Report Setup Settings Modify Options
How to PDF documents: add fields to report #715; Run Reports #702
Overview
Report Selections screen
Reports can be run individually or as a group by either highlighting the report and clicking Run Highlighted Report or marking the checkbox and clicking Run Selected Report.
Buttons
Run Selected Reports – Once you have marked the checkbox next to one or more reports, this button will be enabled. Click this button to run those reports. It brings up the Report Setup screen and will compile all reports in one document. To mark all report checkboxes, double click on the "Select one or more" label.
Manage Reports - This lets you modify and create reports that you can save as your own and will then appear on the report list.
Run Highlighted Report - click this to compile just the report that is highlighted.
Modify – lets you customize the standard report by adding, removing, and changing the content of the report. Modify is a one time customization.
Filter – lets you set parameters to limit the content of the report based on values and ranges of values.
Options - lets you set parameters relative to the report layout, orientation and presentation.
Report Setup screen
This screen displays after you choose <Run Highlighted Report> or <Run Selected Reports>.
Printer – printer is displayed. To change, click on <Setup>. When you select a printer it becomes the default for printing reports.
Report Date – content is date sensitive based on the report date(s). Will either be a date or a date range.
Restrict to – choose the group from the dropdown list, then any selection within that group.
Limit to Category – you can either include or exclude the selected category.
Buttons
Settings - lets you modify the style for this report
Publish - This option will create a pdf copy of the report and put it in the Upload Manager folder so it can be published to PROMAS Central or emailed. The report includes the recipient mailing address.
How the document is published depends upon the purblishing settings in the profile. The default for owners and tenants is to publish to PROMAS Central. The default for vendors is to email and publish. The default for managers is email.
Document Name - defaults to the report name. Change to whatever is appropriate.
Publish For
• File Copy – creates a report labeled File Copy.
• Property Manager – creates a copy of the reports for each manager limited to that managers items.
• Owners – creates a copy of the report for each owner with only that owner’s records included.
• Tenants – creates a copy of the report for each tenant with only that tenant’s records included.
Mail - choices similar to publishing. Includes the Return and Mailing address for the selected recipients.
Export - lets you export to a CSV file.
Preview – compiles the report and displays on the screen where it can be viewed in different modes, printed, or exported to pdf, excel, word format. .
The Options below differ for each report grouping.
Options (also Modify Driver Options on Report fields tab)
Tabs
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Owner Reports - Report, Aggregates, Contacts
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Unit Reports - Report, Aggregates, Contacts
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Vendor Reports - Payable Activity, Report, Aggregates, Contacts
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Miscellaneous Reports, Report, Aggregates
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Bank Reports - Bank, Report, Aggregate
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Profile Reports - Category Activity, Report, Aggregates, Contacts
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See Report Options for details.
Report tab
Orientation - portrait (default) or landscape
Paper Size - letter (default) or legal
Margins - 3/4" (default), 1/4", 1/2", 3/4"
Font Size - normal (default), large or small
normal has 3/4" margins, small and large have 1/4" margin
Highlighting - None, Even (even rows are highlighted), Odd (odd rows are highlighted), Two-tone (default)
Date Selection - Date, date range or date snapshot depending on the report. Shows on the report setup screen.
Subtitle - prints below the title in normal font. Use to describe the parameters set for this particular report. Default (Date selection), Report Date (ending date), Report Date Range, Today, None.
Row Filter - none, no empty rows, only empty rows
MODIFY
Clicking <Modify> from the Report Setup screen gives you a screen with multiple tabs containing options from which you can select. Any changes will affect only this report run.
<Preview> will compile the report so see your changes. When you cancel out of the previewed report, you will be back on the Modify screen.
<Save> will prompt you to save the changes, then will take you out of the Modify screen back to the Reports screen where you can preview the report, with the changes you've made, along with any other reports you have selected.
See Modify Reports for detailed information.
Preview Report on Screen
Any report can be previewed on the screen prior to printing. From the preview screen you can view each page one at a time; send the report to the printer; export the report to another program; change the view size; and scroll up and down the page if the view is larger than the screen image.
The “printer” icon will send the report to the print queue. You have the option of selecting a range of pages to print and select the number of copies.
The” folder” icon will bring up the Windows browse screen so you can choose a file to open.
The “disk” icon will bring up the Windows browse screen so you can save the file.
The “paper” icon will bring up a list of formats and programs to which you can export the report.
The Adobe icon will save the report to pdf.
The + and – will change the size of the report preview, or you can use the drop down list to choose from a prepared list.
Settings
Once you click Run or Preview there is a Setting button that gives you more choices.
Paper Type -
Plain paper
Letterhead:
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On reports, 2 inches will be left at the top of each page so you can print on letterhead paper.
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Statements - In the Setup, Owner Statement profile, choose as the Return Address either None, Company Note or None, Management Group note. Then the return address will not print so the company logo will have room to print but the owner mailing address will still print so a window envelope can be used. Each additional page will leave 2 inches at the top.
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Theme
Modern Color – heading and labels are in color with alternate lines shaded.
Modern – black heading and labels with alternate lines shaded.
Classic – black with no shading
To modify and save a report
1. Choose the report you want to modify. Highlight it.
2. Click <Manage Reports>.
3. Click <Copy>.
4. Highlight the copied report and click <Modify>.
5. Click on Report Information tab and enter new name.
6. Click on Page Layout tab and enter Title that will print on report.
7. Click on Report Fields tab and add the fields.
8. Click on Column Fields, mark or unmark fields, and set the column order.
9. Click on the Group Fields tab to set the grouping.
10. Click on Sort tab to set the sort order.
11. Click on Filter tab to change the filtering parameters.
12. Click <Save>.
13. Screen will display: Permanently modify this report? Click <Yes>.
14. You can then modify it further using the <Settings>.
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