Reports Overview - Preview, Print, Export and Cross Branch

Applies To:    Enterprise    Plus    Basic

How to Preview a Report

1. From the Reports Menu, choose a report.
2. Enter any desired parameters from the Search field options available.
3. Select any formatting options from the Report Options available.  Not all reports have Report Options.  Report Options may include sort order, format, template, page breaks or other options.
4. Click the Preview Report button to launch the report preview process.  
5. The report will preview in a new browser window.  

Note:

• If the report preview displays but the report is blank, there is no data matching the search criteria set. It is possible the search criteria is too stringent.  Try again using less search criteria. 
• Depending on the report, the amount of time it takes for a report to preview will vary.  For example, a course list report will take less time to preview than a report using client attendance.  The greater number of records in the attendance table requires more time to search and sort.  The Report Viewer icon to the upper right corner will spin as the report is being created.
• No data will display in the Results List when the Preview Report button is clicked.
• The Clear Search button will set all search fields back to their original default values.  In most cases, this value will be null or blank.
• Report Options may have a default value.  This default value will be listed in the help section specific to that report.
• The Preview Report button takes you to the screen viewer from which print or export the report. 
• To refresh the report, close the report preview window and run the report again.
• If the report has a year or year range in the title, that year is dynamically pulled from the Program Year field of the Branch Profile.  Edit the Admin Menu >> Settings >> Branch Profile and alter the Program Year field.

Preview Window Toolbar

How to Navigate Pages in a Report

1. From the Report Viewer toolbar, use the page navigation buttons to go to next, previous, first and last pages to navigate pages in a report being viewed.  The current page number and maximum page numbers appear in the toolbar.  A "+" sign next to the page number means there are more pages than currently displayed.
2. Users can also go to a specific page by typing in the page number in the page number cell and hitting return.

How to Zoom The View of a Report

1. From the Report Viewer toolbar, select the page size percentage from the list in the zoom select box.  A value of 100% is normal size.  The zoom feature does not affect printing.

How to Print a Report

1. From the Report Viewer toolbar, click the Print button (printer icon).
2. The Windows default printer options will appear.  Change settings as necessary and print the report.

How to Export a Report

1. From the Report Viewer toolbar, click the export button (double paper icon).
2. Choose a File Format and Page range for the export.  Click the OK button.  If downloads are blocked by your current security settings, click on the "Allow downloads" option or contact your technical support department.
3. From the security warning screen, click the Save button.
4. From the Save As window, choose a location and file name for your file.  Click the Save button to complete the export process.

Note:

• Formatting will vary between various file formats available.  Formatting is controlled by the file type chosen, not XenDirect.

How to Search Data in a Report

1. Make sure you are starting on page 1 of the report.  A search is only performed in the report starting from the page you are currently on towards the end of the report.
2. From the Report Viewer toolbar, enter your search text and click the Search button (binocular icon).
3. The text will highlight in the viewer window when found.
4. To search the for the next value, click the Search button again.  Consecutive repeated values are skipped during this process.  When no search is found, the Search cell will display "End of Search".

Report Viewer and Browser Security Settings

The Crystal Reports Viewer automatically generates views of reports using html and your internet browser window.   Potential security issues may arise that could prevent the report viewer from launching.

Firewalls
If your organization utilizes a secure firewall to block internet sites and cannot access the html report viewer, contact Xenegrade Corp. for details on the IP and URL addresses to allow.

Pop-Up Blockers
If your browser utilizes pop-up blocker software and cannot access the html report viewer, you will need to "Allow" pop-ups.

ActiveX Printing
See Enable ActiveX printing for more information.

Cross Branch Reports

The following reports are available as cross branch reporting in a multi-Branch installation and cross branch sharing is enabled.

Report Menu >> Attendance >> Enrollment Counts

Report Menu >> Marketing >> Statistics