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Configuring a list/report

Before you start building a list, make sure to define the goal or intended use very clearly. It is best to draw up a sketch in advance. The simplest option is to copy an existing, similar list and adapt the copy.

  • Copy an existing list
    1. Go to the Einrichtung Configurations tab in the function bar and click on ausgabe Lists/Reports to open the search.
      Alternatively, go to ausgabeexpand Lists/Reports > suche Search > ausgabe  Lists/Reports.
    2. Enter the name or other known search parameters for the list you want to copy and click on suche Search.
    3. Select the list you want and click on Kopie Save and copy in the toolbar.
    4. A copy of the list will open.
    5. Enter a unique and meaningful Name for the list and change the Title.
    6. Specify for which user or user group the new list should be visible.
  • Make changes to the copy
    1. Specify the use (purpose) of the list.
      Refer to for more details.
    2. Click on neu Add to add columns.
    3. If necessary, change the column header for a better readability.
    4. Select a column and click on delete Remove to remove individual columns from the list.
      Note: Individual columns in the list can be hidden by unticking that line in the first column.
    5. Change the column order by drag-and-drop.
    6. Set the sort order in the third column.
      Example: Sort by date (1st ascending)
    7. Edit further settings for filters, results, conditional formatting etc. in the bottom area of the input window.
    8. Speichern Schliessen Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a new list
    1. Go to the Einrichtung Configurations tab in the function bar and select > ausgabe Lists/Reports > neu New.
    2. Select the Table (level) of the list.
      Note: Select the table based on what objects you want to achieve with your list, i.e. what information you need to compile.
    3. Enter a unique and meaningful Name and a Title for the list.
    4. Specify for which user or user group the new list should be visible.
    5. Specify the of the list.
    6. Select ok Use standard list columns if you want to base your new list on the data of the standard list.
    7. neu  as needed.
      Note: If necessary, enter a unique title (column header) manually in the Header column.
  • Add more database fields
    1. Click on neuexpand Add to insert additional fields in your list.
    2. Select one or more fields from the list by holding down the Ctrl key and left-clicking.
      Note: Use the matchcode search for faster queries.
    3. ok Confirm your selection.

    Important: for 1 : n relationships such as a list of accounts showing data relating to a contact person, you will find the (contact person) references under > auffaechern No. > Combine with [Table]. Make sure the label in the Header column gives a clear idea of the column content.

  • Insert a formula

    Formulas in lists and reports access database references and added fields in the list and can be further processed with the help of functions. Explanations of functions and formulas can be found in the manual under or in the application under Einrichtung Configurations > Katalogeexpand Catalogues > Formelkatalog Formula catalogue.

    1. Click on add formel Add formula to insert a formula.
    2. Enter a unique name for the formula in the column Header .
    3. Double-click to open the new formula and enter the resulting data type (e.g. number, text, Boolean value).
      Note: Fields and result must be of the same data type or converted using "string".
    4. Select a Function from the column on the right or enter the formula manually in the input field.
      Note: On selecting a function, a detailed description will appear in the Field and function details.
    5. To insert the fields at a suitable location, select the location of the function/formula and double-click the Field .
    6. Check your formula.
    7. Confirm your input by clicking OK .
  • Add list settings
    1. Specify the width of the individual columns.
      Note: Enter 0 to set the column to match the text length. Enter -1 to distribute the column to fit the window width.
    2. Enter the Format for the columns.
      Example amounts in euros: ###.##0,00 €;-###.##0,00 €;
      Specify the price format, Specify the date format
    3. Specify the Sort order in the list.
      Example: Date > 1st ascending
    4. Untick a line to hide this database reference in the list.
      Note: References that are highlighter in blue in the list are not only hidden, they are also not used in any formula in this list and should be delete Removed from this list for better readability.
      Hidden references that are not highlighted in blue are used in a formula in this list and must not be deleted.
    5. Set filters to show only relevant data and avoid long loading times ().
    6. Select a row and enter neu Conditional formatting in the bottom right-hand corner for better readability of the results.
  • Specify the use of the list

    The use specifies the purpose for which the list is meant to serve and consequently the contexts in which it will be available. The list options change depending on the specified use.

    1. Click on Use for.
    2. Select one or more purposes from the drop-down list by holding down the Ctrl key and ok Confirm.
      1. Output list > Table that is shown after a search, listing the results
      2. Include in Info Centre drop-down > Stand-alone lists (ssl) which are offered directly in the Info Centre
      3. Input forms > List is used in input forms (e.g. rooms, attendee list) to show data. Filter and statistical processing possible
      4. Maintenance input form > List is used in input forms (e.g. attendee list), can be used as a standard list and can also be saved as a user standard. Filters and statistical processing are not possible
      5. Branded prints > Lists for use in quote/order/invoice for customised presentation of event details
      6. Event sheets plus > individual lists in work instructions (obsolete)
      7. IC list > individual view in the Info Centre
      8. Export > Definition of data exchange
      9. Data monitoring > Verifies data and triggers a follow-up action
      10. XML support > Support of data exchange technology for some interfaces to other systems
      11. Report > Output data to analyses with customised layout
      12. Diagram > Graphical output of values
      13. Web client configuration
      14. Combine lists > Combine information from different lists into one list
      15. Labels > Determines format and text for labels (obsolete)
      16. Data maintenance > Simplify mass data maintenance (e.g. items, accounts)
  • Format the list for better readability

    Tick the Zebra list option to automatically alternate the rows between white and light grey. To emphasise columns that meet certain requirements, define conditional formatting.

    1. Select a column and click on neu Add in the bottom right-hand corner to enter Conditional formatting.
    2. Specify where the Format should be applied (e.g. whole row, column).
    3. Enter Filter and Values.
      Example: Private accounts are to be highlighted in green in a list of accounts
      The private account is an account category, a so-called truth value (Boolean). If the account has the value (private account), the filter value is X and the format is set to background colour green.
    4. Right-click on the Format column and select the colour, font, font style or font size.
      Example: A time range is to be highlighted in colour in the list of event segments. Select the Date field and enter the Value between Filter. Enter a From and To date and select Apply to "List: row | Text: table row", Format: background colour yellow.
  • Set filters

    Filters allow you to exclude irrelevant parameters in advance and cut down on loading times. Filters can determine time ranges, exclude rejected segments, omit advance invoices exclude cancelled events and much more. Well-targeted filters are essential for self-searching lists (SSL).

    Example: Search for booked items from a specific period.

      1. Select the line of the date reference in the list.
      2. Enter the filter operator Value between .
      3. Enter a From date.
      4. Enter a To date.
      5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
      6. Click on Ausfuehren Test list in the toolbar to verify your list results

     

    Further filter options:

    Greatest values
    		 Use for numbers, shows the largest value
    Smallest values

    Use for numbers, shows the smallest value
    Value equals

    Filters for text, number or Boolean value with one or more conditions depending on the references

    Example:
    Show only accounts with the category private account (truth value): Result: Value equal to > X
    Show only events with the status "Confirmed: Result: Value equal > Confirmed
    Value greater than
    		 Filter for values greater than a given size
    Example: Number of guests greater than 99 (show as of 100 guests)
    Value greater than or equal to

    Filter for values greater than or equal to a given size
    Example: Number of guests greater than or equal to 100 (show as of 100 guests)
    Value less than

    Filter for values smaller than a given size
    Example: Sales smaller than 100 Euros, show values up to 99 Euros.
    Value less than or equal to

    Filter for values smaller than or equal to a given size
    Example: Sales smaller than or equal to 100 Euros, show values up to 100 Euros.
    Value not equal to

    Exclude text or number
    Example: Don't show events with status "On hold"
    Value between

    Shows values between the operators, see example above
  • Set a date format

    The output format for the date can be determined in the list in the Format column. Click on star Suggestions to see suggested values.
    Enter the formats to show the following results:
    Format > Result

    1              11/09/2019
    2               Wed, 11 Sep 2019
    3               Wednesday, 11 September 2019
    5               14 September 2019
    7               Wednesday
    9               September
    11             2019

  • Set a price format

    The output format for the numbers can be determined in the list in the Format column. Click on star Suggestions to see suggested values.

    Example:
    ###.##0,00 €;-###.##0,00 €;

    Results:
    12.581,35 €; - 125,00; 

    The hash is used as a placeholder (dot and comma divide into thousands and decimal places). The semicolon (;) separates several formatting variants. In the example shown above, the first formatting stands for a positive amount, the second formatting for a negative amount and the third formatting gives no result if no amount is given.