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Shelby Report Writer Toolbars: Quick Reference Guide

The toolbars found in the Shelby Report Writer work very similar to the toolbars found in most Microsoft-based products. These toolbars can be modified, moved, docked, and hidden.

Toolbar Manipulation

Moving a Toolbar… Click and hold the left mouse button on the toolbar "Handle" and drag to a new menu line, the menu areas located on the far right and left of the windows, or to the front or back of an existing menu bar.

Hiding a Toolbar… The Format Toolbar, Alignment Toolbar, Explorer Toolbox, and Property Toolbox can be hidden from view by right-clicking on one of these items and unchecking the item in the context menu.

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The Toolbars Save/Close Toolbar:

The Save/Close Toolbar consists of two buttons:

• The "Close" button will close the Shelby Report Writer. Upon doing so, you will be prompted with a Yes/No dialog box asking if you wish to save your changes.

• The Save and Close button will save your changes and close the Shelby Report Writer, bypassing the Yes/No dialog box.

Main Toolbar:

• Document Explorer – shows and hides the Document Explorer. The Document Explorer is an object tree that shows all items at a glance that have been included in the report and their locations within the report. By default, this window will be visible on the left-hand side of the screen when unhidden.

• Report Options – takes you to the report options screen where you can define headers, set margins, choose printer settings, and choose grid settings.

• Cut, Copy, and Paste – works similar to cut, copy, and paste in Microsoft Windows, but can also be used cut, copy, and paste controls in addition to text. The Ctrl-X, Ctrl-C, and Ctrl-V shortcut keys work within Shelby Report Writer also.

• Undo – will undo the last command or action.

• Alignment Grid – toggles the grid lines and dots on and off.

• Script Editor – launches the sub-routine script editor.

• Group Order – allows you to change the order of the optional header and footer groups (i.e. you could reorder "Header 1" and "Header 2" so that Header 2 comes first).

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Format Toolbar:

• Headers – allows you to toggle between normal text and four user-defined text styles called Headers. Affects the ClassName field in the Property ToolBox.

• Font Style - allows you to switch between different font styles, such as Arial, Times New Roman, etc. Affects the Font and Style fields in the Property ToolBox.

• Font Size – allows you to edit the point size of the font. Affects the Style field in Property ToolBox.

• Bold – toggles the bold typeface. Affects the Style field in Property ToolBox.

• Italics - toggles the italics typeface. Affects the Style field in Property ToolBox.

• Underline – toggles the underline typeface. Affects the Style field in Property ToolBox.

• Align Left – aligns all text within the text object to the left. Affects the Alignment field in Property ToolBox.

• Align Center – centers all text within the text object. Affects the Alignment field in Property ToolBox.

• Align Right – aligns all text within the text object to the right. Affects the Alignment field in Property ToolBox.

• Bullets – creates an unordered bulleted list within the text object. This is only active in the Rich Text fields.

• Outdent and Indent – Tabs the text left and right within the text object.

• Fill – pressing the fill button sets the text objects background to a selected color. To select the color, press the down pointed arrow and click on a color. The selected color displays under the button. This sets the BackColor in the Property ToolBox.

• Text Color – allows you to choose a font color. This sets the ForeColor field in the Property ToolBox.

• Line Color – allows you to change the color of shape lines.

• Line Styles – allows you to change the line style (line thickness, broken-style, etc.) for shapes.

• Add/Remove Buttons Arrow – the button on the far right of the toolbar allows you to add and remove any of the above buttons. Simply press the button and add or remove the checkmark next to the item from the list (see right).

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Alignment Toolbar:

• Bring to Front – allows you to stack the object on top of other objects (over lap other objects when they occupy the same space).

• Send to Back – allows you to put the object underneath other objects (other objects will overlap this object when they occupy the same space).

• Lock Controls – allows you to make all objects unmovable in the grid area, preventing accidental manipulation.

• Snap to Grid – turns grid snapping on and off. When turned on, an objects top-left corner (its "starting point") will always start on a grid dot. Turn this feature off for a more defined starting point.

• Object Alignment Buttons – the options under the Object Alignment drop arrow allow a user to line up multiple fields, labels, and other objects in a determined pattern. For instance, if two fields were selected and Align Tops was chosen, then the top edge of each field would be flush on the same horizontal line. To select more than one object, simply hold the Shift key while clicking on multiple objects. Most of these options will not be available unless more than one object is selected.

• Uniform Buttons – the three Uniform buttons allows a user to make multiple selected objects the same height, the same width, or both.

• Pixel Monitor – shows you the exact location of the starting point for an object down to the exact pixel. For future reference, the distance between two grid dots is 90 pixels, ¼" is 360 pixels, ½" is 720 pixels, and 1" is 1440 pixels.

• Object Size Monitor – shows you the size of the object that is selected.

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Toolbox Toolbar: By default, the Toolbox Toolbar can be found on the left-hand side of the screen, but can be docked at the top or right side of the window as well.

• Select – pressing the Select button will put you back into the default object manipulation mode.

When in select mode, you are able to move and resize objects on the grid.

• Label – allows the user to click and drag an area of the grid which will become a new static label. Labels are only text-boxes; they do not produce any output except the text that is placed in their caption.

• Checkboxes – Checkboxes can be used as a decorative element, or can be associated with a boolean datafield. When associated with a datafield, ‘true’ will check the checkbox and ‘false’ will uncheck the checkbox. These values can be reversed by setting the ‘value’ field to false. When the object is associated with non-binary integer, it will assume that 0 is one value, and all other numbers are another value. For example, if a checkbox was associated with the NANames.HH field, the checkbox would be checked for the Head of House, and unchecked for all other family members.

• Field – similar to a label, except the field is bound to a database field (or another bound control).

• Frame – similar to a table in most Microsoft products. Insert objects into the frame, such as text boxes or fields, and these objects will move with the frame upon repositioning the frame. It is also possible to insert table lines to visually separate the cells, or panes.

• Line – allows you to create a line. The line’s endpoints can be moved to your specifications letting you create horizontal, vertical, or diagonal lines. Hold down the Ctrl key to snap the line to a horizontal line and hold down the Shift key to snap the line to a vertical line.

• Shape – allows you to create a rectangular box.

• Image – allows you to insert a graphical image saved on your disk.

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• Shelby Image – allows a user to insert individual or family pictures into the document. The steps below outline how to use this feature.

1. Start a new query. 2. Click the Report tab. 3. Click the Build Report button. 4. Click the Insert Bound Filed Control.

a) Draw a small area at the location where you want to place the picture. For this exercise, we will place it inside the top left one inch in the Detail section.

b) DataField should be NameCounter. (Note: If you want to use the Family pictures, then the DataField should be FamNu.)

c) Visible should be set to False. d) Note the text in the (Name) field and write it here __________________________.

5. Click the ShelbyImage control. 6. Draw a one-inch square area in the top-left of the Detail section. 7. Change the Property ToolBox DataField and DataPath setting.

a) DataField should be the (Name) that you made a note of in 5. d) above. b) The DataPath should point to your Shelby data folder. Check with your instructor for the

workshop folder location. c) ImageType should be set to Individual. d) (Note: If you want to use the Family pictures, then the ImageType should be Family.)

8. Using the Insert Bound Field control, draw an area to hold the name just below the picture. 9. Set the DataField to: =FirstMiddle + " " + LastName 10. Click on the Detail header bar. 11. Change the Column count to 6. 12. Adjust the picture and name field placement and size as needed. 13. View your report.

• Rich Text – allows the user to create a special textbox that allows the user to format text. Unlike the label box, the rich textbox can include tabs, indentions, font changes, etc. This is useful when you need to copy and paste text from another document.

• Barcode – allows the user to create a machine-readable barcode. There are 23 formats available, but #6 (Code 39 for Attendance barcodes) and #15 (PostNet for post office barcodes) are the most frequently used.

• Page Break – allows the user to insert a page break. This will force the report to start printing to the next page when the text on the page reaches this designated point.

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Inserting Headers and Footers To insert headers and footers, simple right-click in the grid area, select insert, and choose one of the header/footer types from the list.

The different header types are:

• Report Headers/Footers – these headers only appear on the very first and last page of the entire report.

• Page Header/Footers – these headers appear on every single page of the report between the Report Header/Footers.

• Group Header/Footers – appears on the first page and last page for every record. For example, if we were doing giving statements for all contributors, and each contributor’s statement was three pages long, then the Group Header/Footer would appear every three pages: on the beginning of the statement and the end of the statement.

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Object Properties …/A

• (Name) – The designer’s reference name for the object. Renaming this property has no impact on the functionality of the object or report. The name of the object in drop fields will change, however.

• (Custom) – Non-functioning. See OutputFormat.

• Alignment – Left, Right, or Center justification of the text contained within the object.

• Angle – A number between 0 and 3599 that indicates the angle of the text, measured in tenths of degrees (i.e.: a 45-degree angle is 450, a 90-degree angle is 900 (perpendicular text), a 180-degree angle is 1800 (upside-down text), etc.).

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B • BackColor – Background color of the text area of the object. BackStyle must be set to Normal to

notice the affects of this setting.

• BackStyle – Indicates if the text area of an object is opaque or transparent. When opaque, or Normal, the background color of the text area will be equal to the BackColor setting. When set to Transparent, the text area will be equal to the color of the header/footer/detail area.

• BarWidth – A positive integer that scales the thickness of the barcode lines and spaces from left to right. Changing this value may effect scanning.

SAME BARCODE, DIFFERENT WIDTH

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C • CanGrow – When true, the object or report area (header/footer/detail) will self-enlarge

vertically (will only add additional rows; the object itself will not grow wider) to prevent the data contained within the object from truncating.

• CanShrink – When true, the object or report area (header/footer/detail) will shrink to the same size of the data contained within. In addition, the object or report area will disappear when the

bound field for the record does not contain any data.

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• ColumnLayout – Associated with group header/footers. The ColumnLayout property determines whether a group header section should use the same column layout of its detail section. When this property is true, the number of columns in a detail section will be reflected in the associated group headers and footers (Note: the Repeat option will effect how often the header/footers will repeat).

Results:

Results:

Results:

Results:

• CountNullValues – Used for 'Count" summary functions only. When set to true, null value records are included in the count. If false, they are excluded.

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• ColumnCount – The user has the ability to subdivide the Detail area vertically into multiple columns. Simply enter a positive integer to denote the number of columns you need on each page.

• ColumnDirection – Indicates whether the next record iteration should be tiled horizontally from left to right and then down to the second line, or tiled vertically from up to down, then across to the second column.

• Caption – The character value of static objects.

• ClassName – Simply reflects the style chosen in the style drop field.

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• CloseBorder – Associated with a Frame. When a frame (similar to a table in other Microsoft products) is split between two pages, a line will be drawn at the bottom of the frame where the split occurs when set to true. If set to false, a line will not be drawn at the bottom of the frame, visually indicating that this frame continues on the next page.

• CaptionPosition – Displays a caption above or below (or can be turned off) the barcode, indicating its ASCII equivalent text.

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D • DataField – The SQL field that is associated with the bound control. For instance, if DataField is

set to FirstMiddle, every record iteration will contain the record’s first name. This field can also consist of concatenations of multiple fields and house some SQL functions. Calculations (such as adding, dividing, multiplying, etc.) performed between multiple fields are also available. When using images, this field is used to insert the name of the bound control that carries the NameCounter or FamilyNu; see the Toolbox section above for more information regarding inserting Shelby images.

For concatenation, follow this format: =FirstField+" "+SecondField or =FirstField+SPACE(1)+SecondField For SQL functions, follow this format: =LTRIM(FirstField+" "+SecondField)

For calculations, follow this format: =Quantity * UnitPrice A "Now" function is also available: =now

• DataPath – Associated with Shelby images (individual pictures or family pictures). Indicates the path to the .dat folder that contains the picture folder (notice in the illustration below the path is NOT c:\shelby\ssv5\pictures.dat).

• Direction – Used to change the scanning direction of the barcode, both horizontally (left to right, or right to left) and vertically (up to down, or down to up).

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E • EnableCheckSum – An optical scanner

setting (typically set to true for UPC barcodes). If you are experiencing difficulty scanning barcodes rendered in Shelby Reporter, toggle this setting between true and false and try again.

F • Font – Font formatting options (see right).

• ForeColor – Text color.

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G

• GrpKeepTogether – GrpKeepTogether determines whether group header and footer sections will print as a single block on the same page. The property defaults to ddGrpNone, which allows the group block to be split across pages.

When you set this property to ddGrpAll, Shelby Reporter attempts to print the complete block on the same page without any page-breaks. When a complete block does not fit on a single page, it will be split across two or more pages.

The third option prevents any widowed group header sections. The group header will always print with at least one detail section.

H • Height – Height of the object, measured in pixels.

• HyperLink – An object can be linked to a web address, so that when a user clicks on the object in the report, their default browser opens and takes the user to the address specified in this field.

I • ImageType – Used to choose between displaying individual or family pictures when using a

Shelby image. Follow the steps under the Toolbox section above to use Shelby images.

K

• KeepTogether – KeepTogether property determines whether a section should print in its entirety on the same page. When you set this property to true, the section will print on the same page without any page breaks. A False setting allows the section to be split across two or more pages.

L • Left – Indicates the pixel position, from the left edge of the page, of the top-left most corner of

the object.

• LineColor – The display color of the selected line.

• LineStyle – Allows the user to select between an assortment of solid and dashed line patterns.

• LineWeight – The thickness of the selected line.

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M • MultiLine – allows caption (text in the text area of an object) to wrap to the next line when set to

true. Else, the text is truncated. Both MultiLine and WordWrap must be set to enable word wrapping. If either is set to false, then the text will truncate.

• MaxLength – Limits the character length of Rich Text Controls.

N

• NewColumn – Associated with header/footer/detail sections. Used to insert a column break before and/or after printing the section.

• NewPage – Inserts a page break.

• (Name) – The designer’s reference name for the object. Renaming this property has no impact on the functionality of the object or report. The name of the object in drop fields will change, however.

O • OutputFormat – Allows the designer to change the data type of the field (i.e.: Currency, Date,

Floating-Point, etc.).

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P • PrintAtBottom – Associated with footers only. Causes the footer section to print flush with the

bottom of the page.

• Picture – Allows the insertion of an image into the report by launching a file browser window.

• PictureAlignment – Justifies an image either center, or flush with one of the four corners of the image window.

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R • Repeat – Repeat property determines whether a GroupHeader section should be printed again

before its associated detail section when the detail section is broken across multiple pages or columns. Each setting is defined in the table below.

Value Mnemonic Description 0 ddRepeatNone Do not reprint the group header. 1 ddRepeatOnPage Print the group header at the top of

each page within the group's detail sections.

2 ddRepeatOnColumn Print the group header at the top of each column within the group's detail sections.

3 ddRepeatAll Print the group header at the top of each column and page within the group's detail sections.

4 ddRepeatOnPageIncludeNoDetail Print the group header at the top of each page within the group's detail section even if there is no data in the se

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S • Script – allows the insertion of a Visual Basic or XML script that will be executed at runtime. If

the report generates a runtime error upon execution, make sure that this field is clear.

• Style – Reflects text formatting changes.

• SummaryFunc – Sets the type of the summary function used to process the DataField values. Available functions are:

Value Mnemonic Description 0 ddSFSum Calculates the total of all values within the specified

summary region (group, page report). 1 ddSFAvg Calculates the average of all values within the

specified summary region (group, page or report). 2 ddSFCount Calculates the count of all values within the specified

summary region (group, page or report). 3 ddSFMin Calculates the minimum of all values within the

specified summary region (group, page or report). 4 ddSFMax Calculates the maximum of all values within the

specified summary region (group, page or report). 5 ddSFVar Calculates the variance of all values within the

specified summary region (group, page or report). 6 ddSFVarP Calculates the population variance of all values

within the specified summary region (group, page or report).

7 ddSFStdDev Calculates the standard deviation of all values within the specified summary region (group, page or report).

8 ddSFStdDevP Calculates the population standard deviation of all values within the specified summary region (group, page or report).

9 ddSFDSum Calculates the total based on the distinct values of another field within the specified summary region (group, page or report).

10 ddSFDAvg Calculates the average based on the distinct values of another field within the specified summary region (group, page or report).

11 ddSFDCount Calculates the distinct count based on the distinct values of another field within the specified summary region (group, page or report).

12 ddSFDVar Calculates the variance based on the distinct values of another field within the specified summary region (group, page or report).

13 ddSFDVarP Calculates the population distinct variance based on the distinct values of another field within the specified summary region (group, page or report).

14 ddSFDStdDev Calculates the standard deviation based on the distinct values of another field within the specified summary region (group, page or report).

15 ddSFDStdDevP Calculates the population standard deviation based on the distinct values of another field within the specified summary region (group, page or report).

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• SummaryGroup – SummaryGroup property sets or returns the name of the group header section that will reset the summarized field value. For example, setting a sum of price for an order group header will reset the sum to zero for each order group. This property is valid when the SummaryType is set to 3-SubTotal.

• SummaryRunning – SummaryRunning determines whether the summarization will be accumulated or reset for each level (detail, group, or page). Setting this property ddSRGroup or ddSRAll will make Shelby Reporter print a running summary of the field at the group or report level.

• SummaryType – SummaryType determines the type of summarization on the field if any. Shelby Reporter can summarize the field as:

o Sub total (group level; reset for each group), o Grand total (report level; do not reset until all records are processed), o Page total (page level; reset for each page), o A page count, which is the total number of pages printed.

• Shape – Associated with the Shape object. Allows the user to choose a rectangle, ellipse, or rounded rectangle.

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• SizeMode – Associated with an image object. The image can be clipped, zoomed, or stretched.

CLIPPED The image will retain its normal size, despite the size of the selection box. When the selection box is smaller than image, only part of the image will show.

STRETCHED The image will shrink or enlarge to touch all four sides of the selection box. This does not keep the height-to-width ratio of the image.

ZOOM

The image will shrink and enlarge until either the horizontal or the vertical edges of the image touch the selection box, effectively preserving the height-to-width ratio.

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T • Top – Indicates the pixel position, from the top edge of the page, of the top-left most corner of

the object.

• Text – Provides the same function as the caption field, but for Rich Text Controls.

U • UnderlayNext – UnderlayNext property determines whether the section should print underneath

the following section. The following section will start printing starting from the top coordinate of the under-laid section instead of the bottom coordinate (use when you want say, GroupHeader1 to fall after GroupHeader2).

V • Visible – Hides an object from view. This is useful when doing summary reports, when certain

objects do not need to be displayed, but their value is needed for a calculation.

• VerticleAlignment – aligns the text within an object with the top, center, or bottom of the text area.

• Value – Associated with a checkbox object. If true, the checkbox is checked by default. See "Checkbox" in Toolbox toolbar for more information.

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W • Width – The width of the object, in pixels.

• WordWrap – Allows caption (text in the text area of an object) to wrap to the next line when set to true. Else, the text is truncated. Both MultiLine and WordWrap must be set to true in order word wrapping to be enabled. If either is set to false, then the text will truncate.

• Watermark – Allows the user to pick an image from file and insert it into the report as an underlay image. Watermark properties can be accessed by selecting ActiveReport from the Property Toolbox drop field.

• WatermarkAlignment – Allows the user to align the underlay image in the center of the report,

or flush with one of the four corners of the report.

• WatermarkPrintOnPage – A value indicating the specific pages to which the watermark should be added. The sytanx can include a single page, page range or a combination of both. For example: 1, 5-8, 9, 10-12.

• WatermarkSizeMode – Indicates how the watermark will be sized when the image is rendered on the canvas. The image can be stretch to fill the page, zoomed in on to extended the image to the closest edges, or clipped to keep the image's default size. See SizeMode for an illustration.

X • X1 – The horizontal coordinate (pixel) of the first endpoint of a line.

• X2 – The horizontal coordinate of the second endpoint of a line.

Y • Y1 – The vertical coordinate of the first endpoint of a line.

• Y2 – The vertical coordinate of the second endpoint of a line.

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Extreme Reporting Seminar

The Shelby Report writer portion of the Extreme Reporting Seminar has been included as reference material in this handout.

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Introduction ShelbyQUERY v5.5 has a report designer that works very similar to the Microsoft Access report design tool that we have just been using. While the ShelbyQUERY Report Designer works a little differently, all of the features we used earlier in this workshop are supported. We will start with a simple report, using an existing query to learn how this powerful tool functions.

Report Designer Report Options

Adding a Page Header 1. Start ShelbyQUERY. 2. Click the Open button. 3. Click in the middle of the grid area to display existing queries. 4. Locate and double-click on Birthdays Current Month. 5. Click the Report tab located at the bottom of the screen. 6. Click the Design Report button. 7. Click and drag the ADO icon to the bottom of the Detail section.

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8. Click the Insert Label Control icon, which is the first icon in the left margin and looks like Aa. 9. Click inside the PageHeader section and drag to define a text box area. We will enter a page title here. 10. With the new text box still selected, locate and click Caption in

the Property ToolBox. 11. Click the text, "Label1," and replace it with the page title. Notice

in the illustration at right that we are using Birthdays this Month. 12. Click once on Font. 13. Click the pick button at the right. 14. Choose the Font, Font Size, and Size on the Font screen. We

have chosen Arial, Bold, 14 point. 15. You can change the font color by clicking once on ForeColor,

then using the pull down arrow for color selection. 16. Click once on Alignment. 17. Use the pull down arrow and choose 2 – ddTXCenter to center

the page title within the defined Label. 18. Notice the MultiLine property. The default is true, which allows

the Caption text to wrap to a new line, unlike Access, which truncates the text if the label area is too short. We will accept the default.

19. Resize the Label area as needed for your page title by clicking and dragging the blue buttons.

20. Right-click in the Label area and choose Align, Center in Section. 21. At this point your report should look similar to the illustration

below.

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Adding Fields �

� � Click the Insert Bound Control icon, which is the second icon in the left column.�� � Click and draw a box about one inch long (bold grid lines are one inch apart) and about 3 grid dots high.�� � Click the Copy icon on the menu bar, or hold down the ctrl key and tap the C key on your keyboard.�� � Click the Paste icon 4 times, or hold down the ctrl key and tap the V key 4 times.�� � Using the click and drag method, arrange the 5 fields in an even row across the work area.�� � Click inside the first field (the field on the left).� � Click the DataField property in the Property ToolBox.� � Use the pull down arrow and choose FullName.�� � Set the second field to Age.�10. Set the third field to Birthdate. 11. Set the fourth field to PhoneNu. 12. Set the fifth field to City. 13. Just to see if your report is working, click the Save and Close button. 14. Click the Run Report button. 15. Click the Design Report button to return to the layout. 16. At this point your screen should look similar to the illustration below.

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Adding Field Titles

1. Using the Insert Label Control, add 5 labels in the Page Header area. 2. Arrange them so that a label is above each field in the Data area. 3. Enter a descriptive title for each column. 4. Select all 5 of the column headers. 5. Using the Font property, change the text to bold. 6. Adjust the white space by moving the Detail and Footer section headers. 7. View the report. 8. Adjust as needed.

Adding a Group

1. Right-click in the grid area. 2. Click Insert. 3. Choose Group Header/Footer. 4. Click on the Group Header bar. 5. Set the DataField property to City. 6. Click on Group1 footer. 7. Set the NewPage property to After. 8. Adjust the white space as needed. 9. View the report. 10. Make any needed changes.

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Adding an Image

1. Click the Insert Image Control icon. 2. Define an area to hold the image in the PageHeader section. 3. Click Picture in the Property ToolBox. 4. Using the pick button, locate and double-click on the logo. 5. Using the SizeMode Property, select Zoom. 6. Resize and position the logo as desired.

Adding Lines

1. Click the Insert Line Control. 2. Draw a horizontal line below the labels in the PageHeader section. 3. Change LineWeight in the Property ToolBox to 5. 4. View report and adjust as needed.

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Adding a Cover Page/Report Header

1. Right-click in the grid area. 2. Click Insert. 3. Choose Report Header/Footer. 4. Using the NewPage property, choose After. 5. Expand the work area by dragging the PageHeader divider bar down. 6. Using the Insert Image Control, add the church logo. 7. Using the Insert Label Control, add the needed text. 8. View the first page of the report and adjust as needed. 9. Click the Save and Close icon. 10. Click the Save icon on the Query Reporter screen. 11. Save the report as Birthdays Current Month. 12. Click Yes to push to a dashboard. 13. Place a checkmark in the My Queries column next to the login name you are using.

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Using Columns This section helps you understand how columns can be used in your reports. We will use a query that lists all names in GlobaFILE.

1. Start a new query. 2. Type the following text into the Query text field:

Select * From Shelby.NANames

3. Click the Load Grid Button. 4. Click the Design Report button. 5. Add a page header using a caption like, "All GlobaFILE Names." 6. Insert a bound control in the Detail section. 7. Build a full name in the DataField property using: =FirstMiddle

+ " " + LastName 8. Click the Detail section header. 9. Set ColumnCount to 4 in the Property ToolBox. 10. Set ColumnSpacing to 40 in the Property ToolBox. 11. Set CanShrink to true in the Property ToolBox. 12. Resize the length of the name field so it fits in the white area of

the grid. 13. Save and run the report.

Concatenation in the Different Applications ShelbyQUERY Field + ' ' + Field Microsoft Query Field + ' ' + Field Microsoft Access Field & " " & Field Shelby Reporter Field + " " + Field

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14. Notice that Organizations are indented one space. Change the name's DataField as shown below to

remove the leading space.

=LTRIM(FirstMiddle + " " + LastName) 15. Using Insert Line Control, add lines to report as desired.

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Building a Photo Directory Sheet

Using the ShelbyImage control makes including a photo in a report fairly easy. This exercise demonstrates the process.

14. Start a new query. 15. Open the Records with Individual Pictures query. (This query

limits NAName selections to records that have profile code IPicture.

16. Click the Report tab. 17. Click the Build Report button. 18. Click the ShelbyImage control. 19. Draw a one-inch square area in the top left of the Detail section. 20. Change the Property ToolBox DataField and DataPath setting.

a. DataField should be NameCounter. b. The DataPath should point to your Shelby data folder.

Check with your instructor for the workshop folder location.

c. ImageType should be set to Individual. d. (Note: If you want to use the Family pictures, then the DataField should be FamNu and the

ImageType should be Family. 21. Using the Insert Bound Field control, draw an area to hold the name just below the picture. 22. Set the DataField to: =FirstMiddle + " " + LastName 23. Click on the Detail header bar. 24. Change the Column count to 6. 25. Adjust the picture and name field placement and size as needed. 26. View your report.

Special note to Trainer: Use

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Building a Photo Directory Sheet Using the ShelbyImage control makes including a photo in a report fairly easy. This exercise demonstrates the process.

27. Start a new query. 28. Open the Records with Individual Pictures query. (This

query limits NAName selections to records that have profile code IPicture.

29. Click the Report tab. 30. Click the Build Report button. 31. Click the Insert Bound Filed Control.

e) Draw a small area at the location where you want to place the picture. For this exercise we will place it inside the top left one inch in the Detail section.

f) DataField should be NameCounter. (Note: If you want to use the Family pictures, then the DataField should be FamNu.)

g) Visible should be set to False. h) Note the text in the (Name) field and write it here __________________________.

32. Click the ShelbyImage control. 33. Draw a one-inch square area in the top left of the Detail section. 34. Change the Property ToolBox DataField and DataPath setting.

e) DataField should be the (Name) that you made a note of in 5. d) above. f) The DataPath should point to your Shelby data folder. Check with your instructor for the

workshop folder location. g) ImageType should be set to Individual. h) (Note: If you want to use the Family pictures, then the ImageType should be Family.)

35. Using the Insert Bound Field control, draw an area to hold the name just below the picture. 36. Set the DataField to: =FirstMiddle + " " + LastName 37. Click on the Detail header bar. 38. Change the Column count to 6. 39. Adjust the picture and name field placement and size as needed. 40. View your report.

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Using Numbers in Shelby Report Designer Listing Old Vendor Records Build the Query This exercise requires a new query be built and modified in ShelbyQUERY prior to using the Report Designer.

1. Start a new query. 2. Select the following three tables:

a) NANames b) APInv c) APInvDetail

3. Join the tables together. a) LEFT JOIN from APInv to APInvDetail on Counter b) LEFT JOIN from APInv VendorNu to NANames NameCounter

4. Select the following fields: a) VendorNu b) FirstMiddle c) LastName d) CheckDate e) Amount from APInvDetail

5. Run the report to verify accuracy of query. 6. Modify the SELECT section:

a) Use MAX function for Check Date b) Use SUM function for Amount

SELECT [Shelby].[APInv].VendorNu, [Shelby].[NANames].FirstMiddle, [Shelby].[NANames].LastName, MAX([Shelby].[APInvDetail].CheckDate) AS LastCKDate, SUM([Shelby].[APInvDetail].Amount) AS TotalAmt

7. Add Group By at the bottom of the report that includes VendorNu, FirstMiddle, and LastName fields.

(Note: these three fields were not used in any of the aggregate functions.

GROUP BY [Shelby].[APInv].VendorNu, [Shelby].[NANames].FirstMiddle, [Shelby].[NANames].LastName

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8. Click the Load Grid button to verify the changes. 9. Next we need to limit the query to show only vendors that have no current activity. We cannot use

WHERE when trying to limit based on SUM or MAX. So, SQL provides the HAVING clause as shown below. Add the text in the box below to the bottom of your query.

HAVING MAX([Shelby].[APInvDetail].CheckDate) < '3/31/2005'

10. The query should look similar to the one shown below.

SELECT [Shelby].[APInv].VendorNu, [Shelby].[NANames].FirstMiddle, [Shelby].[NANames].LastName, MAX([Shelby].[APInvDetail].CheckDate) AS LastCKDate, SUM([Shelby].[APInvDetail].Amount) AS TotalAmt FROM [Shelby].[APInv] LEFT JOIN [Shelby].[NANames] ON [Shelby].[APInv].VendorNu = [Shelby].[NANames].NameCounter INNER JOIN [Shelby].[APInvDetail] ON [Shelby].[APInv].Counter = [Shelby].[APInvDetail].Counter GROUP BY [Shelby].[APInv].VendorNu, [Shelby].[NANames].FirstMiddle, [Shelby].[NANames].LastName HAVING MAX([Shelby].[APInvDetail].CheckDate) < '3/31/2005'

Design the Report

1. Click the Report tab at the bottom of the grid area. 2. Click the Design Report button. 3. Move the ADO icon out of the way. 4. Add a page title. 5. Add a field for the vendor number in the Detail area.

• Center the vendor number. 6. Add a field for the vendor name in the Detail area.

• In the DataField property, type the following text string: =FirstMiddle + " " + LastName

7. Add a field for the date of last check. 8. Add a field for the total amount.

a) Change the alignment to right justified. b) Using the OutputFormat property, choose Number.

9. Save and run the report. 10. Adjust as needed.

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11. You might notice that Jackie Brown and Fedora Hat do not line up with the other vendors. That is because there is a leading space before the last names.

12. Change the DataField content for the Vendor's name field to include LTRIM, as shown below. =LTRIM(FirstMiddle + " " + LastName)

13. Save and run the report. 14. Click the Save icon to save the query and the report layout.

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Building a Detailed List Giving Statement The following two exercises are designed to let you explore some additional features of the Shelby Report Designer. We will build two different giving statements in the process.

1. Start a new query. 2. Use the following tables.

• NANames • NAAddresses • CNHst • CNHstDet • CNPur

3. Connect CNHst.NameCounter TO NANames.NameCounter using a Left Join. 4. Connect NANames.MainAddress TO NAAddresses.AddressCounter using a Left Join. 5. Connect CNHst.Counter TO CNHstDet.HstCounter using a Left Join. 6. Connect CNHisDet.PurCounter to CNPur.Counter using a Left Join. 7. Select the following fields:

• NameCounter from NANames • FamNu from NANames • FirstMiddle from NANames • LastName from NANames • Adr1 from NAAddresses • Adr2 from NAAddresses • City from NAAddresses • State from NAAddresses • PostalCode from NAAddresses • CNDate from CNHst • CheckNu from CNHst • Descr from CNPur • Amount from CNHstDet

8. Click OK and Load Grid. 9. Save the report as Detail Giving Statement.

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Designing the Detail Giving Statement Add and Format Headers and Footers. The design below features the church logo, name, and address for window envelope, postal net barcode, gifts grouped and totaled by received date, check number, and total received as of the run date. You can use the illustration below as a guide for your design.

Page Header Logo and letterhead

Group Header1 Mailing address

Group Header2 Custom page header, column titles, divider line

Group Header3 Group by date

Data Header Date, purpose, amount

GroupFooter3 Check#, total gift, divider line Group Footer 1

Grand total

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1. Click the Report tab. 2. Click the Design Report button. 3. Right-click in the grid area. 4. Choose Insert, Group Header/Footer. 5. Add two more header/footer sections. 6. Your screen should look similar to the illustration at right. 7. Notice how the headers and footers are arranged.

a) PageHeader is first and PageFooter is last. b) GroupHeader1 is second and GroupFooter1 is second

from the bottom. c) GroupHeader2 is third and GroupFooter2 is third from

the bottom. d) The last pair (Header3/Footer3) is centered with the

Detail section in between the two. e) Detail does not have a group footer.

8. Next, we need to set the properties for each of the sections. We will start with the headers.

a) Click the PageHeader bar. i. Verify that CanShrink is set to False, which will

allow you to adjust the top margin for next page(s) if a statement will not fit on one page.

b) Click the GroupHeader1 bar. i. Verify that CanShrink is set to False.

ii. Set DataField to NameCounter. This forces all information relating to one donor to be grouped (kept) together.

c) Click the GroupHeader2 bar. i. Change Repeat to 1-Every Page. This causes

the report to print the column labels just above the detail information on each page.

d) Click the GroupHeader3 bar. i. Change DataField to CNDate.

ii. Change GrpKeepTogether to 2-All. This prevents splitting one day's giving detail at page breaks.

e) Click the Detail bar. i. Accept the default settings.

9. Change the footer settings. a) Accept the default settings on GroupFooter3 and GroupFooter2. b) Click the GroupFooter1 bar.

i. Change NewPage to 2-After. With this setting, the report will print a total for a giving statement, and then start a new page for the next donor's statement.

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Add Logo

1. To add a logo in the PageHeader section click the Insert Image Control icon. a) Click and drag to define the size and placement of the logo. The size should be just over one

inch square. b) With the image placeholder selected, click on Picture in the Property ToolBox. c) Click the pick button and navigate to the folder that holds the logo file. d) Locate and double-click on FUMCLogo.gif.

2. Resize the image field as needed. Add Data Fields

1. Using the Insert Bound Control, add the following fields as instructed below. a) In the Group1Header section add:

i. First and Last name using one field. ii. Adr1.

iii. Adr2. Set CanShrink property to true (this keeps the report from having a blank line in the address if there is no data in Adr2).

iv. City, State, PostalCode using one field. v. (Optional) Barcode. Using the PostalCode field, set the Style property to:

15 – ddbcPostNet. vi. Arrange as shown below:

b) In the Detail section add: i. CNDate

ii. Descr (Purpose) iii. Amount

• Set the Output Format property to Currency.

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• Set Alignment to Text Align Right. iv. Arrange as shown below.

c) In the GroupFooter3 section add:

i. CheckNu ii. Amount

• Set the Output Format property to Currency and then insert a dollar sign as the first character in the property field.

• Set Alignment to Text Align Right. • Set SummaryFunc to 0 – ddsFSum. • Set SummaryGroup to GroupHeader3 • Set SummaryRunning to 1-ddSRGroup • Set SummaryType to 3-ddSMSubTotal.

iii. Arrange as shown below.

d) In the GroupFooter1 section add: i. Amount

• Set Alignment to Right. • Set Font to 12 point Bold. • Set the Output Format property to Currency and then insert a dollar sign as the

first character in the property field. • Set SummaryFunc to 0 – ddsFSum. • Set SummaryGroup to GroupHeader1 • Set SummaryRunning to 1-ddSRGroup. • Set SummaryType to 3-ddSMSubTotal.

ii. Add a label control and set the caption to Total. iii. Arrange as shown below.

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Add Lables and Lines Using the Insert Label Control icon, add the following labels.

a) In GroupHeader2 add: • Date • Purpose • Amount • Check Number • Total

b) Set all to Bold. c) Arrange as shown below.

d) In GroupFooter1

i. Total ii. Set to 12 point bold.

Using the Insert Line Control icon, add lines: (Hold down the ctrl or shift key while dragging line to produce horizontal or vertical lines.)

e) Under the labels in GroupHeader2 (see above). f) Under the fields in GroupFooter3 (see above).

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Save the report as Sample Giving Statement.

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(OPTIONAL) Building a Summary Statement with Pastor's Letter This example uses a modified query and a layout that produces results as shown below.

The features of this report include:

1. Two Group Headers/Footers. 2. Borders on labels and fields to form chart. (See Border Instructions below.) 3. Background color on chart top labels. 4. Rich Text Control for Pastor's letter. (Note: If you paste text into the control from another

document, you may need a separate control for each paragraph.) Border Instructions You can set borders for label and field controls. In the example above careful consideration was given to insure that borders from adjoining cells did not produce double lines. Refer back to the report design and you will see that we are working with four independent fields as seen below: If the fields had closed borders as shown above, then when they are pushed together double lines will appear where they join. Therefore we used the following approach.

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Now when the fields are pushed together no border produces double lines.

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Create Pledge and Giving Report for Multi-year Campaign. The current giving reports have the ability to list each pledge and the amount received against the pledge for any and/or all purpose codes. However, there is no option to sum multiple pledges to the same purpose code. This ability is often needed for long term pledge campaigns. It is not unusual for an individual to make three separate pledges over a three-year period with different amounts for each of the three years. Also, it is not unusual for some that have pledged to decide they cannot or will not meet their pledge. A good way to handle those "doubtful pledges" is to enter a negative pledge that offsets any unfulfilled portion of the existing pledge. While the Pledge File List report can display the activity, it does not sum the pledges. This exercise, in working with numbers, will create a report that gives this consolidated information. It involves creating 3 queries. One query that returns total pledges, a second query that returns total gifts, and then the third, which uses the first two queries to consolidate the information.

1. Create the query displayed below and save as BuildingCampaignPledges.

a) Start a new query. b) Click the Query Builder button. c) Locate and double-click on the CNPlg table. d) Checkmark NameCounter, Pledge, and PurCounter fields. e) Remove the checkmark for PurCounter in the Output column. f) Set the PurCounter Criteria to =14. g) Click the OK button. h) Click the Load Grid button.

2. Change the query so that it will Sum on Pledge. See completed query below.

SELECT [Shelby].[CNPlg].NameCounter, SUM([Shelby].[CNPlg].Pledge) AS TotalPledge FROM [Shelby].[CNPlg] WHERE (([Shelby].[CNPlg].[PurCounter] =14) )

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3. Click the Save icon and save as BuildingCampaignPledges.

4. Create the query shown below and save as BuildingCampaignGifts.

a) Start a new query. b) Click the Query Builder button. c) Locate and double-click on the CNHst and CNHstDet tables. d) Checkmark CNHst.NameCounter, CNHstDet.Amount, and CNHstDet.PurCounter fields. e) Remove the checkmark for PurCounter in the Output column. f) Set the PurCounter Criteria to =14. g) Click the OK button.

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h) Click the Load Grid button.

5. Change the query so that is will Sum on Amount. See completed query below.

6. Click the Save icon and save as BuildingCampaignGifts.

SELECT [Shelby].[CNHst].NameCounter, SUM([Shelby].[CNHstDet].Amount) AS TotalGifts FROM [Shelby].[CNHst] INNER JOIN [Shelby].[CNHstDet] ON [Shelby].[CNHst].Counter = [Shelby].[CNHstDet].HstCounter WHERE (([Shelby].[CNHstDet].[PurCounter] =14) ) Group By [Shelby].[CNHst].NameCounter

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Create the query shown below and save as BuildingCampaignConsolidatedReport. 1. Locate and double-click on the following table and views:

a) NANames b) vw_SQ_BuildingCampaignGifts c) vw_SQ_BuildingCampaignPledges

2. Use an INNER JOIN from vw_SQ_BuildingCampaignPledges.NameCounter to NANames.NameCounter.

3. Use a LEFT JOIN from vw_ SQ_BuildingCampaignPledges.NameCounter to vw_SQ_BuildingCampaignGifts.NameCounter.

4. Add the following fields: a) NANames.NameCounter b) NANames.FirstMiddle,NANames.LastName c) vw_SQ_BuildingCampaignPledges.TotalPledge d) vw_SQ_BuildingCampaignGifts.TotalGifts.

5. Click OK. 6. Click the Load Grid Button to view the results.

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a) C

hange the f

ield [Shelby].[vw_SQ_BuildingCampaignGifts].TotalGifts so that it reads:

ISNull ([Shelby].[vw_SQ_BuildingCampaignGifts].TotalGifts,0) AS Gifts

b) Add a Balance field by copying the last two select fields and adding them to the end of the SELECT

statement.

c) Replace the comma between the two copied fields with a minus sign (-) and change the alias AS Gifts to AS Balance. Your query should look similar to the text shown.

d) Click the Load Grid button to view your report.

SELECT [Shelby].[NANames].NameCounter, [Shelby].[NANames].FirstMiddle, [Shelby].[NANames].LastName, [Shelby].[vw_SQ_BuildingCampaignPledges].TotalPledge, ISNull([Shelby].[vw_SQ_BuildingCampaignGifts].TotalGifts,0) AS Gifts, [Shelby].[vw_SQ_BuildingCampaignPledges].TotalPledge - ISNull([Shelby].[vw_SQ_BuildingCampaignGifts].TotalGifts,0) AS Balance FROM [Shelby].[vw_SQ_BuildingCampaignPledges] LEFT JOIN [Shelby].[vw_SQ_BuildingCampaignGifts] ON [Shelby].[vw_SQ_BuildingCampaignPledges].NameCounter = [Shelby].[vw_SQ_BuildingCampaignGifts].NameCounter INNER JOIN [Shelby].[NANames] ON [Shelby].[vw_SQ_BuildingCampaignPledges].NameCounter = [Shelby].[NANames].NameCounter

Calculations When There Are Null Characters If you try to perform an arithmetic function that involves a field containing a null character, then the results of that calculation will be null. To convert a field from a null to a zero in SQL, use ISNull (one word) in the SELECT section. The syntax should be as follows: ISNull (field,0) AS Alias. Since our formula will be TotalPledge – TotalGifts = Balance, we will need a zero in the TotalGifts field when there are no entries to correctly calculate the Balance. Using this example, our statement would be IsNull([Shelby].[vw_SQ_BuildingCampaignGifts].TotalGifts,0) AS Gifts.

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Create the design as shown and described below. Click the Design Report button to start. PageHeader Section 1. Click the Insert Label Control icon. 2. Draw an area for the report title in the PageHeader Area. 3. Type the report name in the Caption property in the ToolBox. 4. Set the font size, weight, and alignment using the icons on the tool bar. 5. Center the label in the grid area. GroupHeader1 Section 1. Right-click in the grid area and choose Insert, Group Header/Footer. 2. Place 5 label controls in the GroupHeader1 area. 3. Arrange and set the captions as shown above. 4. Draw a horizontal line below the label fields in the GroupHeader1 area. Detail Section 1. Using the Insert Bound Field Control icon, insert 5 fields in the Detail section. 2. Associate the fields to the following DataField fields.

a) NameCounter b) =FirstMiddle + " " + LastName c) TotalPledge d) TotalGifts

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e) Balance 3. Right align the three number fields. 4. For Gifts column, set the DataField and the SummaryDistinctField to TotalGifts. 5. For the Pledge column, set the DataField and the SummaryDistinctField to TotalPledge. 6. For the Balance column, set the DataField and the SummaryDistinctField to Balance. GroupFooter1 Section 6. Insert a label in the GroupFooter1 section and set the caption to Totals. 7. Insert three fields in the GroupFooter1 section.

a) TotalPledge b) TotalGifts c) Balance

8. Set the properties for the three totals in the GroupFooter1 section as follows. a) Align Right b) OutputFormat Currency c) SummaryFunc Sum d) SummaryType GrandTotal

Check and Modify Results

1. Click the Save & Close button. 2. Click the Run Report button to view your report. 3. Modify as needed.

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Exercise 1. Construct a report similar to the Summary Statement with Pastor's Letter.

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