The Report Options screen allows you to print, preview, and email reports from RecTrac in various file format types. You have the ability to allow multiple - simultaneous - output selections for Printing, Scheduling is also available.
Default Output Options are maintained on the Daily Processing profile • Reporting Default Options Group to which your User ID is linked.
Generally speaking, most Report Options screens have a look similar to the one pictured below. Some reports offer variations to this screen depending on the specific options offered for the report. Use the "i" icon on the upper right-hand corner of the screen for Field Level definitions, if needed.
Sort Options
To access Sort Option, expand the Group. The Sort Options Dual Selection List allows you to determine which columns will display on your report and how they are ordered from left to right.
To manipulate the Dual Selection List:
- To Add All or Remove All from one side or the other, click the applicable button.
- To add or remove single-column headers from one side of the Dual Selection List to the other, double-click on it with your mouse.
- To move a column header up or down in its field, click with your mouse and then "drag and drop" as needed.
File Format
File Format options vary by report. Only those output options available for the report you are running are listed.
- PDF - Outputs in Portable Document Format (.pdf). This option is available for all reports in RecTrac.
- CSV - Outputs in Comma Separated Value format (.csv). .CSV files will open in most spreadsheet program, such as Microsoft Excel.
Note: The CSV Raw Data output option is just that; an output of the Report Detail Raw Data that is used to generate the .PDF version of a report. The .CSV file will contain NO formatting, Page Headers, SubHeaders, Totals, or SubTotals. This is by design, so customers can access the Raw Data and do their own sorting, subtotaling, totaling in a .CSV editor such as MS Excel. When outputting to .CSV, the file will provide a column for each Report Detail field added to the specified report output. The CSV Summary output option (where available) provides an output similar to the summary .pdf.
- XML - Outputs in Extensible Markup Language format (.xml). .XML files will open your default .XML editor and in most web browsers.
- iCal - Outputs in iCalendar Format (.ics file type). .ICS files can be imported into such calendar programs as Apple iCal, Microsoft Outlook, and Google Calendar, etc….
- Print Selection Criteria - When this option is selected, report selection criteria will be listed in the "footer" of the report you're running.
Schedule Only Options
- Dashboard Chart or Table - Outputs as a Dashboard App. When selecting this option, you MUST Schedule the report to run. Additionally, a Chart must be created to graph the output.
See Also: Topic Doc - Dashboard Charts and Tables.
Output Options
Output options are Print, Preview, and Email. Any or all may be selected. The default Output Options for this screen are maintained on the Daily Processing profile • Reporting Default Options Group to which your User ID is linked.
Email Options
Email Option fields are available only if you select the Email Report Output Option
- Email Address - The default "To" address is the email address linked to your User ID in User Management. Accept this address or overwrite as needed.
- Email Subject - The text you enter will be used as the Email Subject. Leave this field blank to use the RecTrac program-generated subject, "RecTrac Report" as the Email Subject.
- Email Body - The text you enter will be used as the body of the email. Leave this field blank to use the RecTrac program-generated email body as determined by the settings on your Email profile.
Click Continue to process the report.
Click Schedule to continue to the Schedule Generator screen where you can schedule the report to run at regular intervals. When a scheduled report runs, it will use the Output Selection(s) and File Type(s) you select here.
Click Cancel to return to the previous screen without running the report.
Additional Settings
Sort Option (ReportOptions_SortOption)
The Sort Options Dual Selection List allows you to determine which columns will display on your report and how they are ordered from left to right.
Accept the default setting (ALL selected, NONE available) or make alternate selections as desired.
THEN
Order the fields from Top to Bottom in the Selected column as needed. The order from Top to Bottom reflects the column order from Left to Right on the report output.
To manipulate the Dual Selection List:
- To Add All or Remove All from one side or the other, click the applicable button.
- To add or remove single column headers from one side of the Dual Selection List to the other, double-click on it with your mouse.
- To move a column header up or down in its field, click with your mouse and then drag and drop" as needed.
iCal (Report_iCal)
Select this option to have the report output in iCalendar Format (.ics file type). .ICS files can be imported into such calendar programs as Apple iCal, Microsoft Outlook, and Google Calendar, etc….
DeletePDF (Report_PDF)
Select this option to have the report output in Portable Document Format (.pdf). This is the default option for most RecTrac reports.
DeletePrint Selection Criteria (Report_SelectionCriteria)
Select this option to have your selection criteria included as a footer" on your report. "Selection criteria" are the selections you made on the report screen prior to advancing to this screen.
Note: When opting to include Selection Criteria any fields that you leave blank (unpopulated) print the field name and "<blank>" in the Selection Criteria section.
For Example: When using Range fields and leaving the Beginning Code at its default blank setting:
REPORT SPECIFIC CRITERIA
Record Status: Active
Transaction Type: Purchase
Member Status: Change Denied New Removed
Begin Pass Code: <blank>
End Pass: ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ
CSV (Raw Data) (Report_CSV)
Select this option to have the report output in Comma Separated Value format (.csv). .CSV file types will open in most spreadsheet programs, such as Microsoft Excel.
THEN
Expand the Drop-down list and select your CSV Summary Option, if available.
Note: The CSV Raw Data output option is just that; an output of the Report Detail Raw Data that is used to generate the .PDF version of a report. The .CSV file will contain NO formatting Page Headers SubHeaders Totals or SubTotals. This is by design so customers can access the Raw Data and do their own sorting subtotaling totaling in a .CSV editor such as MS Excel. When outputting to .CSV the file will provide a column for each ReportDetail field added to the specified report output. The CSV Summary output option (where available) provides an output similar to the summary .pdf.
CSV Summary Option (Report_CSVOption)
This option is applicable only if the report you're running has a CSV output option and only if the report also has a true Summary Output option and you're running in Summary mode.
Expand the Drop-down list and select your CSV Summary Output option:
- Summary Data - This output option provides a Summary .csv output similar to the Summary .pdf.
- Raw Data - This option is just that; an output of the Report Detail Raw Data that is used to generate the Summary .PDF version of the report. The .CSV file will contain NO formatting Page Headers Sub Headers Totals or Subtotals. This is by design so customers can access the Raw Data and do their own sorting subtotaling totaling in a .CSV editor such as MS Excel. When outputting to .CSV the file will provide a column for each Report Detail field added to the specified report output.
XML (Report_XML)
Select this option to have the report output in Extensible Markup Language format (.xml). .XML files will open your default .XML editor and in most web browsers.
DeleteDashboard Chart or Table (Report_Chart)
Select this option to have your report output as a Dashboard Chart. When selecting this option, you MUST Schedule the report to run. Additionally, a Chart must be created to graph the output.
See Also: Topic Doc - Dashboard Charts and Tables.
DeletePrint Report (ReportOptions_PrintReport)
Select this option to queue the report to a printer and have a hard copy created.
THEN
Accept the default printer or expand the Drop-down list to select another printer as needed. The printers listed will be those that have been added to your workstation in Windows.
Default options for Print, Preview and Email are defined on your Daily Processing profile • Reporting Default Options group.
Note: To print a report from RecTrac VIC must be installed and running on the workstation.
See Also: Topic Doc - VIC Installation using Windows Installer.
Preview Report (ReportOptions_PreviewReport)
Select this option to have the report open in Preview Mode upon completion. From the preview, you can print or save the report as needed.
Default options for Print, Preview and Email are defined on your Daily Processing profile • Reporting Default Options group.
DeleteEmail Report (ReportOptions_EmailReport)
Select this option to email the report upon completion.
THEN
Address the Email Options group that appears on screen and make changes as needed. The report will be sent to the address listed in the Email Address field.
Default options for Print, Preview and Email are defined on your Daily Processing profile • Reporting Default Options group.
DeleteFTP Report (ReportOptions_FTPReport)
Select this option to send the report to an FTP site upon completion.
THEN
Address the FTP Options group that appears on screen. The report will be sent via File Transfer Protocol to the FTP connection selected in the FTP Connection field.
sFTP Report (ReportOptions_sFTPReport)
Select this option to send the report to an sFTP site upon completion.
THEN
Address the sFTP Options group that appears on screen. The report will be sent via Secure File Transfer Protocol to the sFTP connection selected in the sFTP Connection field.
(ReportOptions_Printer)
Select this option to queue the report to a printer and have a hard copy created.
THEN
Accept the default printer or expand the Drop-down list to select another printer as needed. The printer listed will be those to which have been added to your workstation in Windows.
Default options for Print, Preview and Email are defined on your Daily Processing profile • Reporting Default Options group.
Note: To print a report from RecTrac VIC must be installed and running on the workstation.
See Also: Topic Doc - VIC Installation using Windows Installer.
Send Report Debug Email To (ReportOptions_DebugEmailAddress)
This field should be used only when advised by a VSI Implementation & Support Team Member.
Enter a full email address in this field (i.e. supportrepresentative@rectrac.com). When you run the report a debugging log will be sent to the email address listed in this field.
Generally speaking you will use this field to send debugging information about your report to a member of the VSI Operations Support Team. You will do this in the event the report is generating unexpected results. The information in the debug email includes: Report RunAs User Report Screen w/Screen Design Report Output Description and ID Report Output Options (Summary vs. Detail) Report Base Table Report Query String Generated and Report Query Indexes Used.
DeleteEmail Address (ReportOptions_EmailAddressReport)
This field is applicable only if the Email Report option is selected.
Enter the Email Address(es) of those to whom you wish to email this report. The report you generate will be sent as an email attachment in the File Format(s) selected to the email address(es) listed here. By default this field is populated with the Email Address if any linked to the User who is running the report. Email Addresses are linked to RecTrac User IDs in User Update.
To include multiple recipients separate email addresses with a comma and no space. For Example: john@rectrac.com paul@rectrac.com george@rectrac.com ringo@rectrac.com
DeleteEmail Subject (ReportOptions_EmailSubject)
This field is applicable only if the Email Report option is selected.
Accept the default entry <blank> or enter text in this field if desired. The text you enter will be used as the Email Subject.
Leave this field blank to use the RecTrac program-generated subject RecTrac Report as the Email Subject.
DeleteEmail Body (ReportOptions_EmailBody)
This field is applicable only if the Email Report option is selected.
Accept the default entry <blank> or enter text in this field if desired. The text you enter will be used as the body of the email. Any text in this field will print in addition to whatever text is included in the Email Template Comment Code you use for Reports as defined on your Email profile.
Leave this field blank to use the settings on your Email profile only.
DeleteFTP Connection (ReportOptions_FTPConnection)
Click the Picklist icon to select the FTP Connection code you wish to use for this report.
FTP Connection Codes are maintained in System Code Management. Type = FTP Connection.
Note: In the event the FTP Site requires and/or accepts passive transport add " passive" to the end of your URL. For Example: ftp://www.vermontsystems.com/reports/ passive
Ask the FTP Site's owner if you are unsure whether or not passive transport is required/accepted.
FTP Directory (ReportOptions_FTPDirectory)
Enter directory on the FTP site to which you want this report sent.
- Leave this field blank to have the report sent to the root of the FTP site as dictated on your FTP Connection System Code.
- If the directory structure is only one deep then you do not need a pre-pended slash. For Example: reports.
- If the directory structure contains multiple directories, then you must separate them with slashes. For Example: reports/pass_management.
Notes:
- If you opt to use a directory structure the system will look for the folder on the FTP site. If it is not found the system will attempt to create it. If the system cannot create the folder it will export the file to the root of the sFTP site.
- If the Connection URL on your FTP Connection System Code contains a directory structure then the system will include that with whatever directory structure you enter here. For Example: Your FTP Connection URL is "ftp://www.vermontsystems.com/reports/." You enter "reports" in this field. When you process the report the system will place the file in ftp://www.vermontsystems.com/reports/reports."
FTP Filename (ReportOptions_FTPFileName)
Enter the file name you wish to use for this report, if desired. A file extension is not needed.
Or
Leave this field blank to use the RecTrac report file name.
sFTP Connection (ReportOptions_sFTPConnection)
Click the Picklist icon to select the sFTP Connection code you wish to use for this report.
sFTP Connection Codes are maintained in System Code Management. Type = sFTP Connection.
DeletesFTP Directory (ReportOptions_sFTPDirectory)
Enter directory on the sFTP site to which you want this report sent.
- Leave this field blank to have the report sent to the root of the sFTP site as dictated on your sFTP Connection System Code.
- If the directory structure is only one deep then you do not need a pre-pended slash. For Example: reports.
- If the directory structure contains multiple directories, then you must separate them with slashes. For Example: reports/pass_management.
Notes:
- If you opt to use a directory structure the system will look for the folder on the sFTP site. If it is not found the system will attempt to create it. If the system cannot create the folder it will export the file to the root of the sFTP site.
- If the Connection URL on your sFTP Connection System Code contains a directory structure then the system will include that with whatever directory structure you enter here. For Example: Your sFTP Connection URL is "ftp://www.vermontsystems.com/reports/." You enter "reports" in this field. When you process the report the system will place the file in ftp://www.vermontsystems.com/reports/reports."
sFTP Filename (ReportOptions_sFTPFileName)
Enter the file name you wish to use for this report, if desired. A file extension is not needed.
Or
Leave this field blank to use the RecTrac report file name.