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Setting Report Run-time Options

Run a Published Report

Run a Published Report- Report Form Fields

Millennium Explorer>Reporting>Run Criteria>select a report

Use the Run Criteria feature to run a previously saved and published report. The initial values shown in the Run tab are those values saved when the report was published.

Report Details Tab

The Report Details tab includes the following fields.

Note: When you open this form from the Run Criteria option in Millennium Explorer, these fields are display only. To edit report details, use the Edit Criteria menu option.

Option Required/
Optional		 Description Notes
Report Name Required

The Report Name is created when you save the report. The name can be up to 50 characters long, and is used to find the report when you want to edit or view it.

You can include special characters, such as - ! _ and $, but use caution with special characters, since many are not supported, and a given character might not be supported for all output types or formats. We recommend you limit the Report Name to letters and numbers if possible.
Report Title Optional

This option is a text box that contains the title of the current report. The title can be up to 60 characters in length and appears below the Institution or Division Name at the top of the report output.

  • The title can be different from the Report Name.
  • You can also create or design formats that do not use a title.
  • The Report Title is passed to Crystal as a standard parameter.
Format/Utility Optional

When a report is launched in the Millennium Reporter, the system uses the criteria statements and other optional settings and examines the database to construct a generic worktable which identifies the appropriate constituent data. That worktable may then be 'handed off' to another process, which is identified in the Format option.

Each of these lists includes an entry labeled, (none). If you choose (none) from this list box, the Millennium Reporter will create the export worktable and (if you choose the corresponding option from the Run Report form) save it. In that situation, no further action is launched by the Millennium Reporter regarding that export worktable.

For more information, see About Report Formats and Utilities.

The options in this list are set in Options>Report Options tab of the Report form.

The list can include the names of report formats from the following sources:
File to Import/Add Import File Optional

If you want to include a list of Millennium ID numbers in your report criteria, you have the option to import this list from an external file to then be read by Millennium Reporter. Individual fields within this external file of ID numbers can be tab delimited (.tab file format) or comma-separated (.CSV file format).

For more information, see Using An Input File to Add ID Numbers to Report Criteria.

  
Combine Names Optional

The Combine Names option applies to constituents who are linked by the spousal relationship types of sp - Spouse, cm - Combine Mail, and lp - Life Partner. The following selections are available:

  • Do not combine—Select this option to use the singular names for each member of the relationship in the report. This is the default value
  • Combine if both selected—Select this option to use the combined name only if both members of the relationship appear in the report results.
  • Combine if either selected—Select this option to use the combined name for the spouses if either member of the relationship appears in the report results.

For more information, see About the Combine Names Options.

This option only applies to Profile reports. The option is disabled for Event reports.
Remove Spouses Optional

Select the Remove Spouses option to limit the results to the primary constituent for each relationship. For example, if you are preparing a mailing list, and want the mailing sent only once per household, select this option.

Clear this option if you want all members of the spousal relationship in the list.

 This option only applies to Profile reports. The option is disabled for Event reports.
Allow Multiples Optional

Use the Allow Multiples option to indicate whether you want multiple rows for a single constituent in the worktable. Multiple rows can be selected if the report criteria you specify includes more than one row from the selected table, such as payment records, gift records, or events attended.

For example, a set of criteria may be designed to find all gifts to the annual fund last year. If you want to produce a report that calculates totals for these transactions, then you do not want to remove any of the duplicates (different rows belonging to the same constituent). If you are producing an end of the year mailing to each constituent who contributed to the annual fund last year, then you do want to remove duplicates, so that each constituent receives only one piece of mail.

  
Include Deceased Optional

Use the Include Deceased option to indicate whether the report should include constituents who are deceased, or for corporations or foundations, disbanded, as follows:

  • Select the Include Deceased option to include all selected constituents in the export worktable, even if the constituent profile indicates that they are deceased.
  • Clear the Include Deceased option to restrict the report results to only those constituents that are living, or for organizations, active. (The profile does not include a death record.)

This status is determined by the existence of a Death row in the constituent profile.
Criteria Display Only

This section displays any reports criteria that have been saved in the report record. To add, edit, or remove criteria, use the Criteria tab.

  

Run Tab

The Report Run tab includes the run-time options for the report. Each option is described in the following table.

Note: If you have not saved the report criteria before you click Run, Millennium prompts you to save the report. See Save the Report Criteria for more information. After you save the report, the system automatically saves any changes to the criteria when you click Run.

General Section

The following General options are available.

Option Description Notes
Report Title

This option is a text box that contains the title of the current report. The title can be up to 60 characters in length and appears below the Institution or Division Name at the top of the report output.

If you specify a title on the Report Details page, that title is shown on the Run options. You can override the title at run time.
Run for User

Specify the Millennium User ID under whose permissions the report will run. The Run for User option defaults to the user ID logged into the current Millennium session, but you can select a different user ID from the list.

This allows your organization to assign users the task of launching reports on behalf of others, and have the security settings activated in accordance with those of the reporting user, rather than the user who launches the report.

If the Run for User ID is different than the logged-in user, the system prompts you for the password of the Run for User ID.
Crystal Format

When a report is launched in the Millennium Reporter, the system uses the criteria statements and other optional settings and examines the database to construct a generic worktable which identifies the appropriate constituent data. That worktable may then be 'handed off' to another process, which is identified in the Format option.

Each of these lists includes an entry labeled, (none). If you choose (none) from this list box, the Millennium Reporter will create the export worktable and (if you choose the corresponding option from the Run Report form) save it. In that situation, no further action is launched by the Millennium Reporter regarding that export worktable.

For more information, see About Report Formats and Utilities.

The options in this list are set in Options>Report Options tab of the Report form.

Save/Use Prompted Replies

If the report criteria includes prompted replies or parameters, the system prompts you for responses when the report is run. You can use this option to save the responses for the next time the report runs.

This option is selected by default. To save responses, the check box must be selected.

  • When this option is selected, the next time the report runs, the values for prompts and parameters are populated with the values saved from the current run. You can override the responses on future runs if needed. Any responses you override will be saved as the new default values, as long as this option is selected.
  • When this option is cleared, the next time the report runs, no default values are shown for prompted replies or Crystal parameters. If the report includes standard Millennium parameters, they default to the values saved on the Report form Options > Parameters page. The values you enter at run time for prompts and parameters are not saved, as long as this check box is cleared.

If a Crystal parameter is defined to require a value from a list of acceptable values, no default value means that the parameter defaults to the first item shown in the acceptable values list.
Print Criteria

Select this option if you want the criteria used for the report to be printed on a separate page as part of the output. Use this information to troubleshoot any issues that occur in the report output.

The following information is included:

  • Report Options–This includes the name of the format and the name of the export worktable, settings for Spouse name combining, removal of repeated records, deceased options, spouse removal, report writer (formatting software), formatted names, formatted salutations, and accounting method.
  • Report Parameters–This includes any parameters and the descriptions for them that are used by this report.
  • Maintenance Information–This includes the date, time, and user ID for the created, last edited, and last run date for the report criteria. Also included are the times for the last run, broken down into selection, formatting, export formatting, and total run times. Finally, the number of rows that were selected (not necessarily the same as the number of constituents selected, or the number of rows that are formatted and published.)
  • Selection Criteria–This includes the text version of all the criteria statements that are part of the report definition, including the values chosen at run time for any 'Prompted Replies' used in the criteria statements.
  • If the report is sent to a printer, the criteria page is sent to the same destination.
  • If the report is displayed online or exported to a file, the criteria page is sent to the default printer for the selected report queue.
Decrypt Columns

Use this option to display sensitive information that is encrypted. For example, you can select Decrypt Columns in the following situations:

  • The key file of the report is Basic Data (00) and you want Millennium Reporter to decrypt the social security number for each constituent chosen by the criteria.
  • The key file of the report is Credit Card (37) and you want Millennium Reporter to decrypt the bank account number for transactions that link the credit card row to a Bank Draft.
  • Selecting Decrypt Columns can slow report performance.
  • As an alternative to the Decrypt Columns option, you can create a formula in your Crystal report format to perform the decryption. See Decryption in Reporting for more information.
Use Existing Worktable

Select this check box to have the system skip the step of comparing the criteria statements to the database to create a new export worktable. To use this option, you must already have saved a generic export worktable, or have a generic export worktable that was generated by an Advanced Profiles World Search.

Consider the following conditions when you use this option:

  • If you choose to use an existing export file, and if this report includes criteria statements, the criteria statements are ignored.
  • The report might also have been saved with no criteria statements. In this case, you should select the other report options as needed (combining names, removing duplicates, deceased options, format or utility name, and so on).
  • If you select an existing export file, some of the report Run options are automatically disabled, including the Format Names and Save Worktable options.
  • If this option is selected, when you click OK to run the report, you will be prompted to select a saved worktable. You must select a table from the list before you can run the report.
  • The Run for User option determines the available export worktables in the list. If you select Use Existing Worktable, and Run for User is set to an ID that is different than the one you used to log in, the worktable list contains only those worktables saved for the Run for User ID for this report.
  
Format Names

Select this option to include the Formatted Name of the constituent who owns the selected row(s) in the export worktable. The Formatted Name is determined on the Names page for each constituent. Enabling the Formatted Name in the report copies the field to the worktable for each constituent included in the report output.

Set the Format Names option as follows:

  • No—Select No if you do not need the formatted name to be copied to the worktable. For example, if the report output will not display the constituent name, or if you format the name within the Crystal report template.
  • Advanced—
  • Preferred—Select Preferred to use the preferred name for each constituent in the report

The Millennium Reporter includes the singular or plural form of the name based on the Combine Names option you choose in the Report Details Form.

Including the Formatted name can affect the speed and processing of the report, as follows:

  • Including the Formatted Name in the worktable can be faster than processing the name using the format template (for example, the Crystal format). If your report results include a large number of rows, and the constituent name appears in the displayed output, selecting the Preferred or Advanced option could improve report speed.
  • Because the formatted name is easily available in the constituent profile, it is easier to use when troubleshooting the report.
  • If your report output does not include constituent names, including the Formatted Name field can slow the report processing down, since it requires the report to process data that is not needed for the output.

The Address & Name options option set on the Report Options form determines the

Your choice in the Format Name option does not affect the Salutation option that is set on the Report Options form.
Save Worktable

Select this option to make the worktable created for this report available for future runs of the report. If you select this option, the next time you run this report and select the Use Existing Worktable option, the saved worktable will be used for the report run.

  

Scheduling Section

The following Scheduling options are available.

Option Description Notes
Reporting Queue Select the Reporting Queue for the report to be run.
  • If you selected a queue in the Report Options page, this field defaults to that selection.
  • If your organization has only one reporting queue that will be the default for all reports.
Add to Queue

These options allow you to run the report As Soon As Possible (depending on the number of reports currently in the queue), or to Schedule the report for a later time.

  • If you choose As Soon As Possible, the report will be added to the queue immediately. Reports in the queue are run in the order they are received and by priority. You can set the Priority for the report to move it up in the queue. The default priority is Low.
  • If you choose Schedule, the Run After options become available, and you must select a date and time for the report to be added to the queue. You can also choose Schedule if you want the report to run multiple times, using the Frequency option.

 

  
Priority

When a report is sent to the Queue, it is held in a list with other reports that have also been sent. The Queue examines the list for reports with a High priority and runs them until all have been started.

After all High priority reports have been started, the Queue starts reports with a Medium priority. Finally, the Queue starts Low priority reports.

The Queue can be restricted by to limit the run of Low priority reports to one at a time. If so restricted, one low priority report must finish its run and clear the Queue before the next low priority report will be started. One low priority report can, however, run concurrently with multiple high or medium priority reports. Alternatively, you can set this option so that multiple low priority reports can run concurrently. This setting is activated from the Option item on the queue.exe menu bar. See the Queue topic for more information.

  
Run After

If you choose to Schedule the report, use the Run After options to set the date and time for the report to be added to the queue.

  • Click the date field and select a date by using the date picker. The date must be the current day or later.
  • Select a time using the Hour and Minute options. The time uses a 24-hour clock.
  • Select a Frequency for the report to run. The default frequency is Once.
  
Destination

Use the Destination options to specify the output format for this run of the report. The available options depend on the Output options chosen on the Report Options page for this report. Select one of the following options.

Publish to Reports Directory—Use this option to save the file to the Millennium Reports directory in HTML or PDF format. This makes the report available from the View Reports item in the Millennium Explorer. The location of the Reports directory is determined by the system administrator in the System Information form in Tools World. The system uses the Report Name and Category you specified when you saved the report criteria. Any user who has permissions to view the report can do so.

Printer—Choose this option to send the file to a printer. There must be at least one printer specified for use by Millennium in the system. Adding a printer requires administrator access to the system (Millennium Explorer>Tools>System Upkeep>System Info.) Choosing Printer enables the

Once you click on the Printer radio button, the Printer list box will be activated. This list box shows the names of all the printers that are associated with the report Queue that you are using to process the report. If more than one Printer is available, the list box contains the name of all of there Printers, listed in ASCII order, and defaults to either your assigned Default Printer (see User Maintenance, Group Maintenance) or the Default Printer that you assigned to this particular report (see Report Options). If you do not have an assigned Default Printer and you have not assigned a default Printer for this report, then it defaults to the name at the top of the list.

If you want to change the Printer name, click on the name of the Printer that you want to use. To print multiple copies of the report, use the Copies option.

Export to Path—Choose this option to send the report as a file to a specific path and file name. Choose one of the following export file types:

  • Word (RTF)
  • Excel or Excel Record Format file
  • CSV file
  • Tab Separated Values file
  • Text (ASCII) file
  • PDF file
  • Word - Editable (RTF)–See note.

When the report runs, the system prompts you to specify the path and the file name for the exported file. Remember to include a period (.) plus the extension in the export file name.

Example: If the report creates a CSV file named my_report, the full name of the exported file is my_report.CSV.


The default for the path is defined by your system administrator in the System Settings section of the System Information page in the Tools World, but you can edit the location for each report when the report is run.

There are two PDF destination options available and they will not behave in the same way.

  • Use the Publish to Reports Directory option with the PDF format selected to make the report available in the View Reports Millennium Explorer item.
  • Use the Export to Path option with PDF Output selected to send the PDF file to a destination path and file name that you specify. The PDF file will not be available for display in the View Reports Millennium Explorer item.

If you select the Print Criteria run option, the choice you make for the output has the following effect:

  • If the report is sent to a printer, the criteria page is sent to the same destination.
  • If the report is displayed online or exported to a file, the criteria page is sent to the default printer for the selected report queue.

Important! Editable Rich Text Format (RTF) allows easy editing by converting all report contents to text lines. However, if you wish to maintain your page-based formatting when exporting a report, select the Word (RTF) option. Text, drawing and individual objects are included in this format.

Express Report Section

The following Express Report options are available.

Option Description Notes
Save as Express Report

Any set of report criteria can become the basis for an Express Report. Use the Express Report settings to create an Express Report from the criteria and options specified for the current report.

Set this option as follows:

  • No—This indicates that you do not want to create any new Express Reports based on this set of criteria with the current execution of the criteria. (Note that once an Express Report has been created, you do not need to it each time in order to update the report results. Simply running the criteria upon which it is based will automatically update the Express Report.)
  • Yes—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 also create Express Reports for all of the users that you will specify in the following step. See the Note, below.
  • Save Only, Don't Run—This indicates that you do not want to execute the run of the report criteria against the database at this time, but you do want to create Express Reports for all of the users that you will specify in the following step. See the Note, below.

See Express Reports for more information.
Save as Express Report for

This option becomes available when you select Yes for Save as Express Report. Select the users for whom you want to save the Express Report. The list box on the left will show all users, but it will default to your user ID.

  • You can select any user ID by single clicking to highlight it and clicking the Add button, or by double-clicking the user ID.
  • The user ID will be moved to the list box at the right.
  • You may remove any user from the box on the right by highlighting and using the Remove button or double-clicking.

The Millennium Reporter permits you to select one Run for User (only) in order that it may apply the appropriate security settings to that selection process. That user can be, but does not have to be, the same as any of the users for whom you are simultaneously creating Express Reports, with the following results:

  • If you choose Yes as the option in the first Express option above, and run the report for a different user than any that you identify in the second option above, the report will execute for the 'Run for' user (just as if it would if no Express Reports were being created.) The Express Report(s) will also be created at that time, and each will display for its owner with the notation, Not yet run. Those Express Reports will use the values from the entire Run Options page (and the Prompts screen that follows) as the default values and settings for Query prompts, Total prompts, or Format parameters.
  • If you choose Yes as the option in the first Express option above, and run the report for one of the users identified in the second Express Option above, the report will execute for that user, and the Express Report for that user will display the selection statistics from the run and the formatted results will be accessible via the thumbnail images. The Express Reports that you may have created for any other users will each display for its owner with the notation, Not yet run. All of the Express Reports created via this option will use the values from the entire Run Options page (and the Prompts screen that follows) as the default values and settings for Query prompts, Total prompts, or Format parameters.
  • If you choose Save Only, Don't Run as the option in the first Express Option above, any information in the Run for User box will be ignored and the report will not be executed against the database. The system will still ask you for parameter and prompt values and will use those as the default values and settings for all of the Express Reports that will be created for the users you specified in the second Express Option above.

See Express Reports for more information.