Reporting Basics( Cooking .. Reports … with Chuck )

An ACEware Webinar

Today’s AgendaToday’s Agenda Table Names and Data StructureTable Names and Data Structure Modifying ReportsModifying Reports

Always start with an existing ReportAlways start with an existing Report Report DesignerReport Designer Tool BarsTool Bars

Report ControlsReport Controls Expression BoxExpression Box FunctionsFunctions

Banding BasicsBanding Basics Examples (lets cook!)Examples (lets cook!) Chuck’s Fab Five reports ( basic ingredients)Chuck’s Fab Five reports ( basic ingredients)

Report Ingredients

…Table Naming

All the fields in Student Manager are contained in tables.  In most of the tables, the first two letters of the field denote the table in which they are stored

Co = Course (e.g. cocrse: course code)

Lo = Location (e.g. locinfo: location info)

Nm = Name (e.g. nmname1: first name)

Li = Instructor Pay (e.g. lipayrate: pay rate)

Rf = Reg. Additional Charges (e.g. rffee: fee amount)

Le = Pocket Ledger (e.g. leclass:  expense class)  

Fe = Course Fees (e.g. fedesc: fee desc.)

In = Instructor (e.g. inname3: inst. last name)

Rg = Register (e.g. rgaddate: reg add date)

Py = Pay (e.g. pydate: payment date)

Fm = Firm (e.g. fmfirm: firm title)

Data Structure

Data Structure reference tables are available in the Help/Reference Guide

Data Structure / Field NamesThe Help/Reference Guide also contains a visual screen layout. Hovering over the field produces a bubble containing the field name

To modify a report

Select and run your query

If you selected additional reports, you also select the appropriate report from the User Defined list

The report now opens in "modify" mode

Select the appropriate report area

Check Modify Report on the Printing Options

screen

Size (Screen) Matters

Setting up Screen Resolution.. Use the SMALLEST screen Resolution

your eyes can handle (Carrots anyone?)

1078 X 768 is minimal 1280 X 1040 or SMALLER is optimal

Hit the Boss up for a Bigger Monitor

Bad (have to scroll all the time)

800 X 600

GOOD

1280 X 1040

Report Controls

Report Control Tool Bar

Menu Items

Report Controls

Data Grouping: open the Data Grouping window to add/edit Group Bands.

Data Environment:  view the fields available in the report cursor.

Page Setup: opens Page Setup window.

Report Controls:  opens the Report Control Toolbar

Color Palette:  opens the Color Toolbar.

Layout:  opens the Layout Toolbar.

Font Properties: opens Font Properties window.

Command Bar Menu ( NOTE: it changes in Modify Mode)

File – Close Report, Page Setup; and Print Preview.

Edit – Cut, Copy, Paste, Select All, etc.

View – No tools are listed on the View menu.

Format - Alignment and Sizing options; Element Grouping and Order, Formatting options for text, lines, and boxes (e.g. color, font, line size, fill color and type).

Tools – No tools are listed on the Tools menu.

Report - Banding; Variables, Data Grouping; Set Default Font for Report.

Window – Lists current report window.

Help – Access Report Help.

Report Control ToolbarPointer tool:  Select report elements to modify or move

 

Text Tool:  Create text entries up to 256 characters in length

Expression Box Tool:  Draw expression boxes in which to place data

Line Tool:  Draw vertical and horizontal lines

Square Box Tool:  Draw rectangular boxes

Round Rectangle Tool:  Draw round-edged boxes

Picture Tool:  Add graphics to the report

Button Lock Tool:  Keep the current tool selected for multiple additions

Docking a Floating Toolbar

The first time you modify, your toolbar may be floating. To Dock it, click the blue header the toolbar, and drag it to the Header area. ( We like Dock !)

Docked toolbar

Floating toolbar

A Caution About Floating Toolbars

Using the X to close the toolbar will close it permanently. To reset it, you must delete the user’s rp.dbf and rp.fpt files (eg: chuckrp.dbf and chuckrp.fpt).

Adding Text Entries

You can add text entries  (e.g. report title, field label, etc.) to your report.  Each text can hold 256 characters--that DOES include spaces and carriage returns.  

To add a text entry:

Click the Text Toolon the Report Controls Toolbar

Click where you want to place the text.  You'll see a blinking cursor where you clicked

Begin typing your text.  

Adding Fields with an Expression Box

Click the ab tool on the Report Controls Toolbar

Click where you want the expression and draw (click and drag) a box

New Expression Box

Adding Fields with anExpression Box

When you finish drawing the box, the Report Expression window will open

Lets you manage relative position

of this field

Accommodate different sizes

of text

Allows Conditional Display

Adding Fields with anExpression Box

Type the field name in to the Expression Box

Click the OK button to close the Report Expression window and return to the report template. The field will display in the report design window.

Adding a field with the Data Environment button

Click a field and drag it to the report window

NOTE: the field name also is included ( it

may be deleted)

Report FunctionsFunctions are mini-programs that can access information not available in the report cursor, format information in a specific manner, or perform calculations on report data

Function Example

NICEDATE – returns the date in text format.  You must pass it the date field.

Where do you find list of functions?

A list of report functions and their descriptions are available in the Help/Reference Guide

Adding Addapay Addcrse Addreg AddName Clsteach

Formatting Czsr Namer Nicedate Showphon

oSpecial PurposeoAGEoQuickcodeoWhazzis

Report Banding

Report bands have two purposes:  

Some bands differentiate areas of the page layout (e.g  Title, Page Header, Summary, etc.).   

bands allow for formatting information (header/footer) of data

Report Banding

Types of Bands and Their Uses Title - information that appears at the beginning of the report

(e.g. title, introduction, cover page). Page Header* - information that is printed at the top of each

page in the report (e.g. date, report title, logo). Group Header - information that is printed at the beginning of

each data group (e.g. course number and title, individual's name and address).

Detail* - data and text printed once for each record generated by the query (e.g. individuals registered in class, all individual's optional fees).

Group Footer - information printed at the end of each data group (e.g. total enrolled in course, total amount due for each individual).

Page Footer* - information printed at the bottom of each page in the report (e.g. special notes or instructions, signature lines).

Summary - information printed at the end of the report (e.g. summaries, conclusions, final totals).

*Default bands which are part of every report and cannot be removed

Adding Title/Summary Bands

Select Report | Title/Summary.

Check the band you want to add to the report.  

Select the paging option (i.e. if you want the title or summary band information to be displayed on it's own page, select 'New Page').

Adding Grouping Bands

Click the Data Grouping icon, opening the Data Grouping Window

Click into the Group box and enter the field/expression on which to group (e.g. rgcrse, nmname3+nmname1+nmid, etc.).

Adding Grouping Bands

Select the appropriate Group properties (e.g. start each group on a new page, reprint group header on each page, etc.).

Click the OK button to save the Group band and close the Data Grouping window.  The group header and footer will be added to the report template.

The Raw Ingredients – Report Cursor

The ingredients MUST Match

The Order of the Report Cursor The Banding on the Report

NOTE: Each report area has a default sort

order If you Change Sort order, your bands

must ALSO change

DETAIL (s) MATTER !

The DETAIL band is the most finite (fine grained) level for a report… In Deadbeat – Detail is at Registration In Roster – Detail is Optional Fee In Label – Detail is Name Level In Course – CEU Detail is Course level In Courses with Fees – Detail is Course

Fees

Report Case Study

Need a Name Roster that shows Gender and Age and County

In Landscape

Report Case Study II

Need a list of Upcoming Classes showing if it is a NEW class and the Web Publish Status

Chuck’s Fab Five Reports

Deadbeat - Default - One line per reg w/allname/reg/course/location info

Mailing Label - Default - Returns ONE record per name...

Cashbox - Show me the $$ Course - CEU - Additional Report -

Upcoming Classes Statistics - Name - Demographic

Summary - Default

Remember, there are

over 250 reports

included in Student

Manager!

Summary

Table Names and Data Structure Modifying Reports

Always start with an existing Report Report Designer Tool Bars

Report Controls Expression Box Functions

Banding Basics Examples (lets cook!) Chuck’s Fab Five reports ( basic ingredients)

Questions?