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  13. Working with versions of...
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  15. Define a version for...

Define a version for a summary report using Report Writer in Analyser

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A version consists of the following:

  • Sorting order of the keys included in the report
  • Selection of the values for the keys included in the report

In essence you are defining what you are going to read into the report and the order in which the information should be presented. Once you have defined the information for the version you cannot, at a later time, include something that has already been excluded by the version. You can, however, make a selection in the column.

You can also define the following options for the versions:

  • How many lines should be printed on one page before a page shift occurs.
  • If totals should be displayed per page shift.
  • If the lines on the printed report should be double spaced.
  • If you want to secure (i.e. restrict) the use of a version, meaning only those individuals that have the applicable authority will be allowed to use the version in any Summary reports they create. See Restrict access to reports, versions and/or report groups in Analyser for instructions.

To define the version do as follows:

  1. Access the Manage Report definitions menu item and open the applicable report.
  2. On the Report definition edit view window, toggle to the Versions page.
  3. You access the Report definition edit view window for the Versions page.

    4. All existing versions that match one or more of the keys included in the report you are creating are displayed. You can select an existing version or create a new.

    Note: When creating a version you can manually create a version or copy an existing and change the applicable information.

    For this example, manually create a new version by clicking the New icon.

  4. You access the Version edit view window with the Main page as default.

    5. On the Main page, complete the information in the following fields:

    Identity
    Enter the code identification of this new version.
    Description
    Enter the description of the code.

    Toggle to the Sequences page.

  5. You access the Version edit view window for the Sequences page.

    6. All the keys that you included in the report (via the Main page of the Report definition edit view window) are displayed in the box Available keys.

    In this window you define the sorting order of the keys. The information for the report will be presented in the order you define here.

    Select the key, which is to be the first sorting order, in the Available keys box and drag/drop it to the Selected keys box (alternatively click the >>> arrow). Repeat this procedure for all remaining relevant keys.

    Toggle to the Selections page.

  6. You access the Version edit view window for the Selections page.

    7. In this page you define the From/To and Mask selection values for the relevant keys.

    Tip: You do not have to complete this information now. You can, instead, complete the values with dots (……) which means that you can complete the selections, instead, during the generation of the report. You need at least as many dots as the field is long. Any dots in excess of the field length will automatically be truncated by the system.

    Mask selection
    This field can be used in three ways:

    • If you only want to include country GB, enter GB in the Mask field for the key.
    • Enter dots (….) in the Mask field for a key. This will result in a selection panel when this version is used when a report is printed. Note: You have to enter as many dots as the key is long. For example, if you enter dots for the key Country, you should enter four dots, since this field Country is four positions long.
    • If you want to include all customer/supplier numbers with the character “2” in the third position of the code (102000, 112040, 122300), enter __2________ in the Mask column. Note: In the first two positions you enter underscores (__), in the third position you enter the character 2, in the next eight positions you enter underscore (________). The total length of characters and underscores, must equal the length of the key. That is why you have to enter eight underscores after the character 2.

    Toggle to the Options page.

  7. You access the Version edit view window for the Options page.

    8. In this page you can specify different options for the version. Leave the defaults on the window or complete the information in the following fields accordingly:

    Page shift
    The default is zero. Leave as is or change to the number of lines you want displayed on each page when the report is printed.
    Totals on page shift
    Check this box if you want a sum on the bottom of each page when the report is printed.
    Double space
    Check this box if you want double spaces between the lines when the report is printed.
    Secured
    You can restrict this version from access by unauthorised persons. See Restrict access to reports, versions and/or report groups in Analyser for instructions.

    Save the version.

  8. You return to the Report definition edit view window for the Versions page, with the new version updated in the list.

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