When you run a report the reports toolbar will display above the report. This toolbar allows you to perform certain tasks with the displayed report. See the illustration below for details on the Toolbar.
Print the report.
Save the report data or report design.
Export the report data.
Email the report.
Modify the report layout.
Refresh the report data.
Modify the date range for the report.
Scroll through the report pages.
Select employees from the list.
Open online help.
Close the open report.
Printing a Report
With the report displaying click the Print button, the Print window will open
.
Your default printer will show in the Printer list. To print to a different printer select it from the Printer list.
Under Orientation, select either Portrait or Landscape.
Under Copies, choose how many copies of the report to print and whether to collate if you choose more than one copy.
Under Options, select which options you wish to use.
In the Selection section, choose the employee(s) or departments to include on the report.
When you are satisfied with the settings, click the Print button.
Saving a Report
With the report displaying, click the Save button and select Report Data... The Save Report Data window will display.
At File Type select either HTML or Report Writer format.
Under File Name, use the default name or type a new name. If you would like to save the report in a different folder, click the Browse button, locate, and open the folder, then click Save.
In the Selection section, choose the employee(s) or departments to include on the report.
Click the OK button to save the report data.
Exporting Report Data
With the report displaying, click the Export button and select the format. The Save As window will display.
Under File Name, use the default name or type a new name. If you would like to save the report in a different folder, click the Browse button and locate and open the folder, then click OK.
If you choose to export in a Fixed Length File format you will be prompted to define the amount of characters for each field under Length.
Emailing a Report
With the report displaying click the Email button, the E-mail Report window will display.
At File Type select either HTML or Report Writer format.
In the Selection section, choose the employee(s) or departments to include on the report.
Click the OK button, your e-mail window will open. Select who you want to send the report to and click the Send button.
When e-mailing in HTML format it may be necessary to print out the report in landscape orientation.
Designing a Custom Report
With the report displaying click the Design button, the E-mail Report window will display.
After previewing a report you can use the Design button on the Report Toolbar to customize and create new reports.
When modifying or creating a report you can change the appearance by:
Changing the fonts
Adding columns
Deleting columns
Resizing columns
Changing how the columns sort
Moving columns
Changing the header, body or footer
Helpful Hints
y Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
y Open the report you want to change in Design Mode and see how it is setup, and then model your changes after it.
y You can always recover the default reports by selecting Restore Default Design from the Tools menu.
Header, Body and Footer of a report
Reports have different areas that will contain data. All reports will have a Header and Body while others will have a Header, Header Column, Body and Footer. Reports have been pre-configured with the
necessary areas (header, body, footer), for example a Missing Punch Report has a Header, Column Header and Body, you can change what data will be reported on but you cannot add a footer to the report.
You can make the changes for a default report or save the changes to a new report.
Header, Body and Footer Identified - In this example of a Employee Details report you see all available areas
Design Mode Menu
You can access the Design Mode menu by right mouse clicking in an area of a report when you are in Design Mode. This menu allows you to modify the viewed report. Note: Not all options will be available for all areas of a report.
See the available Menu Options below:
Edit - Choose this option to make changes to the selected area.
Common report header properties - Choose this option to set the display properties for all sections of the report header.
Common column header properties - Choose this option to set the display properties for all sections of the report column header.
Common report body properties - Choose this option to set the display properties for all sections of the report body.
Common report footer properties - Choose this option to set the display properties for all sections of the report footer.
Insert a logo - Choose this option to add a logo to the report header.
Delete this row - Choose this option to remove the entire row, not just the selected area.
Add a blank row above - Choose this option to add a row above the selected area Add a blank row below - Choose this option to add a row below the selected area.
Delete this column - Choose this option to remove the entire column, not just the selected area.
Important! When you delete a column, not only the column is deleted but the footer data in the column is also deleted.
Add a column to the left - Choose this option to add an entire column to the left of the selected area.
Add a column to the right - Choose this option to add an entire column to the right of the selected area
Note: To restore a report select Restore Default Design from the Tools menu.
Defining the fields of a report while in Design Mode
After selecting the area that you want to change you should define what data the field will contain. You define what data will display in the field from the Edit Information window. Note: All settings shown may not be available when selecting to edit the Header or Footer.
The Edit Information Settings are identified below:
Type
y Database - Choose this option to report on a specific database field.
y Text - Choose this option if you want the text you enter in the Value field to display as plain text.
y Formula - Choose this option to report on multiple database fields or to total a column. Note:
Formulas cannot exceed 255 characters.
Value
Select the database field or formula to use or enter the plain text to display.
Column Header
Enter the text to display for the column header.
Align
Select to align the field to the right, left or center.
Set Font
Select the format of the font to display in the field.
Set Background Color
Select the color to use for the background of the field.
Field can be edited while viewing the report
Select this option if you want to add a comment in the field while viewing the report. This will allow the user to add a comment and then Save the Report Data. Note: this option is only available for a field that has the Type set to Text.
Design Mode Formula Editor
After selecting Formula for the Type, use the Formula Editor to define the formula. The Formula Editor Settings are identified below.
Database Fields - Select the database field or fields to include in the formula.
Operators - Select the operator(s) to use with the database field(s).
Text - Enter the text to include in the formula.
Number - Enter the numeric value to include in the formula.
Formula - As you add fields and operators they will display in this field.
Sample - When you click the Test button the result of the test will display in this view only field.
Clear (button) - Use the Clear button to remove the entire formula.
Test (button) - Use the Test button to test the formula.
Changing the fonts in a report
You can change the fonts for just one item or an entire section. You can make the changes for a default report or save the changes to a new report. Note: Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
1. Preview the report
2. Click the Design button on the toolbar. The reports Design Mode will open.
3. With the mouse, select the area whose font you want to change. Click the right mouse button.
4. From the popup menu select Edit to change just the selected item or Common Properties to change the entire section.
5. Click the Set Font button, the Font screen will display.
6. Select the font, font style, size and any other settings you want.
7. Click OK and then Apply.
8. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
Adding columns in a report
Reports that list individual transactions can display other columns of data in addition to the ones already showing. You can make the changes for a default report or save the changes to a new report. Note:
Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
1. Preview the report
2. Click the Design button on the toolbar. The reports Design Mode will open.
3. With the mouse, select the area in the body of the report where you want to add the column.
Click the right mouse button.
4. From the popup menu select Add a Column to the Right or Left of the selected area.
5. The Edit Information window will display, select the Type and enter the Value for the Column Header.
6. Click Apply.
7. With the mouse, select the area under the Column Header you just set up. Click the right mouse button.
8. From the popup menu select Edit. The Edit Information window will display, select the Type and enter the Value for the Column.
9. Click Apply.
10. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
Deleting columns in a report
You can delete columns in reports that list individual transactions if the data is not desired. You can make the changes for a default report or save the changes to a new report. Note: Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
1. Preview the report
2. Click the Design button on the toolbar. The reports Design Mode will open.
3. With the mouse, select the column in the body of the report that you want to delete. Click the right mouse button.
4. From the popup menu select Delete This Column, the column is then deleted.
5. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
Important! When you delete a column, not only the column is deleted but the footer data in the column is also deleted.
Note: To restore a report select Restore Default Design from the Tools menu.
Resizing columns in a report
You can change the column size of a report so all of your data will display. You can make the changes for a default report or save the changes to a new report.
1. Preview the report
2. Move the mouse point over the column break, when the pointer changes to a resizer press and hold the left mouse button and adjust the column to the left or right
3. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
Sorting columns in a report
You can change how a column is sorted, either ascending or descending. You can make the changes for a default report or save the changes to a new report.
1. Preview the report
2. Using the mouse, right click on the column to sort differently. The sorting arrow button will display.
ascending / descending
3. Click the arrow or the column header to change the sort. See the examples below:
Ascending
Descending
4. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
Moving columns in a report
You can move columns in reports so they will be arranged to your liking. You can make the changes for a default report or save the changes to a new report.
Note: Enable Design Mode must be turned on at the Tools menu to access the Design Mode.
1. Preview the report
2. Click the Design button on the toolbar. The reports Design Mode will open.
3. Hold down the control key on the keyboard.
4. Using the mouse, select the column you want to move. Then click and hold the left mouse button and drag the column header to the desired location.
5. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
To restore a report select Restore Default Design from the Tools menu.
Changing the header, body or footer in a report
You can modify the header, body or footer in a report. You can make the changes for a default report or save the changes to a new report. Note: Enable Design Mode must be turned on at the Tools menu to access the Design Mode. Some reports will not have footers.
1. Preview the report
2. Click the Design button on the toolbar. The reports Design Mode will open.
3. With the mouse, select the area (header-body-footer) of the report that you want to change. Click the right mouse button.
4. From the Design Mode menu select the action you want to take and change as needed.
5. To save the design change, select Save | Report Design or Save | As New Report from the toolbar.
Design Mode Formula Editor
After selecting Formula for the Type, use the Formula Editor to define the formula. The Formula Editor Settings are identified below.
Database Fields - Select the database field or fields to include in the formula.
Operators - Select the operator(s) to use with the database field(s).
Text - Enter the text to include in the formula.
Number - Enter the numeric value to include in the formula.
Formula - As you add fields and operators they will display in this field.
Sample - When you click the Test button the result of the test will display in this view only field.
Clear (button) - Use the Clear button to remove the entire formula.
Test (button) - Use the Test button to test the formula.