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Report Form Fields-Report Options

Millennium Explorer>Reporting>New Criteria or Edit Criteria>Select or create a report>Report Form>Options>Report

Use the Report Options page to set output and formatting options for the report. The initial values on this page are those set in the Default Options. Any changes you make apply only to the current report, but they will be saved when you save the report criteria. To make changes to the default settings, use the Default Report options.

The following sections describe the available Report Options.

Address & Name Section

The following Address & Name options are available.

Option	Description	Notes
Include Addresses	Select the method to use for including addresses in the report worktable. None—Choose this option to exclude address information from the worktable; the addrkey in the GENERIC worktable is set to zero. This option improves performance if you do not need addresses in the report. Preferred—Select Preferred to have the first good, Preferred Address row that is valid for the current month identified in the export worktable instead of the Selected Address. If none is found, the address field in the worktable is null. The Preferred Address option is available, regardless of the presence or absence of any Address criteria statements in the report criteria. Selected—Choose this option to include the Selected Address row based on the Address criteria statements in the reports. The Address row that allows the key row to pass the criteria test is identified in the export worktable in the addrkey field and is selected for inclusion in the report.	This option only applies to Profile reports. The option is disabled for Event reports. See the Addresses topic for more information.
Include Formatted Names	The Include Formatted Names option determines whether the report worktable includes the Formatted Name field from the selected constituent Name rows. Having the name available in the worktable improves the speed of the reporting process since the output format (for example, Crystal) does not have format the names. Having the name available in the worktable also helps with troubleshooting. If the report output does not use constituent names, (such as a report that calculates total amounts for various campaigns without the need for any detail), then including names in the worktable can slow report performance. In that case, set the Include Formatted Names option to None, so that names are not copied into the worktable. Choose one of the following options to indicate whether Formatted Names will be included: None—Choose this option to exclude formatted names from the worktable. Advanced—Choose this option to include formatted names in the worktable with advanced options selected. Preferred—Choose this option to include names in the worktable using the format that is set as Preferred for each constituent. Notes: Your choice in the Format Name option does not affect the Salutation Name option. The Millennium Reporter decides whether to use the singular or plural form of the name, based on the spouse name option you choose for the report.	This option only applies to Profile reports. The option is disabled for Event reports.
Include Salutation, name type	Some worktable layouts include a field for the constituent's salutation. Including salutations in the worktable means the report formatting does not have to look up the information in the database when salutations are needed in the report output. Select whether to include salutations as follows: If the check box is cleared, the salutation field is blank in the worktable. If the report format includes a salutation field, no salutations are included in the output. If the report does not need salutations in the output, the check box should be cleared. If the check box is selected and the worktable includes a salutation column, then a salutation from the selected constituent Name rows is copied to the worktable. Use the list next to the Include Salutation option to select the Name Type to be used for the salutation. If you choose first found from the list, the system uses the first Name row that it finds for the constituent, regardless of its Name Type. The Preferred Name is usually the first found Name row (unless the Name Type lookup table has been altered). If you choose a specific Name Type from the list, the system searches for a name record using that type and uses its associated Salutation Name it if it exists. If one cannot be found, then the system will use the first found Name row and copy the Salutation Name from it, into the appropriate field in the export worktable. The Millennium Reporter uses the singular or combined form of the salutation, based on your choice for the Combined Names option.	This option only applies to Profile reports. The option is disabled for Event reports.
Remove Spouses	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	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.	This option only applies to Profile reports. The option is disabled for Event reports.
Include Deceased	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.

General Section

Option	Description	Notes
Description	Enter a text description of the report. This description is optional and can be used to distinguish between many reports of the same type or with similar names and criteria. It can be up to 472 characters long. This description is in addition to the Title text box on the Report Details form, and is also in addition to the summary and statistical data that the system maintains. The Description can be displayed by accessing the Report Info item from the Report Form's Function Menu Bar's Help action item.
Report Queue	Select a Report Queue from the list, or accept the default queue, which appears as the first item in the list. If no queue is shown, the report cannot run. If more than one Queue is available to you, the Reporting Queue? list box contains the names of all of these Queues, listed in ASCII order. The default queue is either your assigned Default Queue (see User Maintenance, Group Maintenance), or the queue that you assigned for this report. If you do not have an assigned a default queue and you have not assigned a default queue for this report, then the default is the first queue in the list. See Reporting Queues for more information.
Report Printer	Select a printer from the list. This setting only applies to reports if the output Destination is set to Printer, or if the Print Criteria option is selected. If no printer is listed, one might need to be added to the system. See Create a Reporting Printer for more information.	If no printer is selected, and the Print Criteria option is selected, the default printer associated with the Millennium installation is used to print the criteria page.
Account Method	The Accounting Method is a standard Millennium parameter that Millennium Reporter passes to a Crystal format when a report is run. The format then uses the value of that parameter to determine what Gift or Dues transaction amount column to display on a format or to use in calculations. Cash - When this option is selected, Crystal will use the giftamount or duesamount column. Asset - When this option is selected, Crystal will use the giftasset or duesasset column. Net Present Value - When this option is selected, Crystal will use the giftnetpv or duesnetpv column.

Worktable Section

The following Worktable options are available.

Option	Description	Notes
Worktable Format	The worktable includes identifying data from the selected rows. Standard report templates use the Generic export worktable, and report formats are constructed using Crystal Reports. The following options are available: Generic—The Generic worktable is composed of a standard set of fields taken from the rows that are selected by the criteria, or taken from rows that are related to the selected rows. Millennium standard formats—Depending on the report type, the Worktable Format list can contain a number of predefined Millennium formats. If you know that your report should you a particular format, such as Biographical, Mailings, or Comparison, you can select that format from the list. Otherwise, we recommend you use the Generic worktable format. User Defined—If your institution has staff members who are proficient in creating and using SQL Scripts, they can create a customized export worktable. If you utilize custom scripts to create a custom export worktable, you can specify that the scripts and custom export worktable be used by selecting User Defined from the WorkTable Format drop-down list. Note that although Millennium permits this usage, User-Defined SQL Scripting is not part of standard Millennium training or customer support. Unless you or your staff are well versed in SQL scripting, we recommend you use the Generic format.	This option only applies to Profile reports. The option is disabled for Event reports. See Reporting Worktables for more information about worktable formats.
Script Path/Filename	If you select a user-defined worktable format, provide the name and location of the script that will be used to generate the custom export worktable. This option is only available if you select User Defined in the Worktable Format list. See User Defined SQL Scripting for specific requirements of the path and file name.
Home Address Type	The Home Address Type shows the lookup table code for the Address Type field from the Address row that should be used as the Home Address field in the export worktable.	This option only applies to Profile reports. The option is disabled for Event reports.
Business Address Type	The Business Address Type item shows the lookup table code for the Address Type field from the Address row that should be used as the Business Address field in the export worktable.	This option only applies to Profile reports. The option is disabled for Event reports.
Format/Sort Name Type	Select the Formatted Name Type to use when the report sorts the Name row for the constituents . The default value is (first found), so that the system uses the first name found for the constituent, regardless of the Name Type. Note: If you have chosen to use the combined spouse names, the name field will hold the formatted name of the spouse pair, regardless of which of the pair owns the row that was selected. The Sortname field will hold the compressed or rearranged form of the name of the one constituent who owns the selected row. Therefore, while the NAME field might hold the data, Mr. and Mrs. Gary Little, the SORTNAME field might hold the data, LITTLE/PATRICIA ANNE. If you choose to sort based on the SORTNAME field, and print the NAME field, you will have Mr. and Mrs. Gary Little in the place in the list where Patricia Anne Little's name fits in sort order.	This option only applies to Profile reports. The option is disabled for Event reports.
Decrypt Sensitive Data	Select this option to decrypt sensitive data, such as social security numbers or credit card data. To display the data, you must also place the Generic worktable column_decrypt field on your report format. Important! If the Decrypt Columns option is selected, your reports may run slower than normal.	This option only applies to Profile reports. The option is disabled for Event reports.

Export Section

The following Export options are available.

Option	Description	Notes
Output Type (reports using no Crystal Formats)	This option instructs the Millennium Reporter to take the generic worktable generated by the run of a report and convert it to CSV or Tab Delimited format. The exact behavior of this option depends on other reporting options that you specify, as described in the following rules: If you choose Crystal from the Output List (described above), you must chose (none) in the Format/Utilities text box in the main report form. The export file will reflect the exact contents of the generic worktable. If you choose Batch File from the Output List, the export file will be generated from the generic worktable, after the batch file, exe, script, or other type of file that you create and specify here, has been executed. If the execution of your file edits the contents of the generic worktable in any way, the CSV or Tab Delimited export will reflect these edits. See Batch File. If you choose Utility from the Output List, the export file will be generated from the generic worktable, after the utility has executed. The export file will reflect the exact contents of the generic worktable. Note: This option is in contrast to the option of generating a CSV, Tab Delimited, or other type of export file from the Export Options list box described below. Using those options, the MR's generic worktable is passed to the specified Crystal format, which may have been defined to gather additional information from the database, or to eliminate information that is present in the generic worktable. An export file is then automatically created by Crystal, containing the Crystal-manipulated data, of the file layout you specified in the pull-down list. This will allow you, through Crystal, to create a CSV, Tab Delimited, or other type of export file containing more, less, or different data than was contained in the original generic worktable.
Output Type (reports using Crystal formats)	The Output Options check boxes here allow you to specify which of the Destination options will be made available to the operator in the Run Options form when the current report is run. Some of the options will not apply to some of the Output List choices, and the system will automatically disable those options. You may further restrict the options if you desire, by clearing any of the check boxes here.When Crystal is chosen from the Output List options above, the set of check box options shown under the heading Output Options are made available in accordance with that software's options. From the set of possible output options, you may further limit the options offered for the current report. To include any of these options on the Run Options form when the report is run, you may click to check that item on this Advanced Report Options form. You may select any combination of the following:HTML - Publishes the report in HTML for viewing within Millennium.PDF - Publishes the report in PDF format for viewing within Millennium (each workstation must have Adobe Acrobat Reader installed, in order to view report results in this output format.)Printer - Sends report to a designated printer. Export - Uses the Crystal option to generate an export from within Crystal.
Crystal Export Type	Once Crystal has formatted the data, it permits you to export the results to other applications. Choose one of the following export types:Word (RTF)Excel or Excel Record Format fileCSV fileTab Separated Values fileText (ASCII) filePDF fileWord - Editable (RTF)	Editable Rich Text Format (RTF) allows easy editing by converting all report contents to text lines. However, 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.
Report Location	When the report is run, this option indicates the path for the export file that will be created. Remember to include a "." plus the extension in the export file name. (For example, if exporting the results to a CSV formatted file, named my_report, the name of the export file will be 'my_report.CSV') The default for the path may be defined by your system administrator in the System Settings section of the System Information page in the Tools World, but you may edit the location for each report when the report is run. Millennium appends the report name with the date and time to create the export file name. This prevents a file being overwritten.
Export Location	If the current report uses the Export option and a Crystal format, you can select an Export Location from the list. Millennium appends the report name with the date and time to create the export file name. This prevents a file being overwritten.
Output List	Each report criteria can be associated with an output destination. After the Millennium Reporter executes the criteria statements and creates a generic worktable. The worktable can be used by the following output tools: A standard or custom report format created using the third-party software Crystal Reports A batch file of your own creation An Millennium standard utility Within each of these categories, there are several format, program, or utility names from which to choose.