Producing Reports

							Producing Reports
Integris has been delivered pre-configured with a set of Administration reports.
Administration Reports are located on the Admin sidebar. Sidebars are selected on
the right hand side of the screen.

To access the reports:

1. Click on the Reports icon.
The system displays the Reports screen.




The reports have been divided into categories. Each category is shown as a folder.
Clicking on any of the folders displays the reports belonging to that category.
To expand the whole of the reports tree at once, click on the Expand Tree
button.
Note:
There is an additional report available via the Emergency function on the Admin sidebar. See „Producing
Emergency Reports‟ for details.



Selecting a report

To select a report:

1. Double-click on the appropriate folder name.
The folder opens up and a list of the contents appears in the tree.
The following illustration shows the contents of the Class Lists folder.
Clicking on any report in the list is reflected by changes in the screen to the right.

2. Select the report of your choice.
The system displays the report template.

Stating Settings for the Report

Once you have selected the report you require, you need to check the information
shown in the report template and change the settings according to your
requirements.

1. Enter a main title for the report.

2. Enter a footer for the report if required.


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This will appear on each page at the bottom of the report.
3. Specify a sort sequence if required by dragging the sort field of your choice into
the Sort field area.




If you want to apply more than one sort, drag the other field(s) into the sort area. For
example, if you want to sort the report by surname and then by gender, drag both
fields across.

The blue arrows allow you to specify the order for the sort, i.e. ascending or
descending. Click on the blue arrow to change the order. If you apply a sort, you can
also decide whether you want to include totals. You can have a total for each field or
one for a page.

4. Set the options for the report.

The options you can set vary depending on the report you have chosen.

You may need to select from lookup lists, enable check boxes or use the New Query
or Find button to search for the staff or students to be included in the reports.

5. Click on the Print button to start the output process.
The system displays the Report Destination screen.

Selecting the report destination

When producing a report, you have a choice of the output medium to use. You can
choose between:
     Printer
     Screen
     Disk
     Clipboard
     Port
     File
     HTML
These output options are available via the
Report Destination screen which is
displayed when you use the Print button.

You can also choose to preview the report
here if you wish.
The report destination you select
determines the other tabs that are
available.
To select the required destination for the
report:
1. Click on the icon of your choice in the
Report Destination screen.




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Send to printer
To send a report directly to the printer:
1. Click on the Printer icon.
There are no further options for this destination.
2. Click on OK.
The report will be printed.

Note:
It is possible to print a report straight from the reports menu.
Either:
1. Click on the report using the right mouse button.
2. Select the Print Report option from the short menu displayed.
Or:
1. Click on the report.
2. Click on the Print Report button at the top of the screen.
The system displays the Report Destination screen.


Send to screen
To send the report to the screen:

1. Click on the Screen icon.
There are no further options for this destination.

2. Click on OK.
The report will be sent to the screen.
The four buttons along the top of the report give you the option to:
     Send the report to the printer
     Send the current page to the printer
     Open page preview
     Save the report to disk

Send to disk
To send the report to disk:

1. Click on the Disk icon.
The system activates the Parameters tab.

2. Click on the Parameters tab.

3. State the file to contain the report in the Destination File field.

Either:
     Enter a path and filename for the file

Or:
         Click on the Browse button.

Navigate around the system to the location where the file is to be situated.
Enter a file name. Click on OK.

The system enters the details of the chosen path and file name into the field.

4. Click on OK.


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The system writes the report to the file in the location specified.

Note:
Reports saved to disk can be printed out using the Print Saved Report (from
Disc) option on the File menu.

Send to clipboard

To send the report to the clipboard:

1. Click on the Clipboard icon.
The system also activates the Parameters tab.

5. Click on the Parameters tab.

6. Modify the Characters Per Inch and Lines Per Inch fields if required.

7. Click on OK.

The report is written to the clipboard from where it can be pasted into another
application.

Send to port

Note:
Do not send a report to port without a device attached, otherwise your computer may freeze

To send the report to the network:

1. Click on the Port icon.
The system actives the Parameters and Page Sizes tabs.

2. Click on the Parameters tab.
The Parameters tab is brought to the front.
This screen is used to set the communications options between the computer and
any other(s) that are connected to the network.

3. Select the relevant details from the options on this screen.

4. Click on the Page Sizes tab.
The Page Sizes tab is brought to the front.
This screen enables the restriction of the length and width of the report‟s pages.

5. Make the required selections from this page.

6. Click on OK.
The system displays a warning message.

7. Click on Yes to continue, or No to cancel sending the report to the port.
If you continue, the system sends the report as per the setting specified.

Note:
If you are unsure of any of the options present on the Parameters tab, then please contact your System
Administrator or the RM Management Solutions Technical Support department.




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Send to file

To send the report to a file:

1. Click on the File icon.
The system actives the Parameters and Page Sizes tabs.

2. Click on the Parameters tab.
This screen is used to specify the location and name of the file that will be generated
and the number of characters and lines per inch in the final report.

3. State the file to contain the report in the Destination File field.

Either:
     Enter a path and filename for the file
Or:

        Click on the Browse button.
         Navigate around the system to the location where the file is to be situated.
         Enter a file name.
         Click on OK.
         The system enters the details of the chosen path and file name into the field.

4. Modify the Characters Per Inch and Lines Per Inch fields if required.

5. When the relevant details have been entered, click on OK.
The system writes the report to the file name and location specified.

Note:
The file you create when using this facility has an extension of .prn. You can view the contents of these
files in applications such as Word, Excel or Notepad.


Send to HTML

The report can be written as an HTML file in preparation for publishing on the World
Wide Web (WWW).

To send the report to an HTML page:

1. Click on the HTML icon.
The system actives the Parameters tab.

2. Click on the Parameters tab.

3. State the file name for the HTML page.
Either:
     Enter a path and filename for the file
Or:
     Click on the Browse button.
        Navigate around the system to the location where the file is to be situated.
        Enter a file name.
        Click on OK.
        The system enters the details of the chosen path and file name into the field.




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4. Make further selections for the other options on this screen.
For more details about the HTML component of this software, click on the About
button.

The system displays the About The HTML Component screen.
Click on OK to return to the Parameters tab.

5. To generate the HTML page, click on OK.
The system writes the report with the file name and location as specified. The HTML
page can then be published to the WWW using your normal method.

Preview output

To preview the report before printing:

1. Click on the Preview icon.
There are no further options for this destination.

2. Click on OK.
The system generates the report and displays it in full page layout.
Use the scroll bar on the right to move through the pages of the report. The four
buttons along the top of the report give the option to:

      Send the report to the printer
      Send the current page to the printer
      Zoom in/out
      Save the report to disk

Handling Custom Reports

If you decide to modify a standard report (e.g. you specify a sort order or change the
heading), you can save the modification for future use. Alternatively, you can save
any settings you choose for a report for future use. By saving report settings you
effectively create custom reports.
Any custom reports you create are accessible via the Custom Reports folder in the
reports tree.

Once you have created a custom report, you can also do the following:
    Rename the report
    Share the report
    Delete the report

Saving a custom report
To save a custom report:

1. Modify the standard report as required.

2. In the Reports screen, click on the Save As A Custom Report button.

The system displays the Report Title screen.

By default the name displayed on this screen will be the name of the report that was
used as the template.




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3. Enter a name for the modified report.

4. Click on OK.
The system saves the new report and places it in the “Custom Reports” folder.

Renaming a custom report

To rename a custom report:

1. Open the Custom Reports folder in Admin> Reports>Custom Reports.

2. Click on the Report Name using the right mouse button.
The system displays a short menu.

3. Select the Rename Report option.
The system places a box around the report name and highlights
the current text.

4. Enter the new name for the report.

5. Press <enter>

Sharing a custom report

To share the report and make it available to other users:
1. Open the Custom Reports folder.

2. Click on the Report Name using the right mouse button.
The system displays a short menu.

3. Select the Share Report option.
The system marks the report title with a hand indicating that it has been shared.

Note:
If you wish to amend a shared report, you simply edit it and save the changes.
You cannot remove the shared access and then apply it again.




Deleting a custom report

To delete a custom report:
                                                                             Alternatively, select the
1. Open the Custom Reports folder.                                           report with the left
                                                                             mouse button and use
2. Click on the Report Name using the right mouse button.                    the Delete icon on the
The system displays a short menu.                                            toolbar.

3. Select the Delete Report option.

Note:
The standard reports supplied with the system cannot be deleted




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Dealing with Ad-hoc Reports

Ad-hoc reporting functions enable you to build new reports to your own
specifications. The reporter is supplied with a wizard in order to make the process as
easy as possible.

You can find ad-hoc reporting functions on the Reports screen.
Once you have created an ad-hoc report, you can also do the following:
    Test the report
    Modify the report
    Copy the report
    Rename the report
    Export the report
    Delete the report

Note:
You can also import a report supplied by another user. See „Importing Ad-hoc Reports‟ for more details.


Saving Ad-hoc Reports

To create an ad-hoc report:

1. Click on the words Ad-Hoc Reports option in the reports tree.
The system displays a piece of descriptive text about the ad-hoc reporting function in
the right hand side of the window.

2. Click on the Ad-Hoc Manager button.
If there are currently no ad-hoc reports created, the
system tells you so.

3. Click on OK.
The system displays the Ad-Hoc Manager screen.
The toolbar below the title bar contains all the
buttons you need when working with ad-hoc
reports.




4. Click on the Create A New Report with the Ad-Hoc Wizard button.
The system displays the Ad-hoc Report Wizard screen.

5. Enter a name for the new report.

6. Enter a short description of what the report will do.

7. Select the area of the data file required to report on.

8. Select the report format.

9. Click on the Next button.




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The next screen displayed varies depending on whether you are creating a simple or
a normal ad-hoc report. (The setting you chose for the report format specifies the
type of report.)

If you are creating a simple report, the fields selection screen is displayed.

If you are creating a normal report, the additional information selection screen is
displayed.
Assessment data is only available if you have the Assessment module installed.

10. For simple reports, select the fields to be included in your report.
For normal reports, specify whether or not information from the displayed areas is
required.

11. Click on the Next button.
The selection criteria screen is displayed.

With normal reports, this screen is not displayed until you select the fields to be
included and click on Next again.

From this screen, you have the choice to set a print flag, criteria and value for each
field you are including in the report.




By default, all the fields are printed on the report. If you decide you do not want to
print one, remove the tick from the accompanying check box.
You can set any of the following criteria for each field:
All
=          Equal to                         <> Not equal to
<          Less than                        Contains
>          Greater than                     Does not contain
<=         Less than or equal to            Begins with
>=         Greater than or equal to         Prompt at runtime

If you choose a criteria, you then need to enter a value to be considered in
conjunction with the criteria. With certain fields, you can select a value from a list,
with others you can enter a value. If you use „Prompt at Runtime‟ as the criteria for a
field, you can make a selection when running the report.
12. Click on the Next button.
The print and sort options screen is displayed.




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You use this screen to specify sort order and totals. You can again specify whether a
field is to be visible on the finished report.

      To specify a sort order, you need to enter a number in the Sort column of the
       field to be used.

       For example, to sort our example report by Centris Reference, but not have
       that field actually visible on the report, we can enter a value of 1 in the sort
       column and deselect the print option.

       If you wish to apply more than one sort, enter subsequent numbers in the
       other fields. For example, if we wanted our report to be sorted by Centris
       Reference, then by Year Group and finally by Class, we would enter 2 in the
       Sort column for Year Group and 3 in the Sort column for Class.

       Sorting is in ascending or descending order, depending on the setting of the
       blue arrows.

      To include a total for a specific field, ensure there is a tick in the check box in
       the Total column. If you want the total to be by page, enable the check box in
       the Page column.

13. Click on the Next button.

The system displays the print
order screen.
This screen determines the order
of the columns across the report.

      To move a field, click on
       the appropriate field
       name.
       Click on the UP or Down button to move it to the required position.

14. Click on the Next button.
The system displays the final wizard screen.

15. Click on the Create button to create the report and move on to the design stage.




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The system creates the report and displays the Design screen.




Access to the Help system is provided by a Help button on the
toolbar.

You can use this screen to change the design of the report. These can include:

      Font
      Position of text
      Colour of text
      Size of text

If you wish to change, the sort options that you specified, you can use the
Sort Settings button. Any changes you make to the report are saved
instantly.

If you wish to add extra fields to the report, use the Add Field button.
See „Modifying Ad-hoc Reports‟ for details of how to make all these types
of changes.

You can modify the layout of the screen using the first three buttons at the top of the
screen.

These allow you to do the following:

      Show the ruler settings on the page.
       Click on the Show/Hide Rulers button.
       The system re-displays the page with the rulers along the top and left side of
       the screen.
       If you click on the button again, the rulers are hidden from view.

      Show the report in its sections.
       Click on the Show/Hide Narrow/Sections button.
       The system re-displays the report showing the sections clearly defined.
       If you click on the button again, the sections are hidden.




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        Show how the report will look when it is printed.
         Click on the Show Paper button.
         The system re-displays the report showing the report as a screen display.

16. Close the Design window.

The report is saved and appears as an icon in the Ad Hoc Manager window.

Testing ad-hoc reports

After creating your ad-hoc reports, you may wish to test them.

To test an ad hoc report:

1. With the Ad Hoc Manager folder open so you can see your list of ad-hoc reports,
click on the report you wish to test.

2. Click on the Test Ad-Hoc Report button.

The system displays the Set Report Destination screen. You then need to choose the
destination for the report. See „Selecting the Report Destination‟ for details about the
choices.

3. Click on OK to run the report.

Modifying ad-hoc reports

At some point in the future, you may decide to amend one of your ad-hoc reports.
You can make various changes to them.
     Add fields
     Amend sort options
     Format data

To modify an ad-hoc report:

1. With the Ad Hoc Manager window open so you can see your list of ad-hoc reports,
click on the report you want to modify.

2. Click on the Modify Report button.
The report is displayed on screen in the Ad-Hoc Report Designer window.

Note:
It may be a good idea to create a copy of your report before you modify it.

Add fields
To add further fields to an ad-hoc report:

1. When viewing the report in the Ad-Hoc Report Designer window, click on
the Add Field button.
The Field List screen is displayed.

2. Select the additional field(s) you want to add to the report.

3. Click on the Insert button to insert the field(s) in the report.



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The fields are inserted at the bottom of the report.

4. Click on the Close button to return to the report.

5. Drag the fields you have just inserted into the body of the report.
You can position the fields anywhere in the report.

6. When you have positioned the fields where you want them, click on the X in the
top right hand corner of the Ad-Hoc Report Designer window to accept the changes
to the report.
You are returned to the Ad-Hoc Manager screen.

Amend sort settings
To modify the sort settings for an ad-hoc report:

1. When viewing the report in the Ad-Hoc Report Designer window, click on the Sort
Settings button.
The system displays the Sort Fields screen.
You can change the sort order or remove one of the sorting sequence.

2. Click in the Descending column of the field for which you want to change the
sorting order.

3. Select True or False as appropriate.
Setting the field to True sorts the information in descending
order, whereas setting it to False applies a sort in ascending order.

4. When you have entered your sort options, click on the X in the
top right hand corner of the window to accept the changes.

5. Click on the X in the top right hand corner of the Ad-Hoc Report Designer window
to accept the changes to the report.
You are returned to the Ad-Hoc Manager screen.

Note:
Some options in the Sort Fields screen allow you to specify new subtotal and
page options. If appropriate these will be displayed in the lower section of the screen.
Enter the new details for the subtotal and page options as required.

Format data
To make changes to the appearance of ad-hoc report:
1. When viewing the report in the Ad-Hoc Report Designer window, click on the
report item that you wish to format.

2. Select the formatting you require from the bar at the top of the window. You can
apply any of the following:
     Font
     Size
     Bold
     Italic
     Underline
     Alignment
     Text colour
     Background and foreground colours
     Pattern


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You can also change the style of lines and add graphics if you wish.

3. When you have applied your formatting, click on the X in the top right hand corner
of the window to accept the changes.
You are returned to the Ad-Hoc Manager screen.

Copying a report

To copy an ad-hoc report:

1. With the Ad Hoc Manager window open so you can see your list of ad-hoc reports,
click on the report you want to copy.

2. Click on the Copy Selected Report button.
The system displays the Copy Report screen.

3. Enter a name for the copied report.

4. Click on OK.
The system copies the report and adds its icon in the Ad-Hoc Manager screen.

Renaming a report

To rename an ad-hoc report:

1. With the Ad Hoc Manager window open so you can see your list of ad-hoc reports,
click on the report that you wish to rename.

2. Click on the Rename Report button.
The system displays the Rename Report screen.

3. Enter a new name for the report.

4. Click on OK.
The name is updated.

Deleting a report

To delete an ad-hoc report:

1. With the Ad Hoc Manager window open so you can see your list of ad-hoc reports,
click on the report that you wish to delete.

2. Click on the Delete Report button.

3. Confirm the deletion.
You are told there is no method to undo the deletion process.

4. Re-confirm your choice.
The report is removed from the system.




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Importing Ad-hoc Reports

You may wish to import a report that someone has sent you.

To import a report supplied by another user:

1. With the Ad Hoc Manager window open, click on the Import Reports button.
The Select Import File screen is displayed.

2. Navigate around the system and open the folder containing the location of the
report.

3. Click on the report to be imported.
The report must be in the ahr format.

4. Click on OK.

The system imports the report details and creates an icon on the Ad-Hoc Manager
screen.

If the report is not in the correct format, a warning message is displayed. If this
happens, you cannot import the report.

Note:
If the report you are importing has been supplied on floppy disk, insert the disk into your disk drive and
navigate to the floppy drive (drive A) when looking for the file in step 2.


Exporting reports

You may export any of your ad-hoc reports if you wish.

To export a report to pass to another user:

1. Click on the report that you wish to export.

2. Click on the Export Selected Reports button.
The system will display the Save Your Export screen.

3. Enter a name for your exported report.
A file name of Export.ahr is proposed. You can accept this or alter type an
alternative.

4. Click on the Save button.
The report is exported to the location specified.

Note:
You may need to copy the exported report to floppy disk if you intend to passonto another user.




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