Report criteria

Report criteria

The Report Criteria dialog allows you to filter, sort or group data in a report that you are creating or editing using the Report Designer.

Options on this dialog


 


Filter tab

You can set up a filter to limit the number of records displayed in the report when it is run. You can filter on a:

cn_report_criteria_filter.gif

1 Click the Add button to add a filter. You can add more than one filter.

2 Click Select and choose the field that you want to filter.

You can choose a field that will display in your report or you can choose a different field. For example, for a report that includes source name and thumbnail you could add a filter for source type equals picture.

3 Select a filter type from the list—for example, Equal to, Contains, or Is empty. The available options depend on the field type—for example, if you are filtering on a date, you can select Last month.

NOTE

4 Enter the criteria or click Select to choose a specific item. If you are creating a filter on a user-entered value, select [prompt for parameter].

For some combinations of fields and filters, the Select button is not available—for example, if you choose Contains then you need to enter a text string.

5 Click OK.

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Group tab

You can specify grouping levels for your report. Information is often easier to understand when it is organized into groups. For example, you could specify grouping by source type. All audio sources would be listed in one group, all document sources in another group, and so on.  

The items that belong to a group are automatically sorted in ascending order. For example if you group by type, all the Audio sources would display first, followed by Document sources, followed by External sources and so on.

cn_report_criteria_group.gif

1 Select a field from the list of Available fields.

2 Click  >  to move the field to the Selected fields list. All fields displayed in this list will be used to define groups as illustrated below.

3 If you have selected more than one field to group by, you can change the order of the grouping. Click a field in the Selected fields list and then click ui_dialog_up_arrow.gif to move up or ui_dialog_down_arrow.gif to move down.

4 Click OK.

Group by more than one field

You can create nested groups by selecting more than one field. The order of the selected fields determines the order of the nested groups.

Example 1

Grouping order:

  1. Item Type

  2. Created by

Item Type Created by Item Name

Audio

User 1

Audio 1

 

 

Audio 2

 

User 2

Audio 3
 

 

Audio 4

Document

User 1

Document 1

 

 

Document 2

 

User 2

Document 3

 

 

Document 4

Example 2

Grouping order:

  1. Created by

  2. Item Type

Created by Item Type Item Name

User 1

Audio

Audio 1

 

 

Audio 2

 

Document

Document 1
 

 

Document 2

User 2

Audio

Audio 3

 

 

Audio 4

 

Document

Document 3

 

 

Document 4

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Sort tab

You can specify up to four levels of sorting for the data in your report.

cn_report_criteria_sort.gif

1 Select a field that you want to sort on.

2 Select either Ascending or Descending.

3 Click OK.

The following shows sorting by more than one level. In this example, the report is sorted by Created by, then by Item Type, then by Item Name.

Created by Item Type Item Name

User 1

Audio

Audio 1

User 1

Audio

Audio 2

User 1

Document

Document 1
User 1

Document

Document 2

User 2

Audio

Audio 3

User 2

Audio

Audio 4

User 2

Document

Document 3

User 2

Document

Document 4

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