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 Custom Reports - Editing

See a tutorial on editing & running custom reports

Below is a list of fields on the form for adding and editing a custom report.

Title
: The title or name of the custom report. To be able to group similar queries together in the alphabetical list, it may be helpful to prefix the title with common keywords.

DeBrowsefault: When created, each custom report can have saved with it a default output, including "Browse", "Download". Then when clicking a custom report from the main menu, the custom report's default output will come up in the "Output" list.  Here are the output options:

Browse: Displays all of the fields from the custom report in a table on the screen.  The columns appear in the order of the "selected fields" list when editing the custom report.

SpreadsheetDownload: Saves all fields from the custom report into a delimited text file for use in other applications like Excel, or a fixed-width text format for contributing to archive sites.  Note that a downloadable custom report must be defined to filter down to your own data.  You cannot download anyone else's data.

Map reportArea Map: When choosing this option, an additional choice offers which map to use, including a world map, USA state map, many European countries, and county maps for the 48 continental USA.  Then this map displays the output of the custom report, shoiwng the number of records per country, county, or province.  If multiple places (birth, christening, marriage, death, grave) are included in the output, this maps the first one that it is referenced.

Google mapGoogle Map:  The output goes to a Google map plotting the locations in the custom report.  If multiple places (birth, christening, marriage, death, grave) are included in the output, this maps the first one that it is referenced.  Clicking a pin shows the other information for each person related to that place.  Note that this works only for places that have been identified with latitude & longitude coordinates.  If you have places that are not identified on your map, see about getting the coordinates defined.

Category: As your number of custom reports grows, you may need some way to categorize them.  Typing something here will create an expandable subheading, containing all custom reports with this category.

Options:

Hide Border in Browse: In some cases, it may help the browse output to be able to display without the table border. Clicking this will turn the border off.

Hide Detail: Used with the "Grouping" option explained below, this hides the individual detail lines of a report, leaving only the subtotal and total lines.

Distinct: In some cases, the logic of a report may produce duplicate records in the output.  Checking this will eliminate the duplicates.

Full Memos: If a notes field is included in the output, by default it will be limited to only a few lines so that the length does not make the output too unwieldy.  Checking this tells it to show the full notes regardless of how long they are.

Notes: Any miscellaneous notes to record with the custom report. This may include notes on when to run it, what it means, etc. This information will show on the main menu when clicking on a custom report.

Selected Fields: This list shows all of the database fields. First (IN CAPS) is shown the description of the table or section of the system, and second is the name of the field.  If the "PERSON ID" field is included, in the output it becomes a link to that person's record -- so it's often helpful to include.

To select a field, either click once and then click "Include", or double-click. To select multiple fields, Ctrl- or Shift-Click the fields to select multiple, and then click "Include". Likewise to remove a field or fields that are already selected on the right.

To change the order that fields appear, click a field and then click the up or down arrow buttons to the right of the list of fields.

Selection Criteria:  This is where you specify which records you want to include or exclude in the output.  After selecting an option from the main list, a new row will appear where you can specify what kind of comparison and what it is compared to.  To remove a row previously selected, click the X on the right.

Note that by default, a custom report covers all branches on the site.  If you want it to include only your own, you need to include the "BRANCH" option to select yourself.

Sort By: Select the fields to use in controlling the order of the records in the output.  It works similar to the "selected fields" options above, moving fields from left to right. To set a field to sort in descending or reverse order, choose the "Z-A" option, and then include the field.

Grouping: When selected, the output will take the first number of fields, and will make that into a group header for all records containing that value.



Updated: 10-20-2010