Report Preferences


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Setting Report Preferences

1Choose Tools > Preferences, or click the Preferences toolbar button.
2Expand the Reports section.
3The following preferences are available:

 Active Reports - controls the reports that you want to be active and available. Clearing the checkbox for a report prevents it from appearing in the report selection dropdown on the Reports window.

 Add Current Resident - if this setting is active, the text "or Current Resident" is appended to the name on mailing label reports. This may help ensure delivery of mail in countries like the United States even if the name on the piece is incorrect.

 Default Address Format - controls the address format used on reports that do not have a predefined address structure. You can override this setting on the Report Settings window for customizable reports. Note that the "generic" format is an attempt to provide a format that will allow mailing labels to be generated with an acceptable address format when members are in multiple countries.

 Default Logo - sets the logo graphic that will be displayed on all system and user-defined reports that can display a logo.  The graphic must be square, preferably 144 x 144 pixels. Note that any shape of logo can be stored as a square graphic. Just create a square white box, and place the logo inside it. For example, each of these "logos" are saved as square images. If you don't include a border on your image, nobody will be able to tell that the white space is part of the image:

 

 Note that the logo will be stored in the database when you save preference changes. After saving, the filename will display as something like, "Stored ID: 36" instead of the original name.

 Extra Label Info - controls the information to be displayed in the upper right corner of system-defined mailing labels. When you make a selection, an example of the data that will appear on the sample label.  If you choose "Text", you can type up to 20 characters in the Text field to be used for display. Remember, uppercase letters take a lot more room!

 Font Settings - controls the font face and height used for various parts of reports and labels.

 Organization Name Font Height - controls the font height to be used for the display of your organization name at the top of reports. The default is 18. If your organization name is exceptionally long, it may help to reduce this size by one or two points so the name will fit on one line.

 Report Font Face & Height - controls the font used for reports.

 Label Font Face & Height - controls the font used for mailing labels.

 Note: The default font for both Reports and Labels is 9pt Arial. This font was chosen because it looks good both on screen and printed, and is available on all Windows systems. Select from the list of available fonts, then choose a font height. Note that a font similar to Arial, Helvetica, or Times New Roman at 9-11pt is highly recommended to avoid overflowing some report fields. To reset the font to the installed default, click the Default button.

 Hide Default Country - if this setting is active the system will prevent the country name or code from displaying on addresses if the country matches the default country code. See Maintaining Country Codes for more information. If you have set the default country to be your own country of residence, selecting this option essentially means the country will only be displayed for foreign addresses.

 Paper Sizes - The list of mailing label and card formats includes common USA and European sizes. This preference enables you to restrict the formats that will be displayed based on paper size, so you can hide formats that use sizes that don't apply to you.

 Receipt Tag Line - controls whether the Tag Line text (see Tag Line below) is printed on receipt reports.  This preference is off by default, since the tag line often doesn't really apply to a receipt.

 Tag Line - controls the default tag line to be displayed at the bottom of printed reports. To use the system default, click the Default button. The number of characters available for this is limited. The current number of available characters is displayed below the data entry field. Note: Depending on the report font used and the letters in the text, all characters may or may not fit in the available space on the report (i.e., a letter "i" takes much less space than a letter "W")

 Total Records Line - controls the summary text displayed at the bottom of many reports, just above the tag line. Options include the time and date the report was printed, and/or the number of records on the report.

 Use Alt Name - controls when the Alt Name on a member record takes precedence over the first/last name on reports and documents (in the Professional version).  The following options are available:

User-Defined Labels/Post Cards - Replaces any "name" Smart Field on mailing labels and post cards
Other User-Defined Reports - Replaces any "name" Smart Field on other user defined reports
Documents - Replaces any "name" Smart Field on the document
System Labels/Post Cards - Replaces the name on pre-defined label and post card reports
Other System Address Blocks - Replaces the name on other reports containing an address block, such as a Dues Account Statement or a Receipt.

 Use Include Criteria - there are two fields on the membership record (Include on Reports and Include in Mailings) that imply that they are automatically honored by the system when running reports and labels. This preference controls this behavior.  If turned on, the system will automatically require that member records being displayed on mailing label reports have the Include in Mailings check box selected, and on any other report that the Include on Reports check box is selected.  If you would prefer more control, turn this preference off; the system will not require either setting unless you add the criteria manually. (Note that this normally only applies to member records, but group records also have an Include in Mailings checkbox that works similarly.)

4When you're finished changing preferences, click OK.