APSCC 2003 User Conference Page 1 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…..
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Advanced User-Defined Reports
Give your reports that Professional look
Go from this List….
To this Report…
In a matter of minutes…..
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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.
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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.
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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
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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.
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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.
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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.
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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!!!
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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.
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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!!!!