Feedback on: EventPro Planner Manual - Example 2: User Event Manager ListExample_2_User_Event_Manager_List_Custom_Report_Chapter_18Chapter 18: Reports > Create Custom Reports in Report Explorer > Example 2: User Event Manager List /Dear EventPro Planner Documentation Department,
Example 2: User Event Manager List
We will now take that same list of users, but add some additional information: the events for which the users have been assigned event manager and the deposit amounts for the events. Create a copy of the User List we just created and paste it into a custom folder. Call the new report User Event ManagerList.
Open the Report Designer by clicking the Design button.
The Setupuser dataset you selected before will already be there. We will now add the Event dataset.
3.
To add another dataset, follow the instructions from Example 1 above, except instead of selecting Setupuser, you will select Event from the Available Tables.
Now, we have to link the two datasets together in the correct way, so that the report will display the events each user is managing.
1.
In the Setupuser dataset, find the field called Usercode.
2.
In the Event dataset, find the field called Usereventmgr.
3.
Click on Usereventmgr in the Event dataset and drag and drop it onto Usercode in the Setupuser dataset first. A link will appear between the two fields.
4.
IMPORTANT: You must link the fields in the correct direction so that there is a number 1 (one) next to Usercode and the infinity symbol (∞) next to Usereventmgr. This means that for one user there are potentially numerous assignments as event manager. If you connect the fields in the reverse direction, so that there are an infinite number of users assigned as event manager for one event, it does not make sense.
5.
If you accidentally create the wrong link and need to remove it, click on the link and press the Delete key. The link will be removed.
Click on the Design tab. Your User and Email labels/fields will still be there. We will now add a Sub Report below to display the events each user is managing. The sub-report will repeat every time there is a new user, displaying all of the events for which the user is designated event manager.
2.
Click on the Sub Report icon and click in the detail band below the Fullname and Email DB text fields.
3.
The sub report component will initially read, “Sub Report 1: No Data Pipeline Assigned”. To assign the Event dataset to this report, select Event from the drop-down list in the upper left corner.
4.
Click on the Sub Report: Event tab at the bottom of the page to view the sub report.
5.
There will be a Title band, Detail band and Summary band. The title will appear at the beginning of each sub-report, the detail band will repeat for each record in each sub-report and the summary will appear at the end of each sub-report.
6.
Add a database field to the Detail band. Select Event in the first drop-down list and Eventname in the second drop-down list. Then add a label called Event Manager For: in the Title band above.
7.
Now add a database field displaying the deposit amount for the event. For the DB text field, select Event and Depositamount from the drop-down lists. Create a corresponding label called Deposit.
8.
With sub-reports, it is ideal to close up any blank spaces to minimize the length of the report and make it look better organized. Place fields and labels close to the top of the bands and drag and drop the bands so that there is little or no blank space. Large gaps in the sub report will break up the flow of the entire report.
We will now add a Summary to the bottom of the sub-report so that we can see the total number of events for which each user is designated manager and the total amount of deposits for those events. We will create a Region in the summary band and add fields that will calculate totals from the fields.
2.
Click theRegion icon and click in the Summary band.
3.
Resize and move the region so that it fits in the band and aligns with the other components of the sub report. You will not see the text “Region1” in the actual report.
4.
Click the DB Calc Icon and click in the Region.
5.
From the drop-down lists in the upper left corner, select Event and Eventname.
6.
Right-click the DB Calc field and select Calculations from the speed menu In the Calculations dialog, you can select the type of calculation you want to perform: Count, Sum, Minimum, Maximum or Average. In this case, we want to count the number of times the Event Name field repeats for each user, so we will select Count. Click OK.
7.
Add another DB Calc field in the region, choosing Event and Depositamount from the drop-down lists. Right-click the field and select Calculations. This time, select Sum, which will add up all the amounts of the event deposits.
8.
You will also want to choose the display format for the values that appear in the report, i.e. whether you want the report to show dollar signs, decimal points, etc. Right-click the (Sum)Depositamount field and select Display Format. In the Format dialog, choose the appearance of the numbers.
9.
Add Labels above the calculation fields in the region, e.g.Total Events and Total Deposits.
Preview your report by clicking the Preview tab at the top of the Designer. If you followed the instructions for this example, the report will look something like this:
Return to the Design layout and adjust the font and formatting as required.
When you are satisfied with appearance of the report, select File | Save to save your changes. Click the X in the upper right corner to close the Designer and return to the Report Explorer.
