Report Generator

You will find this module under CRM>Report Generator.

Report generator is an advanced feature to create custom reports. You can choose which fields you want to view in the report in the defined order and also specify the selection. The report can be viewed as a normal HTML page, or it can be exported to XML or Microsoft Excel (CSV).

How to create a report.

1. Select the report.
Here you have the choice between different report templates. Templates are pre-defined combinations of fields and layouts. For example, to create a customer list report, press the template “Customers”.

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2. Add Report Fields.
You will now see a drop down list of available fields. Choose a field that should be in the report and press “Add” button.

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3. List of report fields.
As a report field is added to the report, they will create a line with various settings for each field:

Field: The field’s original name.
Display Text: The name for this field that you want displayed in the report.
Show: If the chosen field is to appear in the report or not. If the field is used for the selection, but is not required to appear in the report; set to “No”.
Filter Type: The selection determination must be selected to determine the selection type. Here you have the choice between the following formulations:
– Equal: Includes only records where the selected field is equal to the variable.
– Is not equal: Includes only records where the selected field is not equal to the variable.
– Greater than: Includes only records where the selected field is larger than the variable. Valid only for numeric fields (Ex. Customer number).
– Greater than or equal to: Includes only records where the selected field is greater than or equal to the variable. Valid only for numeric fields (Ex. Customer number).
– Less than: Includes only records where the selected field is less than the variable. Valid only for numeric fields (Ex. Customer number).
– Less than or equal to: Includes only records where the selected field is less than or equal to the variable. Valid only for numeric fields (Ex. Customer number).
– Starts with: Includes only records where the selected field begins with the variable. This operator gives the same effect as the use of wildcards (often% or *). Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.
– Does not start with: Includes only records where the selected field does not begin with the variable. This operator gives the same effect as the use of wildcards (often% or *). Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.

– Ends with: Includes only records where the selected field ends with the variable. This operator gives the same effect as the use of wildcards (often% or *). Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.
– Does not end with: Includes only records where the selected field does not end with the variable. This operator gives the same effect as the use of wildcards (often% or *). Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.
– Contains: Includes only records where the selected field contains the variable. This operator gives the same effect as the use of wildcards (often% or *). Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.
– Does not contain: Includes only records where the selected field does not contain the variable. This operator gives the same effect as the use of wildcards (often% or *). Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.

The last 6 selectors do automatically contain wildcards. This works as follows: In case “begins with” and variable “test”: “test%”. In the case of “containing” and variable “test”: “% test%”

Search: Search string. Note that wildcards will not be used in the variable. It is the operator that determines the use of wildcards.
Sort type: Determines whether to sort ascending or descending.

4. Save and run the report.
Check the box next to “Save” and enter a title for the report. The report will then be saved as a custom report that can be used later. If you do not tick to save the report the report will only be shown there and then – it will not be available for later use.

To verify that you have selected the correct fields and selection as one can press the button “Preview”. You will then view a small selection from the report. To view the full report click on :  “Create Report”.

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5. Viewing the report.
After you press the “Create Report”, the report will appear with a toolbar at the top of the screen providing the following choices:

Refresh
Updating the report if there has been no change in the records.

Change Report
Takes you back to the previous picture where you can add fields, selection and sorting.

Print Report
Initializes print function.

Back to main menu
Going back to the first picture where you have list of report templates and custom reports.

Export to XML
XML is an open standard that can be used for importing into other programs.

Export to Excel
Generates an XL file that you can open in Microsoft Excel.

Export to CSV
Generates a CSV file which can be opened in Microsoft XL

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