The Columns page for a report is where you specify the data fields to be shown in the report, and in what order.
Video: Editing Columns (2 min)
Select and Re-order Data Columns
Available Data Fields are listed on the left.Using the arrow controls, select fields there and move them to the Selected Data Fields list on the right.
To save scrolling through a long list of fields, you can type any part of a field name in the Filter text box. Filter text limits the list to matching fields.
- Click » or « to move selected items to the right or left.
- Click »» or «« to move all items right or left.
- Click Top, Bottom, Up, or Down to change the position of a selected field in the Selected Data Fields box. The column order in the report follows this order.
> Note: Since the system can't know if the profile and event custom data fields are the same across all accounts, you must be sure that these fields contain the data intended.
Example 1: Report Data is this account only. Custom Profile Data fields show "Office" (instead of "Custom Profile Data #01"), "Region" (instead of "Custom Profile Data #02"), etc. Custom Event Data fields show "Event Type" (instead of "Custom Event Data #01"), "Client" (instead of "Custom Event Data #02"), etc.
Example 2: Report Data is Current Account and all sub-accounts. Regardless of how the custom data fields are set up in the current account, the list of Custom Profile Data fields shows "Custom Profile Data #01", "Custom Profile Data #02", etc. The list of Custom Event Data fields shows "Custom Event Data #01", "Custom Event Data #02", etc.
You can opt to turn off the default setting to Show row number in first column of exported report formats. The row number is used mostly as a navigational aid for users.
Sort Order
You can specify up to four fields on which to sort report data in ascending, descending, or a custom order. The first field takes precedence over fields that follow it.
Select the field to sort on and choose:
- Asc (A-->Z, 1-n)
- Desc (Z-->A, n-1)
- Custom (see--> ) to specify the order for the sort.
When Custom is selected, a separate text field is displayed. Enter custom sort criteria into that field. Separate multiple criteria with commas.
Example: First, Attendee Type sorts in neither ascending or descending order. Then Last Name sorts within each Attendee Type.
1. Order By: "Attendee Type", Sort Order: "Custom", in the text box enter: DEANS,SPEAKERS,PARTICIPANTS,CONFERENCE SUPPORT STAFF 2. Order By: "Last Name", Sort Order: "Asc (A-->Z, 1-n)"
The report sorts results first by the custom sort order based on Attendee Type. The sort sequence is Deans, then Speakers, then Participants, then Conference Support Staff. Within each attendee type, the rows sort by Last Name.
> Note: Custom sort order is best used if there is a relatively short list of known values. Enter all known values into the sort field to the right of the Custom choice. Separate values with commas and without spaces between them. If you do not use all the possible values for the field in the sort, items you specify appear first. For example, if you sort three attendee type values to the top of the list and wish the remaining ones to be displayed in alphabetical order, specify Custom Sort Order for those three Attendee Type values in the first sort option. Specify the Attendee Type again in Ascending Order in the second sort option.
Customize Report Columns
Click the Customize Reports Columns button to customize the column headers/labels in your report.
The Customize Reports Columns window displays the system-generated column headers under Default Column Label. The window also displays the Column Format section. The Column Format section provides a drop-down if the report column is a Date-based field. Select a specific Date format in that drop-down for the column in the report.
To modify the column headers on the final report: 1. Enter new column labels under Custom Column Label. 2. If the column is a Date-based field select the date format in the Column Format drop-down list. 3. When finished, click Save or Save and Close to save your changes. 4. Click Run Report to see the results or continue customizing the report.
> Note: if you designate a report as a Changes Report you cannot edit the report columns after the report has been "locked".