Depending on the type of report that is required, custom criteria can be selected to print specific data. Some reports, however, require specific criteria to be added.

Entering or selecting criteria will ensure that the report's results will display only the required information. It also reduces the number of records that are processed and printed in a report, thus making it more readable and relevant.

Standard Criteria Dialog - Base Criteria Tab

The Base Criteria tab includes all foundation selection options for a report. Base criteria includes report options for major work flow stage, job status, division, region, and region/division. Making a selection for the base criteria is effectively selecting the pool of jobs to be searched.

Selecting a major work flow stage such as pre-administration, administration, construction, or maintenance will automatically select its minor stages. Individual minor work flow stages can be selected or de-selected by clicking the required stage name.

Selection of too many options may result in too many, too few, or no results on the report.

The Groups tab is divided into five sections:

Major Work Flow Stage: Displays the major and minor stages of the work flow.
Job Status: Displays the job status options.
Division: Displays the organisation's divisions.
Region: Displays the organisation's regions.
Region/Division: Displays the organisation's region/divisions.

Procedures

Selecting Base Criteria

Multiple selections can be made. If no ticks are present, the entire database will be searched.

From the Major Work Flow Stage group, select the required stages.
From the Job Status group, select the required job status.
From the Division group, select the required divisions.
From the Region group, select the required regions.
From the Region/Division group, select the required region/divisions.

Standard Criteria Dialog - Field Criteria Tab

The Field Criteria tab is used to select specific field criteria that will be used for report record selection. As the Standard Criteria dialog is based on an already established report, some criteria may already appear in the Required Criteria list.

Selection of too many options may result in too many, too few, or no results on the report.

The Field Criteria tab is divided into four sections:

Groups: Displays the available field criteria groups.
Fields: Displays the fields available for a selected group.
Required Criteria: Selected criteria that MUST be satisfied by the report results. Though multiple fields can be used as criteria, a particular field can only added to the Required Criteria list once. Required criteria is an AND operator.

Example

If you add House Type = A and House Type = B, there will be no results returned because there will be no records that have more than one house type allocated. The records returned for the criteria in this panel must match each of the fields listed. To search for records that have House Type A or House Type B, these must be added in the Optional Criteria by Group list.

Optional Criteria by Group: Selected criteria that may be satisfied by the report results. Up to ten optional criteria groups can be selected. Optional criteria is an OR operator, meaning that the records returned could have any of the criteria listed.

Example

If you want to see all the records that have been allocated to Administrator A and Administrator B, these can be entered as Optional Criteria Group 1 and Optional Criteria Group 2. Records that have Administrator A or Administrator B allocated will be considered in the results.

If using Optional Criteria By Group, more than one should be created. If there is only one selection, users should place that criteria in the Required Criteria list.

Procedures

Adding Criteria To A Report

Default criteria in the Required Criteria list can be modified by double-clicking on an item.

From the Groups list, select the required criteria group. The Fields list will be updated.
From the Fields list, select the required criteria.
Select the Required Criteria or Optional Criteria By Group list to which the criteria will be allocated.
Click . The Field Criteria dialog will be displayed. The tab displayed is determined by the data type of the selected field (Boolean, Number, Currency, Data, Time, String, or List).
- Select the field criteria option(s).
- Click OK. The Field Criteria dialog will close and the new item of criteria will be displayed in the chosen list.

Standard Criteria Dialog - Groups Tab

The Groups tab is used to identify the way in which the printed report will be grouped. Groups are further sub-headings within a report (for example, a report may display grouped headings based on regions (e.g., east, west, north, south) or the work flow stage (i.e., pre-administration, administration, construction, maintenance)). The default report groups for the selected report are automatically displayed in the Report Groups list.

The Groups tab is divided into three sections:

Groups: Displays the available field groups.
Fields: Displays the fields available for a selected group.
Report Groups: The report groups that will be used as sub-headings in the report.

Procedures

Changing The Default Grouping For A Report

From the Groups list, select the required field group. The Fields list will be updated.
From the Fields list, select the required field to group on.
Click . The Report Groups list will be updated.

As not all field content is suitable to be used as a group, the Fields list may display less data than was available on the Field Criteria dialog.

Standard Criteria Dialog - Sort Tab

The Sort tab is used to identify the way in which the records on the printed report will be sorted within each group.

Example

A report may be based on an alphabetical ordering of the client name or a descending client number.

Each report includes one or more default sort templates, which can be selected to determine the sort order of the records on the report. These are Client Reference Name, Job Address, and Site Start, Job Address. Any of these can be selected and moved to the Sort Fields list by clicking .

However, the sorting of a report may be customised by selecting the required fields and moving them to the Sort Fields list in the order in which they need to be sorted.

The Sort tab is divided into four sections:

Groups: Displays the available field groups.
Fields: Displays the fields available for a selected group.
Sort Templates: Displays a drop-down list of pre-configured sort order templates.
Sort Fields: Displays the fields selected to determine the order of the report.

Procedures

Selecting A Sort Order For A Report

From the Groups list, select the required field group. The Fields list will be updated.
From the Fields list, select the required sort field.
Click . The criteria will be added to the Sort Fields list.
To change the direction of a sort from Ascending to Descending (and vice versa), double-click a field in the Sort Fields list.

Selecting A Sort Order Template For A Report

From the Sort Templates drop-down list, select a sort template.
Click . The template will be added to the Sort Fields list.

Standard Criteria Dialog - Multi Print Tab

The Multi Print tab is only available by printing, instead of previewing, a report.

Multi print is a feature of Framework ECM reporting that allows a separate report to be printed for each member of a list or entity field.

Multi print provides a quick solution to printing many standard reports with the same criteria for a number of different members at one time, drastically reducing the time taken to select criteria and printing these reports separately.

Procedures

Creating A Multi Print Report

From the Groups list, select the required field. The Fields list will be updated.
From the Fields list, select the required multi-print field.
Click . The criteria will be added to the Multi-Print Values list. The list will display values that can be selected.
To select individual items, click the items in the Multi-Print Values list. A tick will appear in the Print column.

Standard Criteria Dialog - Formulas Tab

The Formulas tab is used to view and edit the properties of the default report formulas. It is used to show or hide specific areas of a report that have formulas attached. Only the value of an existing formula within the report can be edited on this tab.

Formulas are added to a report template via the Template screen

Procedures

Changing The Value Of A Formula

From the Formulas list, select a formula.
Click Edit. The Report Formula Value dialog will be displayed.
Edit the Value field.
Click OK.
The formula dialog will close and you will be returned to the Standard Criteria dialog for further selections.

Standard Criteria Dialog - Advanced Tab

The Advanced tab is used to make specific changes to a selected report. This is useful to record details of the criteria or to give a title based on the report outcome required.

Example

If a standard administration report is being run to determine outstanding permits, this can be typed into the Title, Description or Notes fields.

A report based on an existing profile with some modifications can also be saved as a new report. This is particularly useful when such a report will be used regularly, removing the need to enter the same criteria each time the report is printed.

When OK is clicked, any changes to the current report will only be applied to the current preview or print. It will not save any criteria selections. To update the criteria selections for the profile permanently, or to create a new profile based on the current one, use the Save button.

Report Group

Field

Description

Type

Type of report. In many reports, this is automatically populated.

Example: Work Flow, Production Schedule, Activity, etc.

Title

Title of the report.

Description

Description of the report.

Notes Group

Field	Description
Special	Free text area for notes regarding the special notes. This text may appear on the resulting report, depending on the report appearance and structure.
User	Free text area for notes regarding the user notes. This text may appear on the resulting report, depending on the report appearance and structure.

Base Selection Formula Group

Field

Description

Base Selection Formula

Add or modify the current Crystal Reports base selection formula.

Example: This formula option is used when the report requirements exceed those that can be met by the field criteria available.

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