Reports

All ActivReporter report wizards provide an option to preview a report in the Crystal Reports viewer before printing, e-mailing, or exporting it. Preview mode gives you the opportunity to tweak report settings and to check your results before you finalize the report. The advantage of the Crystal Reports viewer over previewing to PDF is that it provides the ability to group data based on sorting options.

1. Open the report wizard.

   

2. Configure report options as desired.

3. When you finish setting up the report, click . The report opens in the Preview window.

   

You can easily access the options in the report wizard from the Crystal Reports viewer. This allows you to investigate the options the report is based on and even change those options. To access the options from the Crystal Reports viewer:

1. Open the report wizard.

   

2. Configure report options as desired.
3. When you finish setting up the report, click the drop-down arrow next to the Preview button and select Preview from the drop-down menu.

4. From the viewer menu, select File > Options. The report wizard opens.

   

5. Change options as needed. The report updates to reflect your changes.

The toolbar in the Preview window provides access to report viewing and output options.

Among the advantages of previewing to PDF is that the format provides continuous scrolling through the document preview.

1. Open the report wizard.

   

2. Configure report options as desired.
3. When you finish setting up the report, click the drop-down arrow next to the Preview button and select Preview to PDF from the drop-down menu. The report opens in your PDF reader window.

   

1. In the Navigation pane, expand the folder of the package you need to print a report for and highlight the Reports subfolder.
2. In the HD view, double-click the report you need to print to start the report wizard.

   

3. On the Selection tab, define any filters you want to apply to the data.
4. On the Options tab, specify optional settings for the report. The most common options are preset for you.

   

5. If there are other tabs in the wizard, respond to the prompts as needed.
6. On the Output tab in the Design field, look up and select the report design to use.

   

   Tip

   AccountingWare recommends that you preview reports before committing them to paper.

7. Click . The Print dialog box opens.

   

8. Select a printer and configure print options as desired.
9. Click Print and scurry to the printer.

The email feature lets you send reports as PDF attachments.

1. In the Navigation pane, expand the folder of the package you need to email a report for and highlight the Reports subfolder.
2. In the HD view, double-click the report you need to email to start the report wizard.

   

3. On the Selection tab, define any filters you want to apply to the data.
4. On the Options tab, specify optional settings for the report. The most common options are preset for you.

   

5. If there are other tabs in the wizard, respond to the prompts as needed.
6. On the Output tab in the Design field, look up and select the report design to use.

   

7. Click . The Report Email popup opens.

   

8. From the From drop-down list, select the email account from which to send the email. Your options are:
   • Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
   • Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
   • Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
9. Specify the email destination and subject (To, CC, BCC, and Subject) using one of the following methods:
   • For one-time email, select To and enter the destination addresses and subject in the appropriate fields.

     

   • For a report that has the destination addresses you need embedded in the Crystal Reports design, select Use Activity Email Tags.

     Note

     The Use Activity Email Tags option is selected by default if the report design contains the special formula @ActivityEmailTag.

     

10. In the text box, enter the message to accompany the report.
11. Click OK. ActivReporter reports the number of messages sent and the number of errors encountered.
12. Click OK.

ActivReporter's report export feature makes it easy to save report data to a file on removable media, or on your local system or network. You can save report data in a variety of file formats including Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text format (.rtf), and XML (.xml).

1. In the Navigation pane, expand the folder of the package you need to export a report for and highlight the Reports subfolder.
2. In the HD view, double-click the report you need to export to start the report wizard.

   

3. Configure report options as needed.
4. When you finish, click . The Export Report dialog box opens.

   

5. Navigate to the location where you want to save the file.
6. In the File name field, enter a file name for the export file.
7. From the Save as type drop-down list, select the file format to save the report data in.

   

8. Click Save. ActivReporter notifies you when the export completes.

   

9. Click OK.

You can run any report from its package's Reports folder.

To do so:

1. Expand the folder of the package you want to print a report for, then highlight the Reports folder.

2. In the HD view, highlight the report to run and right-click to open a shortcut menu.

   

3. Select Run. The report wizard starts.