FMx Reporting - Creating Express Reports

FMx Reporting - Creating Express Reports

Document Release Date: 7/14/2016

Edition: 1

1 FMx Reporting - Creating Express Reports

Legal Notices Copyright Notices © Copyright 1994-2016 FM:Systems, Inc. All rights reserved. Confidential computer software. Valid license from FM:Systems required for possession, use or copying. Warranty The only warranties for FM:Systems products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. FM: Systems shall not be liable for technical or editorial errors or omissions contained herein. The information contained herein is subject to change without notice. Trademark Notices

FM:Systems® is a registered trademark of FM:Systems, Inc.

FM:Interact® is a registered trademark of FM:Systems, Inc.

FM:CAD® is a registered trademark of FM:Systems, Inc.

FM:Mobile™ is a trademark of FM:Systems, Inc.

AutoCAD® and Revit® Architectural Suite are registered trademarks of Autodesk, Inc.

LEED® is a registered trademark of the U.S. Green Building Council.

Green Globes™ is a trademark of ECD Energy and Environment Canada.

iPad® ,iPhone®, and Safari® are registered trademarks of Apple, Inc.

Firefox® is a registered trademark of Mozilla.

Blackberry® is a registered trademark of Research In Motion.

Adobe®, Adobe logo®, Acrobat® and Acrobat Logo® are trademarks of Adobe Systems Incorporated.

Microsoft®,Windows®,Windows NT®,Windows® XP,Windows Mobile® and Windows Vista are U.S. registered trademarks of Microsoft Corporation.

Oracle® is a registered trademark of Oracle Corporation and/or its affiliates.

All other brand names, product names or trademarks belong to their respective holders. Published By: FM:Systems 2301 Sugar Bush Rd. Suite 500 Raleigh, NC 27612, USA


Table of Contents Activity 1, Use Report Management to Define a New Report ........................ 3

Activity 2, Create a Simple Express Report ..................................................... 5

Step 1, Select the Categories to Include ..................................................... 5

Step 2, Add Fields to the Layout ................................................................. 6

Step 3, Navigate the Report ........................................................................ 7

Step 4, View the Report in the Navigation Menu ....................................... 8

Activity 3, Update the Report with Sorting ..................................................... 9

Activity 4, Update the Report with a Filter ................................................... 10

Activity 5, Apply Formatting to the Report Layout ....................................... 11

Step 1, Formatting option in the report “Layout” tab… ........................... 11

Step 2, Formatting option in the report “Options” tab….......................... 12

Activity 6, Schedule the Employee Directory Report to Run Automatically . 14

Activity 7, Review or Update Currently Scheduled Report Jobs ................... 18

Activity 8, Create an Express Report Using Grouping and Totals ................. 19

Step 1, Create the basic report… .............................................................. 19

Step 2, Format the report… ...................................................................... 23

Add labels… ........................................................................................... 23

Adjust colors and fonts… ....................................................................... 24

Add borders and adjust column widths… ............................................. 25

Turn off the display of the grid… ........................................................... 25

Step 3, Suppress the detail rows… ............................................................ 26

Activity 9, Adjusting the Report Sorting and Columns While Viewing a Report

....................................................................................................................... 27


Activity 1, Use Report

Management to Define a New

Report FMx Reports are defined through the report designer accessed through Report Management. The reports are module specific. Access the Report Manager under the module you want to create a report for. In the following exercises we will use Space Management. Steps:

Sign-in to FM:Interact

o User: khealy

o Password: fms

Navigate to: Space Management

Reports Report Management

The “Report Management” view can be set

as a “favorite” in the navigation tree to

enable easier access.

Click “Add Report”

Note: A user must belong to a “Role” with the

Content Privilege “Manage my reports” in

order to view the Report Management option

and be able to add reports.


In the Report details pane

Select the Report Type of “FMx Report”

Select the FMx Report Type: of “Express

Report”

Enter a unique Report Code. Example:

“kh01”

Enter a Description for the report.

Click “Save & Open Designer”

Result: The Express Report wizard is launched.


Activity 2, Create a Simple

Express Report

Step 1, Select the Categories to

Include In the “Categories” tab of the “New Express

Report” window select a category to include

in the report by double clicking on the

category, dragging and dropping the

category into the list on the right, or

selecting the category and clicking the

“Add” button.

Note: selecting one category will limit the

subsequent categories to those that are

related.

Example: Drag and drop the “Employees &

Space (N0)” category to the right to include

it in the report.

Click the “Layout” tab.

We will add “sorts” and “filters” in a later

exercise.


Step 2, Add Fields to the Layout Add the following fields to the layout by

double clicking the field name, dragging and

dropping the field into the “Data Field” list

or selecting the field and clicking “Add”.

o Employee (ENAME)

o Email (EMAIL)

o Phone (PHONE)

o Job Title (TITLE)

o Group Code (GROUP_)

Result: the selected fields are added to the

report layout along with the report title and

column header row.

Click the disk icon ( ) in the upper right

corner, or the “Save” button in the lower

right corner to save the report.

Click the run icon ( ) in the upper right

corner to run the report.

Result: a new tab is added with the output

of the report.


Step 3, Navigate the Report Use the arrows ‘<<, <, >, >>’ to navigate the

report.

Enter a name in the search box and use the

up or down arrows to search for the text in

the report.

Example: Sandra

Use the export button ( ) to export the

report as a PDF file.

When you are done, close the report

window by clicking the ‘X’ at the top right of

the window.


Step 4, View the Report in the

Navigation Menu In order to see a new report in the navigation

menu, a user must sign out and sign in to the

system.

Sign-out

Sign-in to FM:Interact

o User: khealy

o Password: fms


Reports

Result: the new report “Employee

Directory” is now listed under the heading

“My Reports”

Select the report “Employee Directory”

Result: the results of the report are

displayed.

Note:

o The report can be exported ( )

from the report viewer just like you

did from the report designer.

o The report can be set as a “favorite”

in the navigation tree to enable

easier access.


Activity 3, Update the Report

with Sorting Steps:

If you are not already signed-in, sign-in to

FM:Interact

o User: khealy

o Password: fms



Select the report “Employee Directory” and

click “Open Designer”

Let’s sort our employee directory by last name

then first name.

In the Express Report designer, click the

“Sorts” tab.

Select one or more fields to sort the report

by, and select the sort order (ascending /

descending).

Example: LNAME (LNAME), FNAME

(FNAME)

The fields will be sorted in the order they are

listed. You can change the order by clicking

the arrow to the right of the field in the “Sort

By” list.

Save and run the report to view the change

to the output.

Result: the output is sorted by last name

and first name.


Activity 4, Update the Report

with a Filter Let’s add a filter to only show employees whose last name is not blank. Steps:

In the Express Report designer click the

“Filters” tab.

Add a filter to the LNAME (LNAME) field by

double clicking, dragging and dropping, or

selecting the field and clicking “Add”

Select the LNAME (LNAME) field in the

“Filter By” list

In the comparator dropdown below the

“Filter By” list choose “Not Equal To”

Result: the filter condition is listed in the

“SUMMARY” box


to the output.

Result: the output is restricted to

employees with last names


Activity 5, Apply Formatting to

the Report Layout Next let’s make some improvements to the look

of the Employee Directory report.

Step 1, Formatting options in the

report “Layout” tab… Steps:


“Layout” tab.

Double click on each cell in the column

header row to update the labels. For

example, change the heading “Employee

(ENAME)” to “Employee Name”.

Select the cell with the report title and use

the formatting tool bar to update the

background color, or font style.

Select and format multiple cells at once by

holding the Ctrl or Shift keys as you select

cells.

Control how numbers or dates are

displayed as well as setting cell borders by

right-clicking a cell and selecting “Format

Cell” or by selecting one or more cells and

clicking the Format Cells button ( ).

In the very first row of the report you can

click and drag the column dividers to adjust

the cell widths to better fit the data.


Click the “Layout Options” button ( ) and

add at least two “Alternating Shading

Colors.” These options will be cycled

through in the detail rows.


to the output.

Result: the report is updated with your

formatting changes.

Step 2, Formatting options in the

report “Options” tab… Steps:


“Options” tab.

Experiment with the following formatting

options:

In the “General” section

o “Include Setup Info” will display

category, filter and sort

information.

In the “Export” section

o “Show Grid” will turn on or off the

display of cell borders that have not

been explicitly formatted.

o “Simulate PDF” will turn on or off

the display of the report paginated

to simulate the PDF export. Turning

this off can be useful for viewing

reports with many columns.


o “Page Size” and “Page Orientation”

determine the page setup options

for export as well as display for

“Simulated PDF.”

o “Fit to Page Width” will adjust the

column width to fill the defined

page size.


to the output.

Result: the report is updated with your

formatting changes.

Close the Report Designer window.


Activity 6, Schedule the Employee

Directory Report to Run

Automatically FMx Reporting can be configured to allow users

to schedule reports to run at a later time or on

a recurring schedule, for example the first of

each month. Scheduled reports are typically

configured to be e-mailed to recipients as an

attachment in one of the following formats:

PDF, XLS, CSV, RTF. PDF and XLS files can

additionally be password protected if desired.

Note: The FMx Report scheduling feature must

be installed and configured by the

administrator. The user must belong to a Role

that has both the “Manage My Reports” and

the “Schedule Reports” privileges assigned.

Steps:


FM:Interact

o User: khealy

o Password: fms



Select the report “Employee Directory” and

click “Schedule”


In the “Schedule Report” window, fill in the

“Recurrence” tab:

o Schedule Name: a name for this

schedules job. Example: “Employee

Directory Every 10 Minutes” <1>

o Export Type: select the file type the

report should be delivered in.

Example: PDF <2>

o Password: if the file type is PDF or

XLS, you may set an optional

password for the file. Example: (no

password)

o Execute Immediately: Select if the

scheduled report should be

executed immediately instead of on

a recurring schedule. This is used to

create a password protected export

of a report. Example: (leave

unchecked)

o Schedule Time: the time of the day

the scheduled report should be

executed. (10 minutes from the

current time) <3>

o Repeat Every…: Check this box and

complete the schedule if the report

should be run repeatedly within a

day; including how often to execute

the report and an end time.

Example: Repeat Every… (checked),

0 hours, 10 minutes, until 11:00 PM

<4>


o Recurrence Pattern: select if the

scheduled job should run only once

or repeat daily, weekly, monthly or

yearly. Example: Daily <5>

o If the scheudle will repeat, select

the interval. Example: Every 1 day

<6>

o Range of Recurrence: Select the

date the recurring schedule should

start. Example: (today’s date)

o End Date: Specify the end date for

the schedule. Options include, no

end date, ending after a specified

number of occurances, or a specific

date. Example: No end date

Clickt “Next” to move to the “Filters” tab.

In the “Filters” tab you can add, remove or

edit the default filters for the report. If you

would like the report run with the default

filters you don’t need to make any changes

on this tab. Example: (don’t make any

changes to the default filters)

Click “Next”


On the “Recipients” tab complete the email

recipient information.

o To: the email address of the

person(s) who should receive the e-

mail with the report attachment.

Example: [email protected]

o Subject: the subject line of the e-

mail. Example: Employee Directory

Report

o Message Body: Add any text you

would like to have included in the

e-mail message: Example: Attached

is the current employee directory.

Click “Finish”

Result: A message informing you the report

has been scheduled is displayed.

Close the “Schedule Report” window.

In our example we have scheduled the report

to run every 10 minutes. This not a typical

schedule, but for training purposes will allow

us to see that the report is being run on a

regular schedule.

To view the report, open the e-mail program

(Mozilla Thunderbird) and observe that

starting at the “Scheduled Time” and every

10 minutes thereafter the report is e-mailed

to the user.


Activity 7, Review or Update

Currently Scheduled Report Jobs Steps:


FM:Interact

o User: khealy

o Password: fms



Click “Manage Schedules”

Users can view information about their

scheduled jobs including the last time they

were executed and the next time they are

scheduled to be executed.

Users can edit a scheduled job by clicking

the edit button ( ).

Users can delete a scheduled job by clicking

the delete button ( ).

Users can clear any completed or deleted

jobs from the queue by clicking the “Flush”

button.

Users can update the list by clicking the

“Refresh” button.


Activity 8, Create an Express

Report Using Grouping and

Totals In this example we will create a report similar to

the one shown on the right. This report will

include fields from multiple categories and use

grouping and summary options avialble in the

Express Report bulider to display a total count

of rooms by building for each department.

Step 1, Create the basic report… Steps:


FM:Interact

o User: khealy

o Password: fms



Click “Add Report”

Select:

o Report Type: FMx Report

o FMx Report Type: Express Report

o Report Code: kh02

o Name: Dept. Room Count

o Description: Department Room

Count by Building

Click “Save & Open Designer


In the “New Express Report” Window,

“Categories” tab add the following

categories:

o Group Codes (G0) – This category

includes the group name

o Space Inventory (A0) – This

category has the list of rooms and

what group is assigned

o Buildings (B0) – This category has

the building name

Click “Next”

In the “Sorts” tab add the following fields in

this order:

o From the Group Codes (G0)

category: Group Name

(GROUPDESC)

o From the Buildings (B0) category:

Building Description (BLDGDESC)

Click “Next”

In the “Filters” tab do not add any filters.

Click “Next”


In the “Layout” tab, add the following field

to the report layout in this order:

o From the Group Codes (G0)

category: Group Name

(GROUPDESC)

o From the Buildings (B0) category:

Building Description (BLDGDESC)

o From the Space Inventory (A0)

category: Room# (RMID)

In the “Data Field” grid, change the

“Summary Function” for RMID to “Count”

In the “Summarize By” list, click on the

name “Group Codes (G0)” to open the

options dialogue.

In the “Summarize By” dialogue select the

following:

o Summarize by each unique: Group

Name (GROUPDESC)

o Add space before each unique item:

(Checked)

o Include Header at the beginning:

(Checked)

o Heater Text: Group Name

(GROUPDESC)

o Include Total at end: (Checked)


In the “Summarize By” list, click on the

name “Buildings (B0)” to open the options

dialogue.

In the “Summarize By” dialogue select the

following:

o Summarize by each unique: Building

Description (BLDGDESC)

o Add space before each unique item:

(Un-Checked)

o Include Header at the beginning:

(Checked)

o Heater Text: Building Description

(BLDGDESC)

o Include Total at end: (Checked)

Check the box for “Grand Total”

Save and Run the report to see your

progress so far.


Step 2, Format the report… Notice that while the data in the report is

accurate (the list of departments, buildings,

room, and counts) the basic formatting is not

easy to read. Let’s adjust the formatting to

make the report more readable.

Add labels…

Steps:

In the Report Designer, “Layout” tab, click

on the cell of the report title and change

the text and color. Example: “Department

Room Count by Building”, light green. <1>

In the column header row, change the

column names and font size: <2>

o Column 1: “Department / Building”

o Column 2: (Blank)

o Column 3: Room Count

o Change the font size for all three

cells to 12

In an empty cell next to “Count for

Buildings” enter the text: “Building Total”

<3>

In an empty cell next to “Count for Group”

enter the text: “Department Total” <4>

In an empty cell next to “Count for Report”

enter the text: “Grand Total”


Adjust colors and fonts…

Steps:

Select the Group Code Header row and the

Count for Group Codes row. <1>

Tip: Select multiple cells by using Shift+Click

or Ctrl+Click.

o Set the background color to a

darker blue

o Set the font size to 10

o Set the font style to bold

Select the Buildings Header row and the

Count for Buildings row. <2>

o Set the background color to a

darker green



Select the Count for Report row. <3>

o Set the Background color to a dark

grey

o Set the Font Color to white



Select the Count for Buildings cell, the

Count for Group Codes cell and the Count

for Report cell.

o Set the cells to center justified


Add borders and adjust column widths…

Steps:

Select the Group Codes Header row

Click the Format Cells button ( )

On the “Borders” tab of the Format Cells

dialogue, set the top border to a width of 1.

Click OK

Select the Count for Group Codes row

Click the Format Cells button ( )

On the “Borders” tab of the Format Cells

dialogue, set the bottom border to a width

of 1.

Click OK

Using the top row of the report, adjust the

column widths as desired.

Tip: Run the report to see how the current

column widths appear, then make

adjustments and repeat until you have the

desired results.

Turn off the display of the grid…

Steps:

Click the “Options” tab.

Click “Export”

Uncheck “Show Grid”

Save and Run the repot to see the results


Step 3, Suppress the detail rows… In this report what we’re interested in is the

count of rooms, not the actual details list of

each room number. Our last step will be to

“suppress” the details rows so that we’re left

with only the headers and counts.

Steps:

Go to the “Layout” tab

Click the “Layout Options” button ( )

Check “Suppress Detail Rows”

Click “OK”

Save and Run the Report


Activity 9, Adjusting the Report

Sorting and Columns While

Viewing a Report While viewing a report, you are able to adjust

the sort order (ascending / descending), turn

the display of columns on or off, and adjust

column widths.

Steps:

Run the “Department Room Count by Building” report.

On the left hand edge of the report click the 4 dots <1>

Use the controls to adjust to sort order or

columns displayed <2>

In the top row of the report, click and drag the column edges to adjust the column widths in the report. <3>

Note: Sorting and column display options changed while viewing the report are not saved. The make the changes permanent, they must be made in the Report Designer window.

FMx Reporting - Creating Express Reports

Documents

Transcript of FMx Reporting - Creating Express Reports