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Print Parameters and Output Options
There are several generic options available for selection on the Greentree report parameter forms. An overview of these options is outlined in this topic.
In some cases,
not all options is available for all reports, as they will not be
applicable to a specific report, depending on its nature.
Select Profile
Profiles represent different ways of displaying the output of the report, ie. how the report output is sorted. If the report displays sub-totals, these are usually displayed using the profile selected. If Default Profile is the only profile available for selection here, it means only one profile is pre-defined in Greentree Desktop. If there are multiple profiles available for selection, you can select your preferred profile before running the report. Several of Greentree Desktop's standard reports have multiple profiles.
You can create
your own report profiles using Greentree Desktop's Report Writer tool.
Set Parameters
This table displays the report options that are specific to the report you are printing.
Set Trees for
Many of Greentree Desktop's standard reports are designed so that you can filter the output based on trees that have been defined for the module of the report. If there is text in this field on the reports parameter form, it indicates that the report has a repeating section that references trees for the applicable module. You must select a tree and set branches in the Main tree section (refer below). The output of the report will be separated and summarised using the tree and branches you select. Unless you have created your own repeating sections, and understand what you are selecting here, leave this as it defaults for standard Greentree reports.
Note: If the report you are running is not designed to use trees, this field will be read-only and not accessible.
Main tree
If the report you are printing is designed around trees (as indicated by text in the Set Trees for field outlined above), you must select a tree here. Trees will be displayed for selection based on what is defined for the module the report is associated with. Once the tree is selected, click the Set Branches button to select the branches to include in the report output.
To select a branch, click on it with the mouse. To select multiple branches, hold down the Shift key and click each branch you want to include (or just the first and last branch if you are selecting a range).
For example above, you only select the Auckland North branch, and the Australia branch. If you want to include all sub-branches of Auckland — North, South, East, and West — click on Auckland and they will all be included. Click Select to return to the report parameter form, or Cancel to close the form without saving your selections.
If the report you are running is not designed to use trees, this field
will be read-only and not accessible.
Since some reports (particularly inventory reports) are designed specifically to use trees, you will probably want to create a tree that contains all masterfiles (ie. leave no items unallocated), either in one main branch, or across multiple branches if it makes sense to split them for high-level reporting. This will allow you to select that tree when you want to ensure the report includes all masterfiles, and not just those assigned to the selected tree. To support this, you should also make, for example, the All Item tree a mandatory tree, so that every time a new item is created, it must be allocated to the tree. Refer to Define as mandatory for more information about why and how you would define a tree as being mandatory.
Selection trees, Change
These options are not available.
Output report to (this also reads Printer for some reports)
You can select from one of five pre-defined output options. Note: not all of the options will be available for all reports.
Printers
Select this option to output the report to a printer. This option is enabled if you have one or more printers set up in Processing System Status and Setup. You will be able to select one of the printers from the list displayed. When you select this option, the report will be sent to the workstation task processor that processes the report task class.
If you want to put the report processing on hold (for example, so it can be released at a more appropriate time), select the Hold option before clicking OK. This will move the report to the task processor, but it will not process until the hold is manually released using the task queue using the Edit option. You may also select an option to Schedule the report for processing.
You can schedule the report to process weekly or daily, and specify a time for the process to commence (24 hour clock). Click OK to confirm the schedule, or Cancel to close the form. The Set button positioned next to the scheduling option on the Add to Task/Print Queue form can be used anytime to change the schedule parameters if required. Once the schedule is set, the report updates to the relevant task processor, and the status will indicate the date and time the report will be run.
If "Auto
fax/email" is selected as the output method, the scheduling option
is not available.
The Run after section displayed on the Add to Task/Print Queue form can also be used to schedule the report for a one-time run. This defaults to the current date and time. If you click in the Dependency field, a pop up will appear on screen, displaying a list of other tasks in the queue. You can select one of the tasks and click OK to indicate that there is a dependency between that task and the task you are adding, ie. the task you are adding cannot run until the selected task has completed. For example, you may want to complete a balance updating task before running a related report.
If you want to print multiple copies of the report, change the default number (1) of Printed copies.
Click OK to send the report to the task processor, or Cancel to close the form and return to the report parameter form.
Display on screen
Select this option to display the report output to the screen. Clicking the Preview button at the base of the report form also displays the report on screen. Once the report displays, you will able to print it directly from the print preview to any of the Windows printers defined for your workstation. Note: If you click the Print button when this output option is selected, it only displays to the screen.
Save as file
Select this option to output the report contents to a text file. If you select this option, enter a filename and directory path into the next field (see below) before printing the report. The Print button will activate the file creation if this option is selected.
Save to PDF (Portable Document Format) file
Select this option to output the report contents to a *.pdf file. If you select this option, enter a filename and directory path into the next field before executing the request.
The Print button will create the PDF file if this option is selected. Refer to Utilities - System Preferences for options related to saving files in a PDF format. Note: The file will be output using the print and task queue process, as outlined above.
Save to Excel XML file
Select this option to output the report contents to an excel file. If you select this option, enter a filename and directory path into the next field before executing the request using the Print button.
The file will
be output using the print and task queue process, as outlined above.
Select this option to email the report to a single recipient. If selected, enter the recipient's email address in the next field (see below). The Print button will activate sending the email if this option is selected. Refer to Utilities - System Preferences for information about preferences that are specifically related to emailing reports.
If you want to send reports to multiple email recipients, functionality
for Greentree Desktop's eReporting
module enables you to do this.
Fax
Select this option to automatically fax the report to a single recipient. If selected, enter the recipient's fax number in the next field (see below). When you click the Print button to generate the fax, this form will appear:
Enter these additional details, which will appear on the fax header:
To name (mandatory)
The recipient's name.
To company
The recipient's company name.
Subject
The default value is the report name, but it can be overwritten. A maximum of 45 characters can be entered.
From name
The default value is the Real name of the user who is logged into Greentree Desktop, but it can be overwritten. If the user does not have a Real name set up, this defaults to the user's Login name. A maximum of 45 characters can be entered.
From company
The default value is the Company name of the company the user is logged into, but it can be overwritten. A maximum of 45 characters can be entered.
From voice number
The default value is the phone number of the company the user is logged into and must use phone masking, if in use. It can be overwritten.
From fax number
The default value is the fax number of the company the user is currently logged into and must use phone masking, if in use. It can be overwritten.
Cover Page
Select the cover page to use for the fax. This defaults from General Fax Preferences but can be changed before printing if required.
Comments
Enter any comment up to 45 characters long. This will print on the fax cover page and also in the body of the text.
Click OK to send the fax generation task to the task queue.
If you want to send reports to multiple email recipients, functionality
for Greentree Desktop's eReporting
module enables you to do this.
Address/Filename/Email Address/Fax Number
The field below the Output report to field will have a different label depending on the output option that is selected. These combinations apply:
Printers
The field label will read Address if this output option is selected, and the location of printer displays in the field in read-only format.
Display on screen
The field label will read Address if this output option is selected, and the word Console will display in the field in read-only format.
Save as file and Save to PDF file
The field will read Filename if this output option is selected, and enter a filename and directory location for the file you want to create. Click the Browse button to search if required.
The field will read Email Address if this output option is selected, and you must enter the recipient's email address.
Fax
The field will read Fax Number if this output option is selected, and you must enter the recipient's fax number.
Print As
The option to Print As text or graphics defaults in read-only format using the output method you select.
Show Definition
Select this option if you want the report definition (ie. the criteria you enter into the Set parameters table) to print as well as the report. If you select this option, a separate page prints at the end of the report containing the definition.
Save Selection
Click this button to save your report definition for future selection. When you click the button, you will be prompted to enter a name for the selection you want to save. If you want to re-run this report at some time in the future using the same selection criteria, you can recall the saved selection (by name) using the Reports/Saved Selections menu option from the main Greentree toolbar.
Preview
Click this button to preview the report on screen prior to printing it, regardless of which output option you have selected. This allows you to confirm that the report is what you expected before you print it or send it to a recipient. Once the report displays, you will able to print it from the print preview to any of the Windows printers defined for your workstation. You can also open the report in an external application (PDF, Excel, or text format) from this form.
Quick Print
Click this button to print the report directly to your Windows default printer.
Click this button to print the report via. the Greentree print and task queue if you have one set up (refer Processing System Status and Setup). If you do not have a print and task queue set up, this will activate a Quick Print.
Cancel
Click this button to close the report form.