be displayed (e.g. you have two records "First Name" and "Last Name" displaying in a single row, thus you should enter "1" for First Name field and "2" for Last Name field).
Record Value Column Span How many columns you want your field to span (e.g. you have 4 columns but want the field to span only 3 of them, then you enter "3" - if unsure, enter "1").
Record Value Row Span How many rows you want your field to span (e.g. you have 3 rows but want the field to span only 2 of them, then you enter "2" - if unsure, enter "1").
4. When you are done, proceed directly to Step 9 - Select Report Users and Save. Step 8 - Select Chart/Graph Parameters does not apply to the process of creating custom mailing labels since we don't need to create or display any charts or graphs.
5. Step 9 - Select Report Users and Save is the final step in the custom report process. Here you can specify who is allowed to view/modify this report, and finally save and run it.
  1. Select which users can view the report, either All or Only Those Specified.
  2. Select which users can modify the report, either All or Only Those Specified.
  3. Select one or more divisions from which data should be used for the report. This can be overridden during run time and, if not, only data from selected divisions will be pulled into report.
  4. And finally, name your report and select an Active/Inactive status. Revision Comment is not a required field during the initial stage of report creation. However, once your report is saved, all future updates will require you to fill out the Revision Comment field and state reason for update.
To run your report (print, email or download):
Click . It is recommended practice, however, before saving and running a report to preview it first. To do so click .

To run a report for specific dates:
Select a parameter (e.g. before, after, etc.) from the Run Time Parameter drop down list and enter a date in the From Date & To Date input fields.

To run a report for specific lot ID's:
Select a parameter (e.g. in selected list) from the Run Time Parameter drop down list and enter one or more lot ID's, separated by commas.
To run report online:
Click .


To print report:
Click . To adjust your printer settings, in the top main menu of your browser, go to File - Page Setup. Select paper size, orientation, customize page margins and delete everything from the Header and Footer sections and click . This step requires a bit of trial-and-error, because all paper and printers differ.

To email report:
Select "email report" from the drop down list, select format type (e.g. HTML), enter email address and click .

To download report:
Select "download report" from the drop down list, select format type (e.g. HTML) and click .
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Updated January 27, 2009