advanced user-defined reports

8/14/2019 Advanced User-Defined Reports

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APSCC 2003 User Conference of 10 3/3/2003

Advanced User-Defined Reports

Give your reports that Professional look

Go from this List….

To this Report…

In a matter of minutes…..




This User-Defined Report

example will show how to create

a Homeroom Class list sorted by

homeroom with the student

numbered and a count total at

the bottom of the page.

Note the report criteria andoutput fields. The Sort Order is

by Homeroom

Click on Run Query.

This is the Page head

area which includes th

title of the report an

the labels for the

columns.

When the Setup for Column Layout pops up,

Change output direction to Screen and view the

report by clicking on the Start Report button

Compare the preview of the report to what you

will see in the Edit Layout area when you click on

edit to bring up the Report Designer.

This is the Detail Data area

where the data “boxes”

reside. These boxes pull

data from the database into

the re ort.




In order to work easier in the report

designer, first provide more room in

each of the areas by clicking on the

“gray bar” and dragging the bar

down.

Do this for both the Page Header

and the Detail bar.

The page is not wide enough to

include all the “data” fields. To add

them, click on the “Data

Environment button.

Drag the missing data fields into the

detail area.

To GROUP the report

on a particular field, go to

REPORT/Data grouping.

The Data grouping window

Pops up. Click on the lookup

Button in the Group Expressions

Area.

The Expression Builder will pop

Up. In the fields box double

click On the field you want to

group By. It will appear in the

“Group Reports by Expression

box.

Click ok in the Expression

Builder.

Click in the checkbox for Starteach group on a new page. This

will print one homeroom per page.

Then click ok to close.




Drag that bar down to make

room for the two data fields

for homeroom_student and

Homeroom_teacher. Move

those data fields into that

area.

Arrange the data fields in

the detail area to line up.

Drag the detail bar up to

close off empty space.

Right-Click in empty space to

Preview the report.

Note that another bar is now in

the layout. This is the Group

Header/Bar area.

The Report is now Grouped by Homeroom




The Layout Toolbar

While manipulating the data boxes,

they may become miss-aligned. To

fix this problem, first select the

all the data boxes in the area by

enclosing them in a “fence”, or

select one box, hold down the

shift-key and select the others.

Click on the “Layout Toolbar”button

Click on the Align Top

Edges button and the data fields

will line up with the upper-most

field.

Click here & drag to

the opposite corner

Click on the Line Button to draw a line under the homeroom and

Homeroom Teacher.

Click where you want to start the line and drag the mouse to the point

you want to end the line.

Select the line and go to Format/PEN and select “4 point to make the line

thicker.




To change the FONT on the Data fields or anywhere in the report, select the object and

then go to FORMAT/FONT.

Select the preferred FONT, SIZE, and STYLE.

Right Click in white space and click on PREVIEW to view the report.




Numbering the Students

To number each student, a variable has to be set. The field to be counted is the last name of

each student.

Right click on the Lastname_student data field and a small menu will pop up. Left-click on Copy.

Then Right –Click again and click on PASTE. This will create an additional copy of theLastname_student field.

Shrink the 2nd Last name field to be about 3 characters wide.

Move to the left of the original last name field.

Right click on the field and click on properties.

The report expression box will pop up. Click on Calculations and the

Calculate Field will pop up. Click on Count and at the top, Reset at eof Page.




The students are numbered

and the numbering is reset

with each page/homeroom.

Adding a Total to the end of the Report.

To put a total at the end of each page or homeroom, select the lastname_student field again. Right-click

and copy. Right-click and paste. This will make another copy of the field.

Open the Group Footer area by dragging the Gray bar down.

Drag the additional Lastname_student data Field into the footer area. Right-click on the field. Click on

Properties. Click on calculations and Count. (See the above step for details) Close boxes.

Now add a line, add text to explain the total and center. Right-Click in White Space and Preview.

TA_DA!!!




Adding a Title

Delete out any labels

Click on the text button in report controls. Type in Text.

Click on Format/Align Horizontal and/or Vertical to Center the text on the Page.

Click on Format/Font to change the Font. Click on Format/Text Alignment to center align the

text.




There are many techniques for creating a User-Defined Report. This is just one of

them. Don’t be afraid to experiment in the Report Designer. You can always reset

the report to the original format if you get too messed up.

Happy Reporting!!!!

advanced user-defined reports

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