1: Create the report in EMu

What kind of files are generated will depend on the Type of report you are creating, for example:

• If the report makes use of ODBC (Open Database Connectivity), most report Types will generate one or more .csv files.
• ADO reports report directly to an ActiveX Data Objects (ADO) RecordSet object, creating an .xml file.
• The Export XML Document and XML Document reports generate .xml files.

Object Database Connectivity (ODBC) reports

For most report Types, running a report in EMu will output data as two or more files:

1. A main .csv file. This will include all of the report data unless the report includes groups of fields or table of values.
2. A separate .csv file for:
   • Any group created using the Create Group button in the Report Properties box (click here for details).
   • Any field that is a table of values. As we'll see, a field that is a table of values is identified in the Report Properties box by the table icon beside the field name.
3. An additional file, schema.ini, is created, containing details about each .csv file (what fields are included, their data type, formats, etc.).

Typically, these files are saved to:

C:\Users\[username]\AppData\Local\KESoftware\Reports\e[module name]

For example, a report run in the Parties module, will generally save a file called eparties.csv to:

C:\Users\[username]\AppData\Local\KESoftware\Reports\eparties

The .csv files contain the data that the third party report application uses to generate the report.

Tip: If Windows Explorer on your computer is configured to hide system files, this folder may not be visible. Details about how to show these files can be found here.

There may be situations in which you wish to manipulate the raw .csv data: in this case you could simply locate and open the .csv file in Microsoft Excel and manipulate the data as required.

Generally, however, you will want your data presented in a more complete report format. If a predefined report does not meet your needs, it will be necessary to design a new report using a third party tool appropriate.

When the new report is created it must be saved to the EMu server so that EMu can open the data in the appropriate reporting application (Crystal Reports Viewer, Microsoft Word, Excel, etc.).

Note: Any time that the report format is modified in the third party application, the changed report must be saved back to the EMu server, overwriting the previous version of the report. Until this is done, the old version of the report will be used to view data.

ActiveX Data Objects (ADO) reports

The following report formats report directly to an ActiveX Data Objects (ADO) RecordSet object:

• Crystal ADO Report
• Microsoft ADO Report

Running these reports generates a .xml file with the data from the record set. The location of this file can vary, but typically it can be found in:

C:\Users\[your username]\AppData\Local\KESoftware\Reports\e[module name]

For example, a report run in the Parties module, will save the xmldata file to:

C:\Users\[your username]\AppData\Local\KESoftware\Reports\eparties

Note: It is important not to move the xmldata.xml file as this will cause problems when sharing the report with other users.

In EMu:

1. Search for or retrieve a group of records on which to report.
   Designing a Crystal ADO report?

   If you are designing a Crystal ADO report, the records in your initial record set must have a value in each field to be included in the report. If not, the field name will not appear in the list of available columns. Once the report is defined, it does not matter if a record does not have values in every field included in the report.

2. Click Reports on the Home tab of the Ribbon to display the Reports box.
3. Click New to display the Report Properties box.
4. Enter a descriptive name for the Report in the top text field.

   When the report is created, this title will be listed in the Reports box.

5. Select a report type from the Type drop list, Crystal Report in this example:

   

   Note: When the report is run, a filter specific to the Type selected is applied to the data to prepare it for output. See How to create and run reports for details of all available report Types.

On the Fields tab we add the fields that we want to include in the report:

1. In the Report Properties box, select the Fields tab.
2. Click Add to display the Report Fields box.

   The Report Fields box lists all fields in the current module, as well as fields in attached modules (an attachment field is indicated by the plus icon):

   

   Report Fields buttons and icons

   Options	Icon	Description
   Show Prompts		Display the EMu field name as it displays in a module window.
   Show Column Names		Display the back-end field name.
   Attach Module		Display fields in attached modules that can be included in the report.
   Single field		Indicates that this field is a single field (i.e. holds one value).
   Multi-field table		Indicates that this field is a table of values.
   Expand		Indicates that this field is an attachment field in the current module. Select the icon to list fields in the target An attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. (attached) module that can be included in your report.
   Multi-field table AND an attachment field		Indicates that this attachment field is also a table of values (see the Note about Table as Text below).
   Double-nested table AND an attachment field		Indicates that this attachment field is a double nested table (see the Note about Table as Text below).

3. To add a field, select it and click Add

   -OR-

   Double-click a field.

   Note: If you add a Multimedia field, the Multimedia tab is added to the Report Properties box (see Step 5 below).

4. Click Close in the Report Fields box when all required fields are added.

   The Report Properties box now lists all the fields that will be included in our report:

   

   Fields Tab buttons

   Options	Button	Description
   Table as Text		When single value fields (Atomic fields) are added to a report, the data is placed directly into the base data file (e.g. eparties.csv). Atomic fields have a single line icon in front of the field name in the Report Fields box. Fields that can contain more than one value are called tables. These fields have the table icon in front of the field name in the Report Fields box. As a table may have more than one value for each record, the EMu export facility generates a separate file to contain the table data. In fact a separate file is generated for each table field in the report. The name of the separate file is the first eight letters of the column name appended with .csv. With the Table as Text option it is possible to include a table field's data in the base data file: Select the field name of the table of values (Role in this example). Click Table as Text . The fields in the table will now be included in the main .csv file rather than in a separate .csv file. This can be useful if your report is simple, however you won't then be able to perform more complex manipulations (such as grouping) on fields in the flattened table without writing some fairly complex formulas. Generally, if you are designing a report in a third party application such as Crystal Reports, you would not simplify the data structure in this way. Note: If a field is an attachment field AND a table of values (indicated by the two icons ) OR an attachment field AND a double nested table (indicated by the two icons ), it is not possible to include its data in the main .csv file using this method. To include fields like this in your report, it will generally be more appropriate to create a Crystal report.
   Value as Text		Fields that contain partial dates are not recognized by Crystal Reports. To use a field that contains partial dates in a Crystal report: Select the field. Click . The data in the field will display as text.
   Create Group and Add to Group	and	See below for details.
   Remove		To remove a field from the Fields tab: Select the field. Click Remove.
   Clear		To clear all fields from the Fields tab: Click Clear.

   If we ran this report now, three .csv files would be generated: ecatalog.csv, CreCreat.csv and CreRole.csv. The last two contain details about the creator of the object - their name (CreCreat.csv) and their role (CreRole.csv), and it makes sense to group them in order that their values are stored in a single .csv file.

   Note: It is possible to sort and group fields both within the Report Properties box in EMu and in third party applications such as Crystal Report Designer. If your report includes a very large number of records, it can be more efficient to perform sorting / grouping within EMu (using the Fields tab for grouping and the Sort Order tab for sorting) as this uses the processing power of the EMu server; when you set up a sort / group in Crystal Report Designer, you use the processing power of your PC to manipulate the records.

   To group fields:

   1. On the Fields tab, select Creator's Name.
   2. Click Create Group .

      A group called Group1 is created, containing the Creator's Name fields.

      Note: When you add fields to a group, a separate .csv file is generated for each group.

   3. Select Role and click Add to Group .

      Role is added to Group1:

      

      Now when we run the report only two .csv files are generated: ecatalog.csv and Group1.csv (which contains values from Creator's Name and Role).

As we'll see when we reach the second stage of report creation, sorting and grouping fields can also be managed in the third party applications. If your report includes a very large number of records, it can be more efficient to perform a sort within EMu as this uses the processing power of the EMu server to manipulate data; when you set up a sort / group in the Crystal Reports Designer, the processing power of your PC is used to perform the sort / group.

Note: If you create a group in the Crystal Reports Designer, sorting is automatically applied to the group (ascending or descending) and this overrides any sorting you applied in EMu. For that reason, if you wish to add a group to your report in the Crystal Reports Designer, there is little point sorting your records in EMu.

Tip: It is not possible to group / sort fields of type Memo in Crystal Reports without first creating a formula. A Memo field is a text field over 255 characters in length. The Main Title: (Title Details) field in the Catalogue module, for example, is a Crystal Memo field. In this case it may be simpler to group / sort in EMu rather than Crystal Reports.

To define the sort order:

1. In the Report Properties box, select the Sort Order tab.

   All fields in the module are listed in the Fields list.

   Note: It is possible to sort your records on any field in the module, even if that field is not added to the report on the Fields tab.

2. Select a field in the Fields list and click Add to add it to the Order list

   -OR-

   Double-click the field name in the Fields list:

   

   Add as many fields on which to sort as required.

   Sort Order Tab buttons

   Options	Description
   Up and Down arrows	Use and to the right of the Order list to prioritize the sort order of fields. Records will be sorted by the first field in the Order list, and then by the second, and so on. For example, if the first sort field is by year and the second sort field is by title, records will be sorted into years and then within each year, by title. The arrows will be greyed out while there is no field or only one field added to the Order list.
   Sort ascending and Sort descending	Records are sorted in ascending order (A to Z or 1 to 10) by default. To reverse the sort order of a field, select it and click .
   	To remove a field from the Order list, select it and click Remove.
   	Click to clear all fields from the Order list.

The options on the Options tab allow you to configure how records are sorted in the report.

Note: These options are only relevant if at least one field has been added to the Order list on the Sort Order tab.

1. In the Report Properties box, select the Options tab:

   

   Sort options

   Sort Comparison	Description
   Word based	Sort disregards all punctuation and white spaces (more than the one space between words). For example: Traveler's Inn will be sorted as Travelers Inn
   Full text	Sort includes all punctuation and white spaces. For example: Traveler's Inn will be sorted as Traveler's Inn
   Compress white space	Sort includes punctuation but disregards all white space (with the exception of a single space between words). For example: Traveler's Inn will be sorted as Traveler's Inn
   Sort options	Description
   Case sensitive	Sort is sensitive to upper and lower case. For example: Melbourne gallery will be sorted separately to Melbourne Gallery
   Tables order insensitive	Values in a multi-value field (a table of values, e.g. Other Names: (Person Details) in the Parties module) will be sorted alphabetically regardless of the order in which they display. For example, one record has the following values in the Roles field in this order: Collection Manager, Curator, Internet Administrator Another record has the same values in the Roles field but in a different order: Internet Administrator, Collection Manager, Curator If Tables order insensitive is selected (checked / ticked), the values in this field will be sorted in alphabetical order before the main sort, resulting in both records being displayed in the same sort order.
   Empty sorts low	If this option is selected, all empty records will be placed at the start of the sort rather than at the end.
   e not equal to ê	Values that include diacritics will be sorted separately to those that do not. For example, entrée will be sorted separately to entree.
   Summary	Description
   Tables as text	All values that display in a multi-value field (a table of values, e.g. Other Names: (Person Details) in the Parties module) will be considered as one value for sorting purposes. For example, three values: Collection Manager, Curator, Internet Administrator display in the Roles field. If this sort option is selected, the three values will be considered as one and display as one value: Collection Manager Curator Internet Administrator
   Display sort text	Displays the text in the format in which it will be sorted, e.g. punctuation included, white space disregarded, case sensitive, etc.

2. Accept or change the Sort Options.

When a Multimedia field is added on the Fields tab (Step 2 above), the Multimedia tab is added to the Report Properties box; for example:

Note: If you include multimedia from different modules in the report, and the parent folders have the same name (Identifier: (Resource Information)) in the image above), it is necessary to rename one (or more) of them so that they are all named differently. The Multimedia fields themselves MUST NOT be renamed. In the example above, if you were including multimedia from two different modules and both parent folders were called Identifier: (Resource Information), you would rename one of them (by clicking the field and typing a new name), but you would not change the Multimedia field for either of them.

Select the Multimedia tab and accept or change the options:

Multimedia tab options

Multimedia	Description
Use first image only	If there are multiple images in the record, only the first will display in the report. Note: If you include other multimedia fields, such as Creation Date, this detail will display in the report for all images, not just for the first image.
Use all images	All images in the record will display in the report.
Note: PDFs are treated as images and may be included in your report as an image if either Use first image only or Use all images is selected. If necessary, it is possible to filter out PDFs in Crystal Reports.
Use first multimedia only	Only the first multimedia resource will be referenced in the report. Note: If you include other multimedia fields, such as Creation Date, this detail will display in the report for all images, not just for the first image.
Use all multimedia	All multimedia resources in the record will be referenced in the report.
Note: Select Use first / all multimedia to reference any multimedia available (images, audio, video, etc.). Select Use first / all images to display images (and an image of one or more PDFs) only.
File Delimiter	Description
\	Defaults to Windows.
Resolution	Description
Height / Width	Specify the desired resolution of images to display in the report, e.g. 200 x 200. Each image in EMu can have multiple resolutions. When a resolution is specified here, the version of an image closest in size (equal to or greater than the resolution specified) will be displayed. If no resolution is specified, the master image is displayed (the first image listed in the Resolutions table on the Resolutions tab of the Multimedia module).

Details about adding an image to a Word mail merge report can be found here.

On the Security tab we authorize users / groups to use the report by adding them to the Access list:

1. If required, select the Security tab to give other users permission to use this report.
2. Click OK.

   The new report is added to the Reports box.

The next step in the creation of your report is to run it:

1. Select the new report in the Reports box.
2. Click Report All.

   Tip: You could click Report but this will only export data from the current or selected records to the file(s) you will next use to create the report in the third party application; the more data you include in the output files, the more you will have available to preview your report as you build it.

   What happens when you first run a report depends on the report type specified:

   • In all cases, filters appropriate to the Type are run on the data, preparing it for output.

     Note: Details of what files are created when a report is run and where the files are saved can be found here.

   • In most cases, a message displays indicating that your report does not exist on the server. This is to be expected as the report has not yet been built in the third party application (e.g. Crystal Reports):

     

     If you select Yes

     What you can expect to happen depends on the report Type:

     Type	Message displays?	What happens if you select Yes:	Generates one or more files in these formats:
     Crystal Print	Yes	Opens the Crystal Reports Designer application.	.csv and .ini
     Crystal ADO Report	Yes	Opens the Crystal Reports Designer application.	.xml
     Crystal Report	Yes	Opens the Crystal Reports Designer application.	.csv and .ini
     Crystal Report - Multi-hierarchy	Yes	Opens the Crystal Reports Designer application.	.csv and .ini
     Export CSV Format	No	A dialogue box displays, allowing you to specify where to save the exported data as a .csv file.	.csv and .ini
     Export ODBC Data Source	No	Saves files to your pc.	.csv and .ini
     Export XML Document	No	A dialogue box displays, allowing you to specify where to save the exported data as an .xml file.	.xml
     Microsoft ADO report		Opens Microsoft Excel.	.xml
     Microsoft Excel	Yes	Opens Microsoft Excel.	.csv and .ini
     Microsoft PowerPoint	Yes	Opens Microsoft PowerPoint.	.csv and .ini
     Microsoft Word	Yes	Opens Microsoft Word.	.csv and .ini
     WordPerfect	Yes	Opens WordPerfect.	.csv and .ini
     XML Document	No	Opens an XML editor.
     XSLT Report	No	Opens an XSL editor.

     If you select No, the third party application will not open, but the output files will still be generated and copied to your computer.

In Step 2, we design the report in a third party application.