Express Reports

Access your Express Reports by using Millennium Explorer, Reporting>Express Reports.

Express Reports can be created by one user for himself or herself, by one user for another user or by one user for a set of other users. This allows the reporting staff at your site to set up any number of Express Reports for other users at your site, enhancing their ability to run reports independently without the need for extensive training in the sophistication of the Millennium Reporter. Once an Express report is created, the user who owns it can easily make changes to prompted criteria, formatting parameters, or other report options to access the exact information that is desired, and then run the report at his or her own discretion. Express Reports functionality can also act as a shortcut to a set of reports that any user plans to use repeatedly, or use with minor edits, bypassing the need to execute the report through the Millennium Reporter.

Behind the scenes, when an Express Report is created, the system creates a new row in the express_reports system table that tracks the name of the saved criteria on which the Express Report is based, along with details on your most recent response to any prompts in the report, and all of the settings that were used when the report was last run. Plus, statistical and other information such as the time it was last run, the number selected, and the date of the last edit, is stored in that row in the express_reports table in MILLREPORTS.

Creating an Express Report

Use Millennium Reporter to create express reports. Begin with any of the standard report templates from any of the report libraries, or with a custom report. Plan report criteria to include prompts and parameters, and give them clear names, descriptions, and prompting text to make the report easier for the owner to use. Once an express report has been created for a user, he or she can access it by using Millennium Explorer, Reporting > Express Reports.

To create an express report:

1. In Reporting World, select New Criteria and select a format from the library of report templates. Or, create your own format by using the Custom Profiles or Custom Events item.
2. Use standard reporting techniques to edit or create criteria statements, set reporting options, add a description or title, define the report format to be used, or make any other report specifications. See the Writing Criteria Statements topic if further instructions are needed for this step.
3. Run the report. See Running the Report for more information.

4. Select one of the following Save as Express Report? options.

   Select Yes to run the report now for the user that is specified as the Run for User, and to create Express Reports for all of the users that you will specify in Step 5. This indicates that you want to execute the run of the report criteria against the database for the user that is specified above as the Run for User, AND create Express Reports for all of the users that you will specify in the following step. See More Information, below.

   Select Save Only, Don't Run to create Express Reports for all of the users that you will specify in Step 5, but do not run the report at this time.

5. In the Save as Express for list, click the user ID for whom you want to create an Express Report. Click Add to move the user ID to the list on the right. Alternatively, you may double-click the User ID and it will automatically be moved to the list on the right.

   You may create multiple Express Reports by adding additional user Ids to the list on the right, in the same way.

   You may remove a User ID from the list on the right by highlighting and using the Remove button or double-clicking.

   Notice that your User ID is in the list on the right, by default. If you do not want to create an Express Report for your User ID, then you must remove it.

6. When all other Run Options are set, click OK.
7. You will next be shown a list of all parameters and prompts that are part of the report. Even if you are not running the report at this time, you must accept the default parameter values or choose different options, and also either supply a value for each prompt, or check the box to indicate that the statement does not apply to the current run of the report (it will be ignored in the selection process.)
8. When the prompts and parameters are set as you desire, click OK. The Express Report or Reports will be created. And, if the Save as Express Report? Yes option was selected, the report will run.

"Dynamic" and "Static"

When a set of report criteria is executed in Millennium, the system creates a worktable to hold the record selection results. This worktable is then used by the formatting software to generate the published report results. Each time a report is executed, you can tell the system to save the worktable, or tell the system to use the worktable and then delete it after the report has been formatted. If you choose to save the worktable, it will then be available when you run the report again. The system will not have to repeat the record selection process, but the data on your report will be considered Static - it may not include data changes that were made after the worktable was first saved. If you do not save the worktable, the system will redo the record selection and create a new worktable when the report is run again. The data on your report is Dynamic - it up to date and represents the data as it currently exists in Millennium.

The Express Reporting list display

Sort Order

Four possible sorts can be applied to your Express Reporting list.

Ascending Name is a binary sort A binary sort is similar to an alphabetic sort, but it is case sensitive, with uppercase characters having a lower binary value than lowercase characters, and numerals and other symbols have a lower value than uppercase characters. based on the report name. For example, the following reports would be listed from the top of the display area down: A1 Report, AAA Report, a1 report, aaa report.

Descending Name is a binary sort based on the report name. For example, the following reports would listed from the top of the display area down: aaa report, a1 report, AAA Report, A1 Report.

Most Recent First The most recently run report will be shown at the top of the display. Reports that have not been run will be shown at the bottom of the display area.

Most Recent Last The most recently run report will be shown at the bottom or the display. Reports that have not been run will be shown at the top of the display area.

List

Each express report that has been created for your user Id will be listed. For each listed report, the following fields and buttons are shown:

Report Name - click the report name to open it in the Express Report form.

Report Description - if a description for the report was added when the report criteria was saved, it will display here.

Thumbnail - if the report has been run, and its results have been published to HTML or PDF output, a thumbnail image of the report displays. Click the thumbnail to display the published report. When you are finished viewing the report, close it to return to the Express Reports list.

Date Last Run shows the date and time that the report was last run. If you have not yet run the report, then "Not yet run" displays instead of a date and time.

Records Selected shows the number of records that were selected when the report was last run. "0" displays if the report hasn't been run,

Dynamic or Static - If you last ran the Express Report in dynamic mode, then Dynamic will display. If you last ran it in Static mode, then Static will display. For more information, review the information in the About "Dynamic" and "Static" section of this topic, above.

Delete - click the Delete Report Button to remove the report from only your Express Reporting list.

The Express Report form

Information about the report and report format are included on the Express Report form. Change report settings, options, and prompted replies, and run the report from this form.

The following sections are included on the Express Report form.

Intro

The Intro section includes the report description, last run date and time, the number of rows selected, the report type, and notes. With the exception of Notes, the information in the Intro section duplicates the information for the report that you see in the Express Reporting list, and it cannot be edited.

Description: the description for the report that was added when the report criteria was saved.

Last Run Date/Time: the date and time that the report was last run. If you have not yet run the report, then "Not yet run" displays instead of a date and time.

Rows Selected: the number of records that were selected when the report was last run. A "0" displays if the report hasn't been run.

Report Type: Dynamic displays if you selected the Dynamic result option the last time that you ran the Express Report, or if you have never run the report from the Express Report form. If you selected the Static result option and chose an existing worktable the last time that you ran the report from the Express Report form, then the name of the existing worktable and a Browse button displays. Click Browse to see a list of the constituents that are included in the existing worktable.

Notes: add information or reminders about the report in the Notes field. This field is the only field in the Info section that can be edited.

Options

Result: Select Static if you want to run the report and use a previously saved worktable. Select Dynamic to run the report and have the system redo the record selection. For more information, review the information in the About "Dynamic" and "Static" section of this topic, above.

Work Table: is shown only when Result is Static. When you select Static, the Load Table form displays so that you can choose a previously saved worktable to use. The Work Table field is shown once you choose which worktable to use. If you want to change the worktable, then click in the Work Table field to redisplay the Load Table form.

Query

If the criteria on which the Express Report is based includes statements that use a Prompted Reply, then these statements will be available in the Query section.

For every criteria statement that prompts for an answer, the following displays:

• the criteria statement, phrased in a way to prompt the user to supply an answer.
• a text box or boxes that shows the value or values of the answer from the last time that the report was run.
• a check box to the left of the statement to indicate that the system will or will not use the statement and its values when selecting the records to include in the report.

To answer a prompted reply with a different value, click in the box. A control is shown to let you change the value. The control that displays depends on the data type of the value for which you are being prompted. For example, if you are prompted for a date, then a calendar control will display.

If you clear the check box next to a criteria statement, the system will not use the statement when selecting records to include in the report, and "not applicable to this report" displays.

Totals

If the criteria on which the Express Report is based includes statements that are a part of a Totals definition that use a Prompted Reply, then these statements will be available in the Totals section.

For every Totals statement that prompts for an answer, the following displays:

• the criteria statement, phrased in a way to prompt the user to supply an answer.
• a text box or boxes that shows the value or values of the answer from the last time that the report was run.
• a check box to the left of the statement to indicate that the system will or will not use the statement and its values when calculating the Total.

To answer a prompted reply with a different value, click in the box. A control is shown to let you change the value. The control that displays depends on the data type of the value for which you are being prompted. For example, if you are prompted for a date, then a calendar control will display.

If you clear the check box next to a statement, the system will not use the statement when calculating the total, and "not applicable to this report" displays.

Format

The Format section includes information about the format that is used to display the report results.

Crystal Format Name: shows the name of the Crystal format that is used by the report (Employment History.rpt, for example). This information is for reference purposes only and it cannot be edited from this location.

Report Title: the title that has been assigned to this format . You can edit the title to suit your needs.

Output: the final destination for the report. If you select the Export Output option, the Format and the Filename fields are shown so that you can choose the export format type and name it.

For complete information about report destinations, see the Run Criteria topic.

Format: is shown only when you select the Export Output option. Select a format for the export file from one of the available options.

Filename: is shown only when you select the Export Output option. Type in the export file name. Do not add the extension in the export file name.

Parameters

Parameters display if the report format on which the report is based includes parameters, This display will take slightly different forms, depending on the type of parameter that is in use in the report.

Standard Millennium parameters will display the description to the left and a text box to the right. The text box will show the value that is currently in use for the parameter. The description may include all of the possible values and the meaning of each.

Crystal parameters will display the description in a way so as to prompt the user to supply a value or values for the parameter.

• If the parameter in the Crystal format includes a single default value, it will be shown in a text box. You can leave the value in place, or edit it as you choose.
• If the parameter in the Crystal format can be one of many possible values, then the possible values will be listed in a drop list box. You can switch from the current value to one of the other values that are listed, but you can not enter a value that is not shown in the list.

Action Buttons

The following buttons are available on the Express Report form.

Save	The Save button is used to save changes that you have made to the current Express Report without running the report.
Run	The Run button is used to run the current express report. If you have made changes, the system will automatically save those changes before it runs the report.
Delete	The Delete button is used to remove the current express report from your Express Reporting list only. Once you click Delete, an OK button displays so that you can confirm the deletion.
Cancel	Two types of Cancel buttons are available. If the Save, Run, Delete and Cancel buttons are all displayed, then use this Cancel button to return to the Express Reporting list without saving any changes or running the express report. If only the OK and Cancel buttons are displayed, then you have already clicked Delete. Use this Cancel button to cancel the deletion.
OK	The OK button displays only when you are deleting an express report. Once you click OK, the express report will be removed from the Express Reporting list.

Running an Express Report

1. Access the Express Reporting list by using Millennium Explorer, Reporting > Express Reports. Click the name of the report to display the Express Report form.
2. In the Intro section, enter or change information in the Notes field as you choose.
3. In the Options section, choose the Result option.
1. Select Dynamic to run the report without using an existing worktable.

2. Select Static to run the report using an existing worktable.

   1. On the Load Table form, select the name of the worktable from the list, and click Accept.
   2. If the report has been previously as a Static report, then the name of the worktable will already display in the Work Table field. If you want to use a different worktable, then click in the Work Table field to display the Load Table form.

4. In the Query section, set the statements and values that the system will use to select the records for the report.

   For each statement that is listed:

   1. If you want the system to use the statement and its values as a basis for record selection, then select the check box located to the left of the statement.
   2. Review the value or values that the criteria statement will use. To change to a different value or values, click in the box or boxes. Additional controls that may be needed to select the value for the field may be shown.

5. In the Totals section, set the Gift and Dues Totals statements and values, if any, that the system will use to calculated totals.

   For each statement that is listed:

   1. If you want the system to use the statement and its values when calculating totals, then select the check box located to the left of the statement.
   2. Review the value or values that the statement will use. To change to a different value or values, click in the box or boxes. Additional controls that may be needed to select the value for the field will be shown.
6. In the Format section:
   1. Enter a title for the report in the Report Title field.
   2. From the Output list, select HTML or PDF to publish the report, or select Export to export the report results.
   3. If you are exporting the report results:
      1. In the Format field, select a format for the export file from one of the available options.
      2. In the Filename field, type in the export file name. Do not add the extension in the export file name.
   4. If parameters are shown in the Format section, then set the values as desired.
7. Click Run to save your settings and run the report.

Viewing Express Reports Results

1. When the express report is run, select either PDF or HTML from the Output list (Step 6b, above).
2. Use Millennium Explorer, Reporting > Express Reports to access the Express Reporting list.
3. Click the thumbnail image located to the left of the report name.

Printing Express Reports Results

1. When the express report is run, select PDF from the Output list (Step 6b, above).
2. Use Millennium Explorer, Reporting > Express Reports to access the Express Reporting list.
3. Click the thumbnail image located to the left of the report name to display the report in the Adobe PDF viewer.
4. Use one of the PDF controls (Print button, Print menu option, or Ctrl + P for examples ) to print the report.

Deleting an Express Report

Delete an Express Report from the Express Reports Listing or from the Express Report Form. You will only delete it from your Express Reports list. If the Express Report was also created for other users to have access to, then the other users' Express Report will not be deleted. It will not delete the criteria upon which the Express Report is based, and it will not remove any previously published formatted report results.

Comparing Express Reports with the Millennium Reporter

To assist your understanding of the relationship between the Millennium Reporter and Express Reports, the following chart shows a list of reporting functions and indicates which functions are available via which components of the Reporting World in Millennium. Remember that Express Reporting provides an optional interface to launch and access report results. Behind the scenes, Express Reporting is completely dependent on reporting criteria that were created via the Millennium Reporter. Express Reporting was designed to put the power of the Millennium Reporter in the hands of more users, especially for repetitive reporting needs. This is accomplished by insulating the user from the sophistication of creating the report in the Millennium Reporter.

Function	Express Reports	Millennium Reporter
View published report output	Yes, Express Reports shows thumbnails as hyperlinks to the most recently published results for your user Id, for this report.	Yes
View the Report Description	Yes	Yes
Edit the Report Description	No	Yes
View statistics (Last Run Date/Time, Rows Selected)	Yes	Yes
Browse saved worktable	No	Yes, by the Constituent Search in the Profiles World - Load Search Results
View or edit Notes	Yes	No
Change Queue to be used in the run of the report	Yes, Express Reports shows the name of the most recently used Queue. This may be edited for the current run.	Yes, Millennium Reporter shows the name of the saved, default setting for the Queue to be used. This may be edited for the current run.
View or edit the Results setting (Save the export worktable and assign a name)	Yes, Express Reports shows the most recently used settings. This may be edited for the current run.	Yes, Millennium Reporter shows the saved, default setting for the saving of the worktable. This may be edited for the current run.
View or edit the Destination setting (HTML, PDF, Printer, etc.)	Yes, Express Reports shows the most recently used destination. This may be edited for the current run.	Yes, Millennium Reporter shows the saved, default setting for the destination. This may be edited for the current run.
View or edit the Run Priority setting (Low, Mid, High, Run After)	Yes, Express Reports shows the most recently used Priority setting. This may be edited for the current run.	Yes, Millennium Reporter shows the saved, default setting for the destination. This may be edited for the current run.
View or edit the setting for Print Criteria	Yes, Express Reports shows the most recently used setting. This may be edited for the current run.	Yes, Millennium Reporter shows the saved, default setting for the printing of the criteria. This may be edited for the current run.
View or edit the most recently used value for a Prompted Reply in a criteria statement	Yes	No
View or edit the most recently used value for a Prompted Reply in a criteria statement within a Total definition	Yes	No
View or edit the Report Title	Yes	Yes
View or edit the most recently used value for a Parameter	Yes	No
View, create, or edit criteria statements, criteria groups, or total definitions	No	Yes
View, create, or edit parameter definitions	No	Yes, and parameters may also be defined within the Crystal Format, using the Crystal Reports software.
View or edit report options (Combine Spouse Names, Exclude Deceased, etc.)	No	Yes
View the name of the associated format	Yes	Yes
Edit the choice of a format that is to be associated with the report	No	Yes
Save or Save as a set of report criteria	No.	Yes

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