Maintaining User Defined Reports Professional Version Only

This procedure assumes that you have already started the report. If not, please see Working with Reports to get started.

This maintenance window for reports is divided into two tabs, "Define Fields" and "Preview."  As you might expect, you must defined the fields on the report before you can preview what it will look like. Therefore, the Define Fields tab must be completed and changes applied before the Preview tab is enabled. If you have opened an existing report, the Preview tab is available immediately, but if you make any changes on the Define Fields tab, they must be saved before the Preview can be accessed again.

Using the Define Fields Tab

The process of defining a report varies slightly between standard reports and label/card/roster reports, because on a standard report all data appears on the same line. With other reports, each "record" has multiple lines down the face of the label/card/roster area; therefore, you have to tell the system what line you are working with before you can add more fields.  Differences like this are noted below.

       Roster/Directory Reports:

       Columns -- sets the number of newspaper-style columns to display on the report. A two-column report allows for a wider block of data than a three-column report.

       Heading -- selecting this option creates an Alpha heading to separate the "A's" from the "B's", etc., on the report.  The Heading relies on the first letter of the primary sort field's data. For best results, use a field like the Last Name for the primary sort. This will cause records to be retrieved in last name order, and will create appropriate headings from A to Z.  Tip: The primary sort column does not have to be visible! If you want the first column of the roster to use the "First Name/Last Name" combined field, just add the Last Name column as well somewhere and make it the primary sort -- just select the "Hide Data" option so it stays invisible (see below).

Label Reports

       Label Format -- select the type of label you'll be using.  The system ships with the most common formats pre-defined. If you need another format, please contact support.

Card Reports

       Logo File -- select the logo to display on the left side of the card. This defaults to the report logo specified in preferences if you leave it blank. The logo graphic file is expected to be 144x144 pixels square. Type the full path and file name for the file, or click the browse button to find it. The file must be one of the allowed types (.bmp, .gif, .jpg, .jpeg, .wmf, .rle). If your logo is not square, just create a 144x144 pixel square graphic with a white background, and place your logo in the middle of it, leaving the extra white space untouched. Note: After saving, the logo file name will display something like, Stored ID: 1 instead of the original filename.

       Report Format -- select the card format you'll be using. The system ships with the most common formats pre-defined. If you need another format, please contact support.

       Standard Reports: Use the left and right arrow buttons to move fields back and forth between the Available Fields list and the Selected Fields list. All fields that are visible in the Selected Fields list will be shown on the completed report unless you turn on the "Hidden" option (see below). On a standard report, the top-to-bottom order of fields in the Selected Fields list represents the left-to-right order the columns will take on the report. In other words, the first (top) field in the Selected Fields list will appear as the left-most column on the report.  For a multi-line report like a label, the top-to-bottom order is relative to the currently selected line.

       Multi-Line Reports: These reports display a block of information for each record. The block can contain multiple lines, and each line can contain one or more fields. Fields must be selected for a specific line of the block. Use the "View/Edit Fields on Line ##" dropdown to choose a line to work with, then use the left and right arrow buttons to move fields back and forth between the Available Fields list and the Selected Fields list.

       
Selecting the line to work with on a multi-line report.

       When all fields have been added to one line, change the dropdown to the next line and continue adding fields. To see all the fields that have been added to entire report, choose the (All) option. The value in the Line Number column indicates which field is on which line.

       Smart Fields: Some fields are smarter than others, and will automatically calculate, combine, or otherwise manipulate multiple fields into one. See Smart Fields for more information.

       Things to Consider when choosing fields:

       When choosing fields, it is very important to consider the primary data type of the report you are creating.  Even though you can choose almost any activity, group, or membership field, they can change the behavior of the report based on the primary data type.  For example, if the primary data type is Membership Data, adding activity fields will convert it into an "activity attendance" style of report, where only members who have attended an activity will display. Likewise, adding dues posting fields to a membership report will turn it into a dues postings report, and only members who have dues postings will be considered.

Using the Preview Tab

The Preview tab enables you to see what the new report will look like, and to make changes to the widths of columns, and even adjust the column order again. (If you're creating a multi-line report, all column editing (width or position) must be done for a specific line.)

       To work with a line other than Line 1 (for Roster reports), use the "Adjust Fields On" dropdown to change the displayed line number. Be sure to check the fields on each line.

       Drag the border between column headings to resize them. To do this, press and hold the left mouse button on the borderline between columns (or at the edge of a column, as above) the icon shown appears. Then while continuing to hold down the left button, drag the column border to resize it as appropriate. When the size is correct, release the left mouse button.

       Drag an entire column by its heading to change its position. To do this, press and hold the left mouse button on the column heading until the icon shown appears. Then while continuing to hold down the left button, drag the column left or right as appropriate. When you have it in the desired position, release the left mouse button. (Note that it is much easier to move columns by using the arrow buttons to adjust them up and down on the Define Fields tab.)

       Tip: To adjust the width of the right-most column of a line, drag the whole column to the left one column as described above, then adjust the width. When the width is correct, drag the whole column back to the right where it belongs.

       When you're finished editing all lines, click Return to Preview and save the changes.

       Note: Printing from the Preview tab is not the same as printing from the Reports window. The printing option on this tab is for testing purposes only -- it will not include settings for margins, fonts, etc. Printing for distribution should always be done on the Reports window.