Hirsch Electronics Learning Center Blended Learning Library

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Hirsch Electronics Learning Center Blended
Learning Library
Presents
Creating Customized Reports
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Report Manager Review

• The Printer Driver must be selected in Console gt
  Preferences for Report Manager to be viewed

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Report Manager Selection

• Report Manager is divided into five sections

Customization
DIGITRAC Configuration
History Logs
Person Information
Velocity Configuration
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Custom Report Review

• Selecting the correct report
• Under each report is default criteria
• SQL database field selectors
• Fields change by which report you select
• By deselecting the Default Criteria you enable
  the selection

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Deselecting Default Criteria Video
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Example of Custom Report

• To find activity through a specific door
• First question to ask What is the specific
  information needed?

Each report has different filters or functions to
select from

• Activity Transactions
• Specific Door DoorName
• When - Time

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Step One

• Selecting the correct report
• Remember each general report has different
  criteria or field selections

Because the request is for activity the
Transaction Log would be the report to
select Activity Transactions Specific Door
DoorName When Date and Time
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Step Two

• Uncheck Use Report Default Criteria
• The Field and Function selections enable

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Step Three

• Select the Function
• Choices are
• IS
• IS NOT
• IS concludes the field is apart of the definition
• IS NOT excludes the field in further definition

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Running the Custom Report
Step Four

• To run the report use the Preview
• This tells the Report Manager to use the new
  criteria selected

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Some Basic Filtering Concepts

• Here are some of the ideas of how the filter works

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IS Verses IS NOT

• Think of IS as a True statement and IS NOT as a
  False statement

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Second Function Selection

• Like value is similar you want reported
• Equal to value is identical and supplied
  selections are given from database
• Less than value is less than parameter and an
  additional field of or equal to appears
• Greater than value is greater that parameter
  and an additional field of or equal to appears
• Starting with value selected from variable
  window

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Example

• IS (true) LIKE parameter
• IS (true) Equal to parameter
• IS (true) Less than parameter
• IS (true) Greater than parameter
• IS (true) Starting with parameter

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OR

• IS NOT (false) Like parameter
• IS NOT (false) Equal to parameter
• IS NOT (false) Less than parameter
• IS NOT (false) Greater than parameter
• IS NOT (false) Starting with parameter

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Variable Window (Parameters)

• In the text box enter the parameters or select
  from those supplied by the database

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Adding The New Criteria

• By selecting the ADD button the new criteria is
  added

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Specifics

• AND/OR selection
• AND narrows the search and requires all items are
  present in the records searched
• OR broadens the search and includes all items or
  concepts present in the search

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AND

• Searching for John Smith

AND
Forces the search to include both criteria
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OR

• Searching for John Smith

OR
Gives either OR criteria
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The End Operator

• The End operator or Equal signals the end of all
  specified criteria
• The Blank selection is the END operator

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Report Criteria
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More Criteria

• Person Access Summary report does NOT have the
  field DATE and TIME

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Adding Fields

• The Transaction Log has the field of Date and Time

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Reading the Report
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Pop Quiz

• What is the difference between the Transaction
  Log and the Transaction Log by Transaction Type?

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Answer

• Do you want the information presented by date and
  time only
• Do you want the information separated by
  Transaction Type (Access Grant) and then by Date
  and Time?

OR
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Pop Quiz

• Does the Field selection relate to the type of
  report selected to begin with?

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Answer

• YES
• Each report has different criteria assigned
• By selecting the report the Fields are
• pre-selected for that report

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Simplifying the Custom Report

• Creating the same customized report can be
  difficult
• To make the report easier for Operators, a
  special report can be created
• The criteria or field selections can be
  simplified

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Creating the Custom Report

• Preview the report first to verify information is
  accurate

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Change the Parameters

• If report does not reflect proper information, go
  back and change the fields by removing and adding
  new

Highlight and right click to remove and try again
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Exporting the Custom Report

• From the report preview select Export

• Select the .RPT format

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Location of Export

• Exporting the report
• When Importing the Report Velocity will look
  automatically in the Report Folder

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An Example of Exporting a Report Video
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Creating a Report Group

• It is best if the Custom Reports are organized
  into a New Group
• Right click top folder section
• Select Add
• Select Group

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Creating Report Group Video
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Name the New Group

• At the Add Group dialog box type a name for the
  new group

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New Group Name Appears

• Under Report Manager the new group report name
  appears

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Naming the Report

• Name report for ease of use by Operators
• Must have the .RPT extension
• Here the John Smith report is being customized

• Click SAVE

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Importing the Custom Report

• Right click the Custom Report Group created
• Select Add gt Report
• From the Velocity Report folder select
• The new custom report just exported
• Select Open

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Importing Report Video
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New Custom Report

• Under the New Custom Group is the New Custom
  Report with an .rpt extension

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Report Definitions

• One of the most important reasons for creating
  custom reports is making the Field and Function
  selections simplified for the Operator
• One the Imported Custom Report is activated, the
  software will require the definitions
• These are the field selections

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Editing the Definitions

• By double clicking on the new Custom Report a
  dialog box appears

• Click Yes and the SQL table labels appear

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Renaming the Fields
SQL table fields
DATE and TIME
Alias or what will appear for selection
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What the Operator Does

• Selects the custom report
• Deselects the default criteria box
• Selects DATE and TIME
• The Field selections are now limited to just
  field definitions previously defined Here just
  the DATE and TIME, so the Operator only needs to
  fill in the DATE and TIME to produce the report

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Operator Runs Report

• The only field selection to run the custom report
  is the Date and Time
• The Function is pre-determined by the field
  selection

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Preview Report

• Operator only has to click Preview to run the
  customized report

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Report Specifics

• Report reflects the criteria programmed and only
  items on the selected Date and Time

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Creating a User Defined Field Report

• User Defined Fields One, Two and Three ONLY

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Location of Report

• Report under Person Information
• Active Credentials with UDF

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Now to Customize

• To customize the report to just a specific UDF
  field
• Highlight the report Active Credentials w/UDF
• Deselect User Report Default Criteria

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Field Selections

• Select Field
• UDF Field 1 Department
• Select Function
• Is
• Equal to will populate the list from UDF
  definitions
• Select the specific Department Report is created
  for
• Click ADD

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Preview Report

• Always preview report to check definitions
• By running report from the UDF it simplifies the
  number of records

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Simplified for the Operator
The only field to select
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Question

• Can I use any other UDF fields for reporting
  other than 1-2-3?

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Answer

• NOT from within Velocity
• Two options
• Hire Professional Services from Hirsch to create
  a report for you
• Be well versed in Crystal Reports version 10 and
  create the report and then import into Velocity

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Export the Custom Report

• The custom report definition was UDF 1 which was
  defined in Enrollment Manager
• This field can be defined to your company
• Export the report and name
• Import the report and define

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Report Definitions
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Operator Selections

• Now the Operator selections are limited
• The specific report can be run for only the
  Production Department

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Review Question

• The default reports directly affect which fields
  can be chosen?

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Answer
Yes each report has default fields associated
with the specific report
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Review Question

• What are all the export formats available for
  reports?

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Answer
Reports may be exported in the following formats,
but must be in RPT format to import
MS Word
Adobe - pdf
Tab Separated Text
Excel
TEXT
Rich Text Format
Crystal rpt
Separated Values -CSV
XML
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Review Question

• Always preview the report prior to setting report
  definitions?

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Answer

• Always preview the report prior to setting report
  definitions?

YES remember the export and import is how to
access the report definitions for the custom
report
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• This process makes getting the information in
  report format easier for the Operators
• For Customized reports built from Crystal Reports
  software contact
• Hirsch Electronics Professional Services

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