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Custom Designed Reports - Designing a Custom Report (#RPTCDRDCR01)

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20120708 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   7.X (and higher)   n/a
  • Article intended for experienced users (powerusers) only.

Custom Designed Reports

While StorMan has plenty of reports (over 50 in our Professional version), there are times when you may want to create your own to show very specific data - such as the email address of everyone who pays on AutoPay. Or the ZIP/postcodes of every Customer that happens to be a Plumber. Whatever the reason, our Custom Report Builder will let you report on it.

 

Can you make my report for me?

Yes! StorMan has a Custom Report Creation Service, where we build your desired report for you... read more here.

 

How do I design a Custom Report?

Note: This function is only recommend for use by advanced users & StorMan technical support agents. For assistance, please ask Technical Support. Oh, and always make a backup!

Note: Custom Designed Reports will base themselves off the data that you are currently viewing on the screen once you open the Custom Designed Reports section. So if, by default, the screen shows ALL of your Customer records, then your report will be based off ALL Customers. To refine this data, you will need to run a query first. This will allow you to, for example, only show 'active' Customers. Or only show Customers with a ZIP/postcode starting with a 2 - or whatever your requirement may be. Step 4 below will assist you further in building a query.

Note: Some knowledge of database tables, database keys and database relationships is required.

 

  1. After you have made a backup (please refer to our Index of Backup articles), select the More Reports menu, then Custom Designed Reports.
  2. Select the relevant table in which you wish to gather your data using the Table selector floating window. For example, if you are creating a report on Berths / Units / Vaults, then you would select the Units table. If you are reporting about Customers, then select the Customers table, and so on.Table selector
  3. To display all records (data) in the current table, go to Select, then Select All. The screen should now display all records in the current table. You can verify this by viewing the title-bar in the top-left corner of the current window, where it should display something similar to Records: 25 of 25 (or however many records you have in you datafile).
  4. If you wish to report on ALL of the data from the current table, please skip ahead to Step 6. However, if you wish to refine this data (eg: to only show Customers with an 'E' in their name, or only 'active' Agreements, or whatever you requirements may be), you will need to run a query first. To refine the data, go to Select, then choose Search. This will allow you to build a query to find only data matching your specifications.
  5. The Query window will now open. Build your query to suit your requirements; a few examples are included below...

    • To only show active Agreements (ie: current Customers), ensure that you are within the Agreements or Customers tables and use the tools on screen to build a query that performs the following: [Agreement]ActiveAgreement is equal to TRUE
    • To only show Customers with an email address, ensure that you are within the Agreements or Customers tables and use the tools on screen to build a query that performs the following: [Customer]EmailAddress contains @CDR - Query WindowThis query would show any Customers that have an email address AND have an 'e' anywhere in their name. Note: The 'Save' and 'Load' buttons can be used to save an existing query to a file. That way, if you ever need to re-run this search query again in future, just 'Load' it.Note: You can build multiple queries by clicking the 'Add Line' button on the query window. This allows you to add two (or more) conditions together in your search - for example, only show active Customers with a letter 'E' in their names.Note: If your search yields no results, you may need to broaden your search query or check to ensure you are searching the correct fields. Note: If you need to refresh the view and show all records, just close the Query window and go to 'Select' and then 'Select all'. All records within the current table will be shown. Note: If you are having trouble getting the right information on screen for your query, please contact StorMan Support. Depending on the type of query you wish to run, we may be able to provide some assistance. Alternatively, we can design complete custom reports for you & email you the query & report-builder files (for a small fee).

      Once the correct records (matching your search parameters) are shown on screen, you can begin building your report.

  6. From the Select menu, choose Create Report. The Quick Report window will now open.
  7. From the field-listing on the left, double-click the fields that you wish to show on your report. When you double-click them, they will appear in the top section of the window. Once you have double-clicked on all the fields you wish to show on your report, you can highlight the columns in the top-half of the window and adjust their width, the font colour, size or style and so on. This sample report (shown in the screenshot below), if generated, would show the Customer's name, mailing address, mailing city and balance owing. The headings would be bold and italic, whilst the balance column shows a total at the bottom in bold. Although it is not shown in the screenshot, the detail row has been setup to use red text. Note: Text formatting, layout & positioning is only used when printing the report. If you are exporting the report's data to another program (such as Microsoft Office Excel), formatting is not included in the export.Note: The row called 'Title' will be the heading row of your report table. Use the tools provided to change the font style, colour or size as required. You can also add borders, fill, etc. Note: The row called 'Detail' will be the rows upon which your actual data is shown. Note: The row called 'Grand total' will be the row where any totals appear - but only if you click the autosum-like icon (an uppercase Greek Sigma character) whilst clicked in that cell for a particular column. Report Builder - Sample Report
  8. If you wish to Export your data (for use in Microsoft Office Excel or a similar program), please skip ahead to Step 9. If you are planning to Print your new report, select File (on the Quick Report window) and choose Print Preview; an example of our report is shown below. If you are happy with your report, you can print the current page using the Print Preview window, or print the entire report by closing the Print Preview window and selecting File then Generate from the main Quick Report window. Sample Report
  9. To export your data to a text file, select File (on the Quick Report window), then Destination and change the selection to Disk File and select File again, then Generate to create the export file for opening in another program.
  10. You have now built your first Custom Designed Report - well done! Tip: Once you have the report's design & layout set, you may like to save it by selecting 'File' then 'Save As' on the Quick Report window. Save the .4qr file that you create in a safe place and simply open it next time you get to Step 7... this will save you from having to select the fields, setting their widths, colours, styles, etc.

 

Tips & Tricks for the Advanced User: Adding a subtotal

Let's say that you were creating a financial report but wanted to show a subtotal (for each Customer or each Analysis Code, etc). This is possible, so long as you "sort" the report by a certain field first. Let's take a look...

  1. While building your report in the Quick Report window, find the field (from the table & field selector on the left hand aide) that you wish to sort this report by.
  2. Drag the field name to the right hand side of the Quick Report window (into the section titled Sort order); the section marked in red below.
  3. As you do so, a new row will appear on your report. within this row, click the relevant cell where you'd like the subtotal to appear, then click the autosum-like icon (an uppercase Greek Sigma character) to add a subtotal marker here. This is shown in pink text in the above screenshot.
  4. Should you wish to display a grand total sum, repeat the process for the relevant cell in the Grand total row. This is shown in green text in the above screenshot.
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CDR, custom designed reports, making your own report, make a report, report builder, report creator, create a report, MYO reports, designing a custom report

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