10. Custom Reports Training Guide - Version 2
10. Custom Reports Training Guide - Version 2

10. Custom Reports Training Guide

Version 2
Printed on June 06, 2020
10. Custom Reports Training Guide - Version 2
    10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10. Custom Reports
10.1 Getting Started

10.2 Copy Report Templates Between Divisions

10.3 Maintain Contact Groups
    10.3.1 Reviewing/updating existing contact group
    10.3.2 Creating new contact group

10.4 Maintain Custom Report Templates
    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

10.5 Schedule Custom Reports

10.6 Best Practices
    10.6.1 Creating letterheads
    10.6.2 Creating mailing labels

10.7 Appendix
    Appendix A: Run-time Parameters
    Appendix B: Regular Expressions
Updated January 27, 2009    
10. Custom Reports Training Guide - Version 2
    10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.1 Getting Started
A complete overview of the Custom Report module and its applications.


Application Purpose
Copy Report Templates Between Divisions Purpose of application is to copy an existing report template from one division to another and select which users can view or modify the report.
Maintain Contact Groups Purpose of application is to create new or update existing contact groups, which act as recipients in Schedule Custom Reports application.
Maintain Custom Report Templates Purpose of application is to create a custom report.
Schedule Custom Reports A scheduling system for custom reports, which allows reports to run automatically at specific time intervals. Note: Runtime parameters for reports must be of type date; otherwise you will not be able to create a running schedule.
Updated January 27, 2009    
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10.2 Copy Report Templates Between Divisions
Purpose of application is to copy an existing report template from one division to another and select which users can view or modify the report.


10.2 Copy Report Templates Between Divisions
Step Action
1. Open Copy Report Templates Between Divisions application.
2. Select a report template from the Select An Existing Custom Report To Copy drop down list and click .
3. Select one or more divisions to which you want to copy the report template from the Copy To Divisions drop down list. Hold down the key to select multiple divisions.

FORM FAQ
Old Report Description Current name of the report template.
New Report Description New name of the report template. Not a mandatory change.
Show For All Division Users Which users can view the report template. Select no to restrict access.
Allow All Division Users Modify Which users can modify the report template. Select no to restrict access.
Status Current status of the report template, for example, active or inactive.
4. Fill out the Custom Report Information section of the form. All fields are required.
5. To allow only specific users to view the report template, select No for the Show For All Division Users and click .

A new form is displayed. For each division, select one or more users from the Users Who Can View The Report In Division XYZ drop down list and click .
6. To allow only specific users to modify the report template, select No for the Allow All Division Users Modify and click

A new form is displayed. For each division, select one or more users from the Users Who Can Modify The Report In Division XYZ drop down list and click .
7. When done, click .
Updated January 27, 2009    
10. Custom Reports Training Guide - Version 2
    10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.3 Maintain Contact Groups
Purpose of application is to create new or update existing contact groups, which act as recipients in Schedule Custom Reports application.
10.3.1 Reviewing/updating existing contact group
Step Action
1. Open Maintain Contact Groups application.
2. Select a contact group from the Select Contact Group List drop down list and perform one of the following two steps:
  1. To update description, status or delete the contact group, click . A Contact Group List Information form is displayed. Make any necessary changes, making sure that all of the required fields are filled out (e.g. group list short description and status).

    When you are done, to save, click or if you wish to delete the contact group altogether, click .
  2. To update the contact group's recipients, click . A Contact Group List Members form is displayed. To delete an existing recipient, select one or more from the Existing Members Of Group drop down list and click .

    To add new recipients, select a recipient type from the Report Recipients drop down list and click . A list of all recipients belonging to the type group is displayed. Select one or more from the drop down list and click .

    To find a recipient quicker, enter a sequence of characters that can be found within the first or last name in the Show Names Containing input field and click .

    Once you are ready to add new recipients to the group, click .
    The next step is to choose the preferred contact method (e.g. email, email text or fax) by selecting the appropriate check boxes for each member.

    When you are done, click .
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10.3.2 Creating new contact group
Step Action
1. Open Maintain Contact Groups application.
2. Click .
3. Fill out the Contact Group List Information form. Make sure that all of the required fields are filled out (e.g. group list short description and status).

FORM FAQ
Contact Group List Unique group ID used to identify the contact group.
Division Division to which the contact group belongs.
Created User ID and name of the user responsible for creating the contact group.
Group List Short Description A non-abbreviated version of the contact group ID, for example, just reps.
Group List Long Description A thorough description of the contact group.
Status Current status of the contact group, for example, active or inactive.
4. When done, click and you should find yourself back in the main application form.
5. The next step is to add recipients. Select the newly created contact group from the Select Contact Group List drop down list and click .

For further instructions, refer to 10.3.1 Reviewing/updating existing contact group section of this training guide.
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Updated January 27, 2009    
10. Custom Reports Training Guide - Version 2
    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.
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    
10. Custom Reports Training Guide - Version 2
    10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.5 Schedule Custom Reports
A scheduling system for custom reports, which allows reports to run automatically at specific time intervals. Note: Runtime parameters for reports must be of type date; otherwise you will not be able to create a running schedule.


10.5 Schedule Custom Reports
Step Action
1. Open Schedule Custom Reports application.
2. You can either search for an existing scheduled report and update, rerun or deactivate it. Or, you can create a new run schedule for a report.

To search for an existing scheduled report:
  1. You can search for a scheduled report either by the date it was schedule for, or by the recipient's email or fax.
  2. When you are ready, click .
  3. The Select Scheduled Job drop down list should now be populated with a list of reports that met the above search criteria. Select one and click .
To create a new run schedule for a report:
  1. Select a custom report from the Select Custom Report drop down list. Note: Custom reports are initially set up in Maintain Custom Report Templates application. For details, see Maintain Custom Report Templates section of this training guide.
  2. Select frequency type from the Select Recurrence Type drop down list.
  3. Click .
In this tutorial, we are going to be creating a new run schedule. So follow the latter group of instructions above and proceed to Step 3.
3. The next step is to enter report parameters. In our case, we want to limit the list of deficiencies to a time range (e.g. a list of all deficiencies created within the last 1 year).

FORM FAQ
Compile Report Where...Field Name...Is
Field Name Report field, set up in Maintain Custom Report Templates application that is of type date and acts as the runtime parameter for the schedule.
Range Select a time range (e.g. Within the Last, Current).
Quantity & Type Enter a quantity and type (e.g. 1 year, 30 days).

So in combination with the above field Range, we could have a query similar to this: all deficiencies created within the last 30 days.
Starting From...Report Run Date
Quantity & Type Enter a quantity and type (e.g. 2 weeks, -1 day). This is the date from which the report should run.
4. When you are ready, click .
5. Finally, select recipients, time range and frequency of the report.

FORM FAQ
GROUP RECEPIENTS
Contact Groups A predefined group of recipients. All members of the selected group will automatically receive a copy of the report.

Note: New contact groups are set up in Maintain Contact Groups application. For details, see Maintain Contact Groups section of this training guide.
OTHER RECIPIENTS
Other Recipients A predefined group of recipients (e.g. purchasers, suppliers, warranty managers).
ADDITIONAL RECIPIENT - A new recipient that currently does not exist in the predefined Group or Other Recipients lists
Contact Method Reports can be sent either by email or fax. Select your preference.
Recipient Data Depending on what you chose from the Contact Method drop down list, enter the email address or fax number of the recipient here and click .
Recipient List Contact details of the additional recipients are displayed here. To remove any of the recipients, click on the link.
Email Report In... Select email format, there are 3 types to choose from: HTML, HTML Inline or CSV. Reports in HTML and CSV formats are sent as email attachments, while reports in HTML Inline format are embedded in the body of the email. Note: Reports in CSV format cannot be faxed.
RECURRENCE PATTERN - Frequency of the Report
Recurrence Pattern How often should the report run? First, you must select the recurrence type and click , and only then narrow down the recurrence to specific days and times.

As you can see per example below, if you selected a weekly recurrence, then you must select the number of weeks and the days of the week on which the report will run.
RECURRENCE RANGE - Lifespan of a Report, Including Date & Time
Start Date & Time Enter the starting date and time on which the report will begin running, as well as, the number of times it should run. A report can be scheduled to run for an indefinite period of time or it can run a specific number of times or, regardless of how many times it ran, it should end on a given day.
Comments Any additional comments pertaining to the report schedule are to be entered here.
6. When you are done, click . Below, are examples of the 3 different report formats.

HTML In-Line


HTML Attachment


CSV Attachment
Updated January 27, 2009    
10. Custom Reports Training Guide - Version 2
    10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.6 Best Practices
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    
10. Custom Reports Training Guide - Version 2
    10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
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10.7 Appendix
Appendix A: Run-time Parameters
Parameters are criteria used to extract records from the database. The parameter could be a project, a date, a lot, or even a street name. You define the parameters when you create the report template; the parameters defined depend on the data field.

The parameters often selected are:
Selection Meaning
Run-time parameter You want to enter the criterion when you run the report template.

For example, if you have defined project as the run-time parameter, you may enter a specific project or choose Ignore This Parameter for all projects when you run the report template.

In most reports, the run-time parameter is the date of the report so that you can output a current report.
Not a parameter You don't want this data field to restrict the records in your report output.


The other parameters you can select are:
Usually found in data fields with dates
Before or After
Enter the before or after date in the "From Date" box. This date limits the records that will show up in the report.
Between
Enter the two dates in the "From Date" and "To Date" boxes given. These two dates determine which records will show up in the report.
On a particular date
Select Between and enter the same date in the "From Date" and "To Date" fields.


Note: If you want a report that always shows the current data, you probably should define date as a runtime parameter so the date gets entered each time the report template is run.
Usually found in data fields with numbers or amounts (e.g. number of days or invoice value)
Select Not a parameter if you do not want to restrict the data on a given field.
Greater Than, Less Than, etc.
Enter the number or amount to determine which records will show up in the report.

For example, if you want to see records with warranty amount exceeding $100.00, select Greater Than and enter 100 in the input field.
Between
Enter the two numbers or amounts in the boxes given, for example, warranty deficiency between 10 and 20 days old or invoice amount between $100.00 and $200.00. These two values determine which records will show up in the report.

Note: If you want to print a report that satisfies some number or amount to be determined when running the report template, define the data field as a run-time parameter.
Found in textual or alphanumeric data fields such as project, lot number, street name or deficiency description
In Selected List
Enter a single value, for example, a division (AT) or a project (EM16).

You can also enter a list of values, for example, a list of divisions (AT, DL, OR) a list of projects (EM14, EM15, PB12). Commas must separate the members in the list.
Equal To
Enter one criterion, for example, a project ID, a lot number or a name. Records that match exactly the criterion will show up in the report.
Not Equal To
Enter one and all records except the records that match this criterion will show up.

The following parameters are suitable for statements or description.
Contain
Enter a word. The program will search for this word in the text and print only records that have this word.

For example, if you are searching for deficiency description that contains the word "mold", select Contain and enter "mold" in the box given.
Not Contain
Enter a word. The report will not show records that have this word in the description.
For more sophisticated form of searching textual fields, see Regular Expression/Not Regular Expression in Appendix B.


Appendix B: Regular Expressions
A regular expression is a string of characters. In the simplest form, it's a word or a phrase.

For example, you want to find lots with either "leak" or "mold" in their deficiency description. So, you select Regular Expression and enter "leak|mold". The program searches for either "leak" or "mold" in the description and returns only those lots.

Below are examples of some common search strings. For more information and examples, visit Wikipedia - The Free Encyclopedia.

.

Search for any single character.

Example
To search for "cat" or "hat", enter ".at". The program searches for any 3-letter words ending with "at".

[]

Search for a single character that is contained within the brackets.

Example
To search for "Smith" or "Smyth", enter "sm[iy]th". The program will search for "Smith" or "Smyth".

If you enter "sm[a-z]th", the program searched for "Smith", "Smyth", "Smoth", "Smath", etc.

*

Example
To search for "screen door off track" or "screen door track broken", pick the two key words "screen" and "track", and enter "screen.*track".
Updated January 27, 2009