Reporting

Producing Reports

Like all databases the information will at some stage need to be presented as reports.  A report is simply a printout of selected records.  These are usually filtered to print out lists based on your specific requirements. 

There are essentially three different ways of producing reports.

 

1.      Producing Reports from Simple Filters.

(See earlier section on simple filter)

1. When you have created your filter you will have the opportunity to produce a report.

 

 

2.     
When you click on the Report button the following screen will open:

3.      Note! Only the fieldnames which were available in the filter drop down list will be available to use in the report. (If you require other fields you will need to do a Complex filter- see below).

4.      An ‘Output Filename’ has been automatically created.  You may wish to change it’s name or location.
 
To change the Filename and/or it’s location,  delete the existing filename and type in the required Filename.

Tip!  Make a note of the whole of the filename NOW to save time and frustration latter when you come to use it and can’t remember what it’s called or were it’s located.

1.         Press Enter/Return to accept the Filename.

2.         To chose the fields you require to be exported:

3.         Click on the first Fieldname you require to select it.
It will be highlighted in blue.

4.         Whilst holding down the Ctrl key, Select all the other Fieldnames you require with a single click for each one.
MKIS will highlight each fieldname with blue to show they are to be included.

To arrange the chosen fields in the order you would like them:

5.         Drag the Move Button alongside each of the chosen Fieldnames to the position in the list you would like them to adopt in the new file.

When satisfied you have all the fieldnames required and sorted into the required order you can either:

6.         Preview

7.         Print

8.         Create a WP file

9.         Cancel.

Note: It IS possible to print directly from this quick report by choosing option 7. However, the report will probably not include all the fields you select. For this reason it is best to choose option 8- Create a WP file

10.When you choose Create a WP file the file now resided at the location you specified.  (By default, this will be the  MKIS\TEXT directory - provided  you did not change the automatically generated location) A message will show in the right
hand corner of the screen:

 

11.     Click Exit twice to return to the E-MKIS Main window.

 

12.     You can now locate the file from your E-MKIS/ TEXT directory (presuming you did not change the location for the file to be stored in).

 

13. Once you have opened the directory you can open the file in what ever Windows application you want (eg. Word, Notepad, Excel).

 

2. Producing Reports from Complex Filters.

1.     
When you have created however many filters you want to in your complex filter screen click on the Report button.

2.      The following screen will appear:

 

You will see that this quick report looks similar to the quick report in the simple filter report screen. However:

·        There are many more fields which you can select from.

·        Instead of a WP button you now have a CSV (comma seperated files) button and an Excel button. 

 

 

3.      Once you have selected the fields you require (see the previous section for an explanation of how to do this) you can click on any of the buttons. Again, it is advised NOT to use the Print function.

4.      If you click on  the CSV button you will produce a comma separated file, where each field is separated by a comma to make it easier to manipulate the data if you should wish to open it from Excel.

5.      If you click on the Excel button the system will automatically open up an Excel spreadsheet and place the data in it (but all data will appear in one cell until you delimit it.)

 

 

 

Using E-MKIS data in EXCEL (from CSV file. Recommended)

E-MKIS produces it’s TEXT FILES in the “Comma delimited format”.  This means each field in a record is separated by a comma.  Other programs, including Excel can recognise this popular format and can import the data into a workbook.

To use the E- MKIS Text File in a Workbook:

1.         Open Excel.

2.         Click on File on the Menu bar.

3.         Click on Open
The Open dialog box appears.

4.         Select your E-MKIS Mail Text File from the Directory you have saved it in.
The Text Import Wizard Step 1 of 3 Window appears.  Note the Preview of the data showing commas delimiting the fields and the inverted commas enclosing text.  The data at this stage is not in columns.

 

5.         Ensure the Delimited radio button is checked.

6.         Click on Next.
The Text Import Wizard Step 2 of 3 Window appears.

 

7.         Click on the Comma check box in the Delimiters section.
Note the data is now in Columns in the Data Preview area.

8.         Click on Next.
The Text Import Wizard Step 3 of 3 Window appears

 

This step allows you to Format the data.  General is normally acceptable.  The date format should appear in your local country format as set in Windows Control Panel.  Change it if necessary using the date drop list.

9.         Click on Finish
Your data is imported into a new workbook.

Finally, adjust the column widths to suit the data as follows:

10.     Highlight all the Column Headings. (The grey ones with A, B, C, etc. in them)
With this Cursor showing:   (This column width adjustment cursor appears when you position your mouse cursor over any right-hand column divider line in the Grey Column Headings.)

11.     Double Click the Column Headings to AUTOFIT all the Column Widths.

The Workbook can be edited, have formula added to total figures etc. as in any other Workbook.

Tip!     Use the DATABASE FUNCTIONS within Excel to further enhance the use of your data.  Use the AUTO FILTER function to apply filters.  Use the SORT functions to order the data.

1. Using the Standard Report Formats.

As  well as allowing you to create your own reports in a variety of formats, E-MKIS has a number of pre-written of standard reports.

 

From the E-MKIS Main Window:

1.         Select Reports from the drop menu

2.        
Select Reports Index
The Reports dialog box will appear.

 

3.         Click on the Report you require.

 

4.         Depending on the Report you select you will be able to filter on a number of tables in the Report Tables at bottom right. To do this, simply highlight the table you wish to filter on and then click on the Filter button next to it.

 

5.         When you have finished creating your filter, decide whether you want a Summary Report (Tick Summary Report box) or a Complete Report (leave box unticked).

Note! Summary report is not available for all reports.

 

6.         Click on the  Report Detail button.   It looks like this:-
The following screen will appear:

7.    Decide which format you wish to produce the report in. (Click Preview to see how it will look when Printed.)

Note: If you want to create a CSV or Excel file you will need to enter a File Name

8.         The Cancel function will return you to the Report Set-up Window.

9.         Click on Exit button.
You will be returned to the MKIS Main Window.