10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.4 Maintain Custom Report Templates
Purpose of application is to create a custom report. The following example utilizes the Lot Information report module and its main purpose is to display all closings ordered by date and project. However, this is just for illustration purposes and in reality your custom report can be based on any other type of information.
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10.4.1 Creating a new report
    10.4.1.1 Step 1 - Select report fields
    10.4.1.2 Step 2 - Define parameters
    10.4.1.3 Step 3 - Sort output
    10.4.1.4 Step 4 - Select display fields
    10.4.1.5 Step 5 - Define header/groups/totals
    10.4.1.6 Step 6 - Format report
    10.4.1.7 Step 7 - Format display fields
    10.4.1.8 Step 8 - Select graph/chart parameters
    10.4.1.9 Step 9 - Select report users and save
10.4.2 Updating existing report
10.4.1 Creating a new report
Step Action
1. Open Maintain Custom Report Templates application.
2. To create a new report, select "Lot Information" report module from the Select A Module And Create A New Custom Report drop down list and click .
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10.4.1.1 Step 1 - Select Report Fields
Step Action
1. Step 1 - Select Report Fields allows you to select data fields that will be used either as part of the report output or as parameters for running the report.

To choose a data field:
  1. In the Show Fields Containing input field, enter a keyword that can be found within the data field name, for example, "closing date".
  2. Click . All data fields containing keywords "closing date" are displayed in the Field List list box.
  3. Click on a data field in the Field List list box to select and add it. It should now appear in the Selected Fields list box.
  4. Repeat Steps 1 - 3 as many times as you like. All fields that appear in the Selected Fields drop down list will be part of the report.
Note: If you want a field to appear more than once in the report, select it again from the Field List list box and click .

Repeat the steps above and add the following fields to your report:
  • Lot Closing Date Actual
  • Lot Project ID
  • Lot ID
  • Lot Registered Plan
  • Lot Number
2. When you are done, click and proceed to Step 2.
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10.4.1.2 Step 2 - Define Parameters
Step Action
1. Step 2 - Define Parameters allows you to specify the parameter types based on which the report will run. For more information on different parameter types, see Appendix A section of the training guide.

Select Lot Closing Date Actual and Lot Project ID as Run-Time Parameter. By selecting "Run-time parameter" as field operator, we ensure that the user is prompted to enter a value for the field when running the report.
2. When you are done, click and proceed to Step 3.
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10.4.1.3 Step 3 - Sort Output
Step Action
1. Step 3 - Sort Output allows you to sort the report output according to specific record fields.

To display report output sorted, primarily, according to the Lot ID field, select the following fields from the Available Fields list box, in the exact order:
  • Lot ID
  • Lot Closing Date Actual
2. When you are done, click and proceed to Step 4.
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10.4.1.4 Step 4 - Select display fields
Step Action
1. Step 4 - Select Display Fields allows you to specify which records will be displayed and in what order as part of the report output.

Select the following fields from the Selected Field List list box:
  • Lot Closing Date Actual
  • Lot Project ID
  • Lot Number
  • Lot ID
  • Lot Registered Plan
2. When you are done, click and proceed to Step 5.
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10.4.1.5 Step 5 - Define Header/Groups/Totals
Step Action
1. In Step 5 - Define Header/Groups/Totals you can group records by specific fields, create group headings and totals. For purpose of this example, we will group the report output by Lot Project ID and, for visual clarity, display a group header each time.
  1. Select Lot Project ID from the Selected Non Numeric Fields list box.
  2. Select Lot Project ID from the Selected Field List list box.
2. When you are done, click and proceed to Step 6.
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10.4.1.6 Step 6 - Format Report
Step Action
1. Step 6 - Format Report allows you to make further adjustments to the layout of the report output, such as, display table borders, headings and field names. We will leave everything at default value for now.
2. Click and proceed to Step 7.
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10.4.1.7 Step 7 - Format Display Fields
Step Action
1. 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.

In the Format Display Fields section you can create alternate names for field headings, change font color, size, style, etc.

FORM FAQ
Display Name Record field name, as appears in database.
Alternate Name Alternate column heading (e.g. instead of displaying "Lot Closing Date Actual", as recorded in database, we could overwrite it and display "Closing Date").
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 Suffix/Prefix If Blank Select "Yes" if you want to hide the prefix/suffix, otherwise leave a default "No".

In the Field Placement section you can set up page margins, number of rows and columns per page, as well as, their dimensions and spacing.

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 section you can specify how many records per column/row will be displayed.

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").
2. Click and proceed to Step 8.
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10.4.1.8 Step 8 - Select Chart/Graph Parameters
Step Action
1. In Step 8 - Select Chart/Graph Parameters you can choose to display the report output using a graph or chart.

FORM FAQ
Show Charts And Graphs Select whether or not you want to display a chart or graph as part of the report output.
X Axis Title Title for the x-axis.
Y Axis Title Title for the y-axis.
Chart Height Height of the chart.
Chart Width Width of the chart.
Show Border Select whether or not a border should be displayed around the chart.
Show 3D Choose whether or not the chart should be 3-dimensional.
Show Legend Select whether or not a chart legend should be displayed.
Chart Type Select a chart type (e.g. bar, line, pie, etc.).
Pie Slice Style If you have selected "Pie" as the chart type, then select a style of each slice (solid or sliced).
Show Marker Select whether or not a marker should be displayed, if you chose one of the following chart types: line, curve, step or scatter.
Marker Style Select a marker style, if you chose to display a marker.
Paint Style Select a painting style (e.g. plain, shade, etc.).
Color Select a Color for the chart.
X-axis Field Select which record field should be used for the x-axis.
Y-axis Field Select which record field should be used for the y-axis.
Delete Chart Place a check mark to delete the chart/graph altogether.
2. Click and proceed to Step 9.
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10.4.1.9 Step 9 - Select Report Users and Save
Step Action
1. 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.

FORM FAQ
Which Users Can View This Report Users who can view the report, either "All" or "Only Those Specified".
Which Users Can Modify This Report Users who can modify the report, either "All" or "Only Those Specified".
What Are The Default Divisions For This Report Divisions from which data should be used for the report.
Report Description Brief summary of the report.
Status "Active" or "Inactive" status of the report.
Revision Comment Reason for modifying the report.

To run your report (print, email or download):
Click . It is recommended practice, however, to preview first. To do so, click .

To run a report for specific dates:
Select a parameter (e.g. before, after, etc.) from the Runtime Parameters 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 Runtime Parameters drop down list and enter one or more lot ID's, separated by commas.

To run report online:
Click .

To print report:
Click and adjust your printer settings.

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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10.4.2 Updating existing report
Step Action
1. Open Maintain Custom Report Templates application.
2. Select a report module from the Select Report Module To Find Report For drop down list and a report from the Select Custom Report drop down list. Click .
3. When viewing an existing report, you have an option to modify its status, description, as well as, any of the data that's pulled into the report.

To change report status:
Select an "Active" or "Inactive" report status from the Status drop down list.

To rename the report:
Enter a new name in the Report Description input field.

To save and review:
Click .

To save:
Click .

To modify any of the custom report steps (1-9):
Click and refer to this section for guidance.
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Updated January 27, 2009