People Goal 4 - Part 2: Create the reporting screen

Document created by Kedar on Jan 28, 2015Last modified by communitymanager on May 12, 2015
Version 18Show Document
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Now that you’ve created your summary field, you’re ready to generate the report layout. Here’s how to create it using the Report wizard, which is built into the process for creating a new layout.

 

This wizard takes you through the following screens in order to to build your report:

 

  • Include Subtotals and Grand Totals
    Choose whether you want to include subtotals and/or totals in your report.

 

  • Specify Fields
    Specify the fields that you want to appear on your report.

  • Organize Records by Category
    Specify the fields used for grouping your report. These fields are also included in the body of your report.

  • Sort Records
    Choose additional sort fields beyond the ones used to group your report.

  • Specify Subtotals
    Specify the summary fields that will appear in the subsummary parts of your report, where they will appear (i.e. in which category), and whether they appear above or below the body part.

  • Specify Grand Totals
    Specify the summary fields that will appear as grand totals in your report, and whether the grand totals will appear at the beginning or end of the report.

  • Header and Footer Information
    Add header and footer text, as well as page numbers, the current date, the layout name, or a logo.

  • Create a Script for this Report
    Decide whether you want a setup script to be created for your report.

 

 

Goal:

 

Create a subsummary report based on your secondary table data using the Report wizard.

 

 

Steps:

 

  1. Choose the View menu > Layout Mode  ⌘L or Ctrl L

  2. Choose the Layouts menu > New Layout/Report…  ⌘N or Ctrl N

    A New Layout/Report dialog box appears. 
    pasted-image-5.png

  3. Specify the secondary table in the Show records from list in the upper left.

    The example solution specifies “Activities”.

  4. Change the layout name to: [Secondary Table Name] Report

    The example solution calls this layout “Activity Report”.

  5. Choose Computer since you are designing for laptop/desktop.

    A submenu gives you a choice of various data formats, such as Form, List, Table, and Report

  6. Choose Report.

  7. In the lower left corner of the dialog box, choose the portrait icon (on the left).

  8. Click the Continue button.


    The header of the dialog window changes to Include Subtotals and Grand Totals.
    report - include subtotals.png

  9. Select the Include subtotals and Include grand totals checkboxes.

  10. Click the Next button.


    The header of the dialog window changes to Specify Fields.
    pasted-image-6.png


    The fields you select will be displayed on your subsummary report. First you want to select the fields that will be used to group your subsummary parts.


    You may need to group your fields by data in the main table. That’s the case in the example solution, where the field “Contacts::Salesperson” is used. In that case, first change the Available fields drop-down list from “Current Table” (your secondary table) to your main table.


  11. In the Specify Fields dialog box, double-click the field that will be used to group your summarized records.

    The selected field appears in the list on the right.

  12. If you want to group by more than one field, repeat step 11.

    The example solution also uses the “Status” field from the secondary table “Activities”.


    Now you should add any fields that you want to include in the body part of your report.

  13. In the Specify Fields dialog box, double-click the fields you want to include.

    The example solution includes the “Activity Date” field from the secondary table “Activities”.

  14. Click the Next button.


    The header of the dialog window changes to Organize Records by Category.
    pasted-image-9.png

  15. Double-click on your sort field (or fields), moving them into the column on the right.

    In the example, these fields are “Contacts::Salesperson” and “Status”, in that order.


  16. Click the Next button.


    The header of the dialog window changes to Sort Records.
    pasted-image-10.png

    This screen allows you to sort by other fields in addition to your subsummary fields. This is up to you — you might not need to add any more sort fields.


  17. Double-click on any sort fields you want to add to the sort order.
    


    In the example solution, it makes sense to sort by the “Activity Date” in addition to the WeekStartingDate.

  18. Click the Next button.


    The header of the dialog window changes to Specify Subtotals.
    pasted-image-8.png

  19. Click the “Specify” button.

    A Specify Field dialog box appears.
    report - subtotals select.png

  20. Choose your summary field and click the OK button.

    In the example solution, this field is “Count of Activity ID”.

  21. Choose “Above record group” for Subtotal placement.

  22. Click the Add Subtotal button.

    The summary field appears in the Subtotals box.

    If you only have one sort field, skip to step 25.

  23. Change Category to summarize by to your second sort field (if you have one).

    In the example solution, this means changing from “Contacts::Salesperson” to “Status”.
    pasted-image-9.png


  24. Repeat steps 19 to 23 to add your summary field for this second category.

    This is what the result looks like in the Subtotals box in the example solution:

  25. Click the Next button.
    pasted-image-10.png


    The header of the dialog window changes to Specify Grand Totals.

    This is just like specifying the subtotals — you repeat the exact same process.


  26. Click the “Specify” button.

    A Specify Field dialog box appears.

  27. Choose your summary field and click the OK button.

    The first field chosen for the example solution is “Count Overdue”.

  28. Change the Grand total placement selection to “Beginning of report”.

    This causes the totals to be displayed at the top of your report instead of the bottom. If you prefer the bottom, select “End of report” instead.

  29. Click the Add Grand Total button.

    The summary field appears in the Grand Totals box.

    At this point, this is what the window looks like in the example solution:
    pasted-image-11.png

  30. Click the Next button.


    The header of the dialog window changes to Header and Footer Information.
    report - header.png
  31. In the Top Left dropdown of the Header section, choose the option “Large Custom Text”.

  32. Enter a phrase describing your report.

    The example solution uses the header “Sales Activity”.

  33. Explore what is available to see if you want any other header or footer options.

    The example solution doesn’t use anything else.

  34. Click the Next button.


    The header of the dialog window changes to Create a Script for this Report.

  35. For “Create a Script for this Report”, choose the “Create a script” option.

    This script will help to set up your report by sorting the records automatically.

  36. Enter a name for the script.

    The example solution names it “Sales Activity Report”.

  37. Select the Run script automatically option.
    pasted-image-12.png

  38. Click the Finish button.


    The new layout will be displayed. It should look something like this:
    pasted-image-11.png
  39. From the Scripts menu, run your new script.

    In the example solution, this script is “Sales Activity Report”.

    A report similar to the one below is displayed (only the top of the report in the example solution is pictured here). It consists of a header part, a leading grand summary part, two subsummary parts, and a body part. You can see that the subsummary parts appear for the salesperson and then the status, followed by the body part showing the grouped records that contributed to the statistics.

    pasted-image-12.png

     

      

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