Report generator

Report generator

The report generator is a handy tool to create summaries in many formats. Using this module, you ensure that all non-existing lists and summaries that you can create for your organisation are actually created. Once you have created a summary, it is added to a table with your summaries/lists. You build up your own specific lists and summaries.

Security of a report

Not everybody always needs the same report or has access to the same information. This ensures that, when you allocate user rights to useres of e-Captain, not everybody can access all information. The user rights ensure that certain users have access to information necessary for their responsibilities, while others don’t.

By protecting the list in the report generator, the search screen can be hidden for non-authorized e-Captain users.

• Select Membership management from the main menu.
• In the sub-menu, select Report Generator.
• Select the report that you intend to protect.

• Find the Secure? box and tick the box.
• Next, select the User Rights button to allocate user rights for the report.

Generate new report

• Select Membership management from the main menu.
• In the sub-menu, select Report Generator.
• Select an existing list that you intend to edit from existing lists, or provide a name for a new list and select Save.

• Select a base form for the query.

• Select the print format last, the lay-out. This can be portrait or landscape.

• This sets the variables for the report. Next we select the fields that need to be in the report and the sort order.
• Lastly, we indicate the query requirements.

Let’s make a list with all the family members who have keys. In the example, you see three columns with information.

• The left column shows fields from the query Members and items.
• This list has been selected because we want to see members with the item keys.

The resulting report should show the following information:

• First name
• Surname
• Address
• Membership type
• Item group
• Year
• VAT/GST
• Price, exclusive of VAT/GST
• Price, inclusive of VAT/GST

We will have to select these fields and move them from the left column to the center column. The center column contains the fields that we want to see in the report.

• Select the field First name/Surname. This field  is now active.
• Select the right arrow. The selected field is moved from the left column to the center column.
• You do this for all the fields above.

Tip: To get a more clear overview of the available fields, select Fast Selection. This opens up a drop-down box with all available fields for the query.

We now have the necessary fields in the base query. We have not yet indicated how to sort the fields.

• Select the fields that you want to use to select from the senter column. In our case Name/First name.
• Select the a-z button with the right arrow. This field is now copied to the right column, the sort column.
• We can also select fields from the left column and we select the a-z group for these.
• After selecting these, you select the field a-z with right arrow that is available in both columns. The field group a-z is copied to the right column, the sort column.
• You can see the feilds from the example above  completed in the example below.

Create a query

We are now going to compose the query. So far, we ahve formatted the list but we have not queried the database yet. In the query, we indicate what conditions we want to satisfy in order to get on the key list. To do that, we select fields from the total number of fields of the query, and what the contents of that fields has to be or not be.

• The first field that we select from the bottom is the membership type. That field has to have the same value as the the field we use, namely Family member.
• The second field we select is the art.group field. This is the field from itmems that contains all the keys. Therefore, we select the value is equal to and next select keys from the last field.
• As last field, we select country. The members that we are searching for must live in the Netherlands.

• Having done all this, we are finished defining the list.
• Now we want to see the result and select View list.

The result will now be displayed on the screen. If the list is what you intended, it is ready. If you want to make changes, you can do that in the selection fields that you want to see in the report, but also in the selection in which the members have to fit certain criteria. The result will look something like the list below. Next to the address, you will see other information from the fields that you have selected.

• This list is now visible under Reporting, creating own lists.

The lists are opened in a pop-up screen. If you have trouble opening up pop-up screens in your browser, complete the following steps.