Report Designer
This tool allows the user to:
Use a simple, intuitive interface to quickly create and save an unlimited number of reports.
Optionally specify totals or averages for numeric columns.
Select from an existing sort or create ad-hoc sorting on up to three levels.
Create group headings, footings and/or sub totaling on group breaks.
Create summary reports by suppressing report detail printing.
Automatically adjust the report width to landscape mode when necessary.
On the right the fields used for the report are displayed as well as the sort order. A note field can be used to indicate exactly what the report will print. You could even suggest which of the saved queries might be used to narrow the scope of the final report.
List and definition of existing reports
The first window to display when the Report Designer is opened lists all the current reports. On the left is the user defined report name. In the middle the buttons allow tremendous flexibility. You can start a new report. Copy an existing report to another name. Now modify the new report with different fields, by either adding or deleting field name. A new report must first be named. The name must be unique but don't worry about the trying to think of the best one. The name can easily be changed, click the Rename button.
First name your report
Click the OK button to continue designing your new report.
Second select the data fields
This window is used to select the fields you want on your report. First find the field you want to select from the Available Fields list. Once the field you want to use is highlighted click the Add button. You can also use drag and drop to add to the report definition.
Once the fields are adding the order can be changed by using the Up or Down buttons at the bottom of the list box. To remove a field from the report, first highlight it by clicking on it, and then click the Remove button.
Here are the fields needed to design a report to list the address and telephone fields of the class members.
A finished report layout
The green dot is explained later. If the total width of the fields you have selected is greater than the width of the paper you will see the following message.
Warning - data overflow
The Report Designer calculates the width of a data column using the greater of the length of the defined column text or the length of the data field. For example the default length of the Full Name field is 100 characters. Most of your member's complete names will be much shorter. To change the length for this report select Full Name and click the Modify button. Note the green dot next to the field names. This dot indicates that either the column name and/or the field length have been changed from the default.
There is a way to get around this problem. Click the Advanced button on the Column Layout window.
Change the column width. Then save by clicking the OK button and run the report again. If necessary decrease the value until the warning message does not display.
The column names include a prefix to help the user know which data file the field belongs. For example both the family and member data files have a field name Full Name. To distinguish between the two the family has the FAM prefix and member has the MEM prefix. You may want to change the column name to something more readable and shorter.
Select the sort order
Here you define the sort order of the report. There are some predefined sorts but you can add your own if the report needs it.
Select data break (optional)
This window allows you to manipulate what the report will look when complete. Our advice is to try a setting and review the results. If you don't like it modify the report to remove or change the setting.
Select layout and totaling options
This window allows you to select portrait or landscape, and to use different font style and size. By default all numbers will have the total option will have a check mark for every numeric field. Remove the check if it is not appropriate, like phone numbers. The Report Designer will automatically select the correct page orientation.
Add any notes required
Enter any notes for this report. This can be useful for the final user to determine if this is the report they really need.