Create a Custom Report

Custom Report Setup

 

Create a New Custom Report

• Name the new report.
• Add the columns to the report (eg: First Name, Last Name, etc.).
• Add optional sort columns to the report.
• Apply optional filters to the report.
• View your report.

The report details screen lets you adjust the name and description of the report, add/remove columns and change the order of columns.

1. Enter the caption you want for your column, eg: 'First Name'
2. Choose the 'source' field for the column by picking the field from the 'Primary Fields' drop-down list, eg: Pick 'First Name'.
1. Note: There are several 'system' fields that appear at the top of the Primary Fields drop-down list.  For a description of those, see 'System Fields' below.
3. Set any option attributes for the column under the 'Column Options' on the right.  See Optional Column Attributes below for a detailed description of each.
4. Click 'Save' to save the column and return to the Report Details screen
   or... click 'Save & New' to save the column while staying on the Report Column screen to prepare to add another column.
5. Repeat steps 1,2,3 and 4 for each column for your report.
   
   

1. Under the 'Sorting' section, click the drop-down to pick the column for your first level of sorting.
2. Choose 'Ascending' of 'Descending' order.
3. Click the 'Add Sort By' button.
4. Repeat steps 1,2,3 for each level of sortting.

To remove a sort level, click the 'Delete' link at the far right of the sort column name.

• Filter Groups - A filter group contains one or more Filter Detail definitions.  For most reports, one Filter Group is sufficient.  For more complex filters, the AND or OR function can be used to combine a Filter Group with additional Filter Groups.
• Filter Detail - After a Filter Group is defined, one or more detailed filters are created specifying the columns to be filtered.
• Join Type - This is used to define the filters.
  • eg: Country = UK AND Gender = 'male' only returns records for all Males in the UK.
  • Country = UK OR Country = US returns records for both UK and US.
• AND - Records will be returned only when ALL of the conditions for each defined filters are met.
• OR - Records will be returned when ANY of the conditions for each defined filters are met.

1. Add a Filter Group 

• entering a name for the filter (example: 'Date Filter')
• Select AND or OR from the Join Type drop-down.  For a simple one-level filter, it does not matter what you chose here.  But if you know you will want a 2nd group of filters, you will want to consider the correct join type.
• click 'Create Filter Group'
  
  

The newly created Filter Group will now be displayed.  Click on the named filter (example: click on 'Date Filter').

• From the Report Column drop-down, select the name of the column you want to filter on.
• Choose the expression that matches what you want to do.  Selections are:
• Set the 'Comparison Value'.   
• Set the 'Join Type'.  Required only if the report requires multiple filters.
  
  
  
  
• Click 'Add Filter Expression'
  

1. Simple filter.
   eg: Show me registrants only from the UK.
   • Name = 'Country'
   • Join Type = AND or OR (does not matter)
   • Filter Detail setup for the 'Country' filter group
   • Report Column: 'Country'
   • Filter Expression: 'Is Equal To'
   • Comparison Value: 'UK'  (do not enter the quotation marks)
   • Join Type = AND or OR (does not matter)

• Filter Group setup

• NOTE: for this to work, you must have a column defined using the Registration Date field.  And the Column Format for the column must be set to 'Date' (see optional column attributes below).
• Filter Group setup

• NOTE: for this to work, you must have a column defined using the Registration Date field.  And the Column Format for the column must be set to 'Date' (see optional column attributes below).
• Filter Group setup

• Filter Group 1 setup
• Filter Group 2 setup

View the report

System Fields
Several system fields are available at the top of the Primary Fields drop-down list when setting the field source for the column.  These are:

• Registration Balance - The current balance owed by that registrant.  Negative amount means registant owes money.
• Registration Date - Date of registration
• Registration Status - Status of registration: 
• Green square - Normal live registration
• Yellow circle - demo registration (not a live registration)
• Red triangle - deleted registration (only shows when 'Deleted Registrations' are selected on the Report Details setup screen above).
• Billed Amount - Total amount of all charges for the registrant.
• Paid Amount - Total amount paid by the registrant to date
• Registration Note - Registration Notes entered for the reigstrant.
• Transaction Note - All transaction notes entered against the registrant.
• Last Changed By - The person who last changed the registration
• detail
• Last Changed Date - Date of last change to the registration
• Login Password - displays the password set for a registrant.  This is used when the login feature is enabled.

Optional Column Attributes
You may set up additional attributes for each column.  The following summarizes those options:

• Column Format:
• Text (default) - the best choice for most columns.
• Integer- If you have a field that collects numbers only (1,2,3, etc) and you want to add those up on your report, you must select 'Integer' before the total will display at the top of the report.
• Decimal - If you have a field that collects numbers only (1.1,2.1,3.7, etc) and you want to add those up on your report, you must select 'Decimal' before the total will display at the top of the report.
• Currency - Display as currency.
• Display as date - allows date fields to sort correctly as date.
  
  
  
  
• Hyperlink Type:
• Registration Details - Creates a Hyperlink on the displayed report, which when clicked takes you to the  Registration Details screen for that registrant.
• Payment Details - Creates a Hyperlink on the displayed report, which when clicked takes you to the  Payment Summary screen for that registrant.
• Summary Report - Creates a Hyperlink on the displayed report, which when clicked takes you to the  Summary Report
• Email - Creates a Hyperlink on the displayed report, which when clicked opens up your default email program to send an email to that person (only to be used on an email field).
  
  
• Visible - indicates whether a field is visible on your report.  Sometimes it is convenient to define a field on your report which can be used for filtering or sorting purposes, but is not required to be displayed on the report.
• Downloadable - indicates whether a field is should be downloaded when the Download link is clicked.  Sometimes it is convenient to define a field on your report which can be used for filtering or sorting purposes, but is not required to be downloaded.
• Use Price - When defining fields in the ePly system, a 'price' can be set as well as the 'value'.  The 'value' field is used by default for all data, except when you select 'Use Price'.  In that case the price of the item will be displayed on the report.
• Use WaitList Value: It displays the waitlist option.
• Use Checkin Status: Displays the Check-In status in the report
• Use Continued Education Units: Will display the number of units assigned to that field.
• Width - the width of a column can be set.  The default of -1 choses auto-width.
  
  
• Add New Calculated Column:  - see help on setting up a calculated column.
  
  
  
  
• Show Total - Adds an optional Total at the top of the report, for that column.  The following options are available:
• Count - Counts the number of items in that column that display any value at all.  Items showing nothing in that column will not be counted.
• Sum - Adds up the items in that column.  The values in that column MUST be numbers, and must have the Column Format set to Integer, Decimal, or Currency.
• Average, Minimum, Maximum - the average, minmum or maximum of all items in that column.  The values in that column MUST be numbers, and must have the Column Format set to Integer, Decimal, or Currency.
  
  
• Total Caption - An optional heading displayed alongside or above the Total at the top of the report.
• Repeat data for Group Member(s) - This is an advanced option to be used when combining data from additional guests or other Groups.  It is discussed in detail under the Advanced Form Setup option.
  • For example, if you collect Company, FirstName, LastName for the primary registrant, but only collect FirstName and LastName for the additional guest, your report could not normally show CompanyName for any of the additional guests.  But, clicking this option is effectively saying 'all of the additional guests also have the field name "Company"' (even though the form did not collect that information), and therefore cascades that company name into all sub-guests.
• This option should only be selected for the primary registrant.  When selected it treats any data item entered for the main guest as if it was also entered for all additional guests.