Table of Contents
The Report Output Management and Report Output Listing programs allow you to see samples of the reports available in RecTrac and Run them as needed. The program also offers command functions that allow you to control the reports that are available in the Report Output Management Listing.
- The Report Output Management tool should be used by RecTrac administrators to determine which Reports are available in the Report Output Listing.
- The Report Output Listing should be used by the bulk of your staff to both view and run the availalbe reports.
The left-hand panel of the Report Output Management screen contains a Report Headers DataGrid of Reports available in RecTrac. For ease of identification, the DataGrid is color-coded. Reports with no highlight color are "Dynamic Output" reports. Reports with a rose highlight color are "Fixed Output" reports.
- Dynamic Outputs - Dynamic reports use VSI's Report Output Builder and can be customized by cloning the default VSI Output.
- Fixed Outputs - Fixed Reports use a standard VSI Report Screen but have a fixed output which cannot be customized.
Highlight/select a report in the DataGrid. The right-hand panel will display a sample image of it.
Report Headers DataGrid Important Options
Along with standard DataGrid sort options, the Report Output Management DataGrid offers the following for filters for displaying reports:
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Output Type - Expand the Combo Box icon to make your selection(s).
- VSI Standard - This option will allow display of all VSI Standard Report Outputs.
- Custom - This option will allow display of all your Custom Report Outputs.
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Status - Expand the Combo Box icon to make your selection(s).
- Active - Active status reports are those which VSI feels are applicable to all RecTrac users, regardless of whether the report has "been around for years" or whether it was just introduced in the last build. So, for example, if VSI were to introduce a new Activity Report which we felt everyone would use, then we would give it an 'Active' status upon release.
- Inactive - Inactive Status reports will NOT display in the DataGrid. This is a display issue only. Inactive Status reports can be run as needed, either from this DataGrid (provided you enable this option) or from the standard Report Listing icon.
- New - New status reports are those which have been vetted and approved VSI under the assumption that they might not be for everyone. These are reports that have been created by our customers or by our staff. They are typically designed for a specific purpose and are used to augment missing functionality or statistics in VSI Standard report outputs. Often these outputs are a copy of an active VSI Standard report with some small changes. 'New' status reports may or may not be beneficial to your organization. With this in mind, these outputs must be set to 'Active' status in your database before they can be used. 'New' status reports are introduced in every build, so be sure to check for 'New' reports regularly. Follow the steps below to View and Activate 'New' VSI Standard reports.
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Licensed? Expand the Combo Box icon to make your selection(s).
- Yes - The DataGrid will display the reports for which your department is licensed. For Example: You own the Activity and Pass modules only. The DataGrid will display all VSI Standard and Custom Activity, Pass and System reports.
- No - The DataGrid will display the reports for which your department is NOT licensed. For Example: You own the Activity and Pass modules only. The DataGrid will display all VSI Standard and Custom reports from other RecTrac modules, such as POS, League, Locker, Rental, etc….
Note: As with all RecTrac DataGrids, a user's Permissions also determine which reports are visible. Reports that a user does not have Permissions to see will not appear in the DataGrid regardless of the filter settings mentioned above.
Report Headers DataGrid Command Buttons
Command Buttons at the bottom of the left-hand panel allow you to control the reports that are available in the Report Output Management Listing. Whether a button is active depends on whether you have selected a VSI Standard Report or one of your Custom reports. For purposes of example, a Standard VSI Report is selected in the image below. Button availability will change if you select a Custom Report Header.
Click Add to Add a Custom Report Header "on the fly." You will continue to the Report Header Update screen.
Highlight/Select a Custom Report Header and click Change to make modifications to it. You will continue to the Report Header Update screen.
Note: This option is available for Custom Report Headers only. You cannot make changes to VSI - Standard reports. To add or remove fields from a VSI - Standard Report, clone the report to create your own Custom Report Header, and then add and remove fields as needed using the new cloned Report Header.
Highlight/Select a Custom Report Header and click Delete to remove it from your system. Reports deleted here will no longer be available in RecTrac.
Note: This option is available for Custom Report Headers only.
Highlight/Select a Custom Report Header and click Clone to make a copy of it. You will continue to the Report Header Update screen, where the Header Description will be the name of the Header you selected with "-Clone" appended.
Highlight/Select a Custom Report Header and click Permissions to continue to the Report Header Permissions screen, where you can assign RecTrac Permissions to Report Headers individually or in bulk. Permissions determine which users can see and/or modify which Report Headers in RecTrac.
Click Export to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The Export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between RecTrac databases, if necessary.
Note: This option is available for Custom Report Headers only.
Click Import to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between RecTrac databases, if necessary.
Highlight/Select a Custom Report Header and click Change Status to change the Status of a Report Header. Status is a view option on the title bar for this DataGrid.
Note: The system does not provide a status change option; rather clicking the button works through a cycle going from going from New to Active, Active to Inactive, and Inactive to New.
Report Sample Tabs
Some Reports have Summary and Detail Output Options. Some Reports have a Detail Output Options only. Some Reports have a Fixed Output option only. The Tab(s) at the top of the right-hand panel allow you to toggle between the various output options, if any.
Notes:
- The information message "No Summary Output for this Report Header" means the report has a Detail output option only.
- A blank page display of "ZZZZZ - No Sample Report" means the report offers a Summary Output option but no sample .pdf has been created and converted to a viewable image.
Report Headers Sample View Command Buttons
Command Buttons at the bottom of the right-hand panel provide the functionality described below. Whether a button is active depends on whether you have selected a VSI Standard Report or one of your Custom reports. For purposes of example, a Custom Report is selected in the image below. Button availability will change if you select a VSI-Standard Report Header.
Click Update Output to continue to the Report Output Update screen for your Custom Report, where you can make changes.
Note: This option is available for Custom Report Headers only.
Click Run Report to go to the criteria selection screen for the report you've selected and run it.
Click Email Output to VSI to submit your Custom Report to VSI for inclusion as a VSI-Standard repot. If you have a Custom Report that you think other departments might run, you can email it to VSI. Your report will be reviewed for possible inclusion as a VSI-Standard Report in a future release.
Note: This option should NOT be used to open a Support Ticket with VSI in the event you are experiencing difficulty with your Custom Report output. In that event, contact Vermont Systems Support by phone at 887-883-8757 or generate a Support Ticket through the Customer portal of the Vermont Systems website using your Customer ID and password.
This option is available for Custom Report Headers only.
Add Output Sample - This functionality is not yet available.
Click Copy to Summary and answer Yes to the Challenge Message to copy your Custom Detail Report to Summary, if desired. The report will run exactly the same way in both iterations until changes are made.
Note: This option is available for Custom Report Headers only.
To exit this program, click 'X' on the upper right-hand corner of the title bar. You will be returned to the main Menu or the previous program.