TRAVELTRAX DESKTOP REPORTING User Guide v6.5.3 June 13, 2013

Transcription

1 TRAVELTRAX DESKTOP REPORTING User Guide v6.5.3 June 13, 2013

2 TABLE OF CONTENTS Introduction... 4 Login... 6 Logout... 7 Main Menu... 8 Databases...10 Add Database Alias...11 Connect to Database...11 System Setup...13 General...13 MailMan...14 Message Defaults...14 System...14 Licensing...15 Reporting Periods...16 Category Editor...17 Corporate Structure...18 Export...19 Import...19 Query Explorer...20 Help...21 Main Toolbar...22 Display Options...23 Sort...23 Data Dictionary...24 Customized Calculated Field...25 Profiles...27 Create a profile...27 Assign Reports to a Profile...28 Create Reports...29 Report Properties...30 Section Properties...30 Data Fields...32 Summary Type...33 Rank...34 Sort Direction...35 Calculation...35 Substring...36 Drill Down...37 Data Field Properties...37 Field Heading...37 Field Type...38 Field Length...38 Link By...38 Justified...38 Edits Visibility...39 Key Enabled...39 Page 2

3 True Ticket Count Explanation...40 Filters...41 Prompts...42 Mandatory Prompt...42 Optional Prompt...42 Run Report...45 Report Design...45 Delete Design...46 Excel Design - Detach...47 Excel Design - Reattach...48 Batches...49 Page 3

4 Introduction TRAVELTRAX Desktop Reporting is a data reporting tool that allows your company to build your own reports, as well as build profiles, lookup lists and batches. You will also be able to customize things such as reporting periods, category names, and corporate structures. This User Guide will explain all features of this application and how to use them. This guide is written for report developers and anyone that manages profiles. In Desktop Reporting, you can connect to your database, access data, filter the data, and print it out on a report. Sound simple? It is. Once you understand that anything you do in Desktop Reporting falls into these four steps, you will quickly grasp where you are in the process and you'll be printing reports in no time. The four steps in Desktop Reporting are: Connect to Database Access the data Filter the data Output data to report Let's unfold each step slightly: I. Connect to the Database After the data has been imported or downloaded from your back office or from a credit card feed into the Desktop Reporting database via Agency ETL or CreditCard ETL and is in a standard format that Desktop Reporting recognizes, a database connection is made through ODBC. II. III. IV. Add The Data The data dictionary is how Desktop Reporting makes each data element in the database accessible to the application. Each data dictionary element represents a field in the database. Additionally, Desktop Reporting allows the addition of data dictionary elements by building Custom Calculations or by creating Lookups. Filter the data Filtering is a method of selecting data that is needed for a report. Without filters, every piece of data in a field would print on a report. Filters can be added in a Profile or in a Report. If you think about it, entering a date range for a report or in a batch will also filter the data so it will only display for those dates. See a few examples below: Date Range You can set up a date range of Year to Date and it will display the data for the entire year up until the date your run the report. Or you can add a date range of Monthly and it will only display the data for one month. Profile filter examples You can enter a filter for a specific client code, for a group of employees, for a location, or for a department. Report filter examples You can enter a filter so that only one airline displays, only preferred airlines display, or a filter that will not display any voided tickets. Design the report To design a report, the fields to be included on the report are placed on the report design grid. The report is "laid out" in the same way a newspaper would be designed; with attention to organization, balance, aesthetics and presentation. The report design is then run against the database causing the data to fill in the objects that define them. Page 4

5 Introduction continued As a guideline, remember that every aspect of Desktop Reporting falls within one of these four steps. Desktop Reporting is a sophisticated application. There are additional administrative tasks for troubleshooting and database table maintenance; but your main steps to build expert custom reports are connecting, accessing, filtering and designing. Desktop Reporting can be used to simply print an existing report - which requires minor involvement with step 3 (filter the data) and nothing in step 4 (output data to report) because the design work has already been done. Alternately, Desktop Reporting can be used to its full advanced functionality with a customized data dictionary, intricate selection criteria and multi-section reports with complex formatting. Page 5

6 Login The TRAVELTRAX Desktop Reporting tool is an application that has to be loaded onto your computer. Once it s loaded, you will determine whether users need a login and password to gain access to the application or if they can open the application without logging in. See below for an explanation. A. If your system is set up to automatically open without opening the database(s) or logging in, find your Desktop Reporting icon and open the application. You will automatically be brought to the main menu. What you see on the screen will depend on the view you have set up. We ll get to the views later in this document. Page 6

7 Login continued B. If your system requires you to open the database(s) and log in, then you will be taken to the Databases screen below. Follow the steps below to log in and connect to your database(s) 1. Select the BDE (Database) Alias needed from the drop-down list. 2. Enter a User Name and Password if they are required for you to connect to your database. 3. Click the Connect icon to connect to that database. 4. Repeat these steps to connect to the Data layer, Meta layer, and System Layer database aliases (normally TMAN, TMAN_META, and TMAN_SYSTEM). 5. Click the Exit Icon to close out of this box and access Desktop Reporting. Logout Desktop Reporting doesn t require you to logout. You can just exit the application by clicking the Exit button. Page 7

8 Main Menu This section allows you to control the application. You can do most of the functions that exist in the Toolbar and a few functions you can t find on the Toolbar. You can create new, copy, or delete a report, profile, batch, lookup, list, or script. You can import or export any of these items to/from XML or Paradox. You can access the Query Explorer to look at the SQL that a report has created or you can change the way the main screen displays. File This option allows you to create any of the items in the list below. It will allow you to open, copy, or delete a file as well as exit the application. View This option allows you to change the way this main menu is displayed and sorted. The first 4 options will display the items (reports, profiles, lists, etc.) in one of 4 ways: Large Icons Displays large icons along with the names of the items. The icons displayed will correspond with the type of times you have displayed (the report icon will display next to reports, the list icon will display next to a list, etc. Small Icons Displays small icons along with the names of the items. The icon displayed will correspond to the type of the item you have displayed. List Only shows a list of the names of the items. Details (Preferred) This option will show you the name, description, category, type, and last modification date of the items you have displayed. We recommend this option since it gives you more information. Page 8

9 View continued Arrange This will sort the items you have display by any one of the headers shown above. Refresh This will refresh the items you have displayed. If you do not have Auto-Refresh checked and you have added or deleted an item, it will not automatically display. You will need to refresh the list to show the additions or deletions. Auto-Refresh If you check this option, then the list of items will automatically refresh when you add, delete, or modify them. Webman Reports This item is no longer valid. Webman Batches This item is no longer valid. Page 9

10 Tools This option is where you will be able to change to a different database (if your company uses more than one), check or modify your system setup items such as the location of Excel, Paradox, etc. You can add, modify, or delete Reporting Periods or Categories and you can import or export items to/from XML or Paradox. You can also open Query Explorer to enter SQL statements. Databases In this part of the application, you can view the database you re currently connected to, verify that the database is open, add a new database alias or delete a database alias. There is also a button that will take you to System Setup. Page 10

11 Databases continued Add Database Alias If a new Database Alias has been created in ODBC & BDE and you need to add the alias in the TRAVELTRAX Desktop Reporting tool so you can access that database, follow the instructions below 1. Click on Tools. 2. Click on Databases. 3. Click the Add Alias button. 4. Click the drop-down arrow and select the alias from the list of possible database aliases (typically TMAN). These are the BDE alias names created and configured in BDE. 5. Select OK. The database alias is now selectable from the Database Alias drop down list. Connect to Database Follow the instructions below to connect to any database alias that is available for your company. The list will include all the aliases established in BDE that have been added to Desktop Reporting. 1. Click on Tools. 2. Click on Databases. 3. Click the drop down for the Database Aliases. 4. Select the Database Alias needed. 5. Enter the User Name and Password for the database (if required). 6. Click the Connect icon. Save Password if your database requires a User Name and Password, you can save that information by clicking this box. Auto Login Desktop Reporting will automatically connect to this database if this box is checked. 7. Repeat steps for all layers needed (See BDE alias note below). 8. Select the Exit icon. Page 11

12 Databases continued NOTE: When you select the database alias it completes the other pertinent fields (ODBC DSN, Table Owner, Answer Extension, Driver Type, etc.). These are configured in ODBC and are shown here for informational or troubleshooting purposes. NOTE: BDE Alias When you re account is implemented, an ODBC connection would be created for you to connect to your database(s). From that, we create a BDE alias that can be used in our system. We normally connect to 3 different layers: Data Layer This layer contains your actual data. Meta Layer This layer contains the names of the reports, profiles, batches, lookups, lists, and dictionaries. It also contains the categories and report periods. System Layer If you have purchase a Web Reporting site, then this layer will contain the user names, logins, and settings for that site. It will also contain information on what reports the users run and the dates/times they run them. Page 12

13 System Setup The first time you start Desktop Reporting, you need to set up your system in terms of identifying the database, providing your name and your company name for use throughout Desktop Reporting and establishing optional Export and MailMan Settings. If you have established your system setup previously, you only need to make system setup changes when administrative changes occur. General Enter or modify the general system information here. User Name Enter the name for the workstation. For instance, JaneDoe or Agent99. Customer # Enter the customer number given to you during implementation. Company Name Enter your company's name. Paradox Directory This entry shows where the Paradox executable file resides. Excel Directory This entry displays where Microsoft Excel application resides. Export Directory Enter the default export directory location you want when you are exporting any object (Reports, profiles, batches, lookups, lists, dictionaries, etc.). Desktop Reporting Alias From the drop-down list, select the BDE alias for your Data Layer. System Layer Filter Profiles Select this if you would like to have the option of filtering your profiles when you run a report/batch. Page 13

14 System Setup continued MailMan To establish the ability to a report from this application, enter the server name, sender name, and sender address on the MailMan tab. You can gather this information from your network administrator. To select the option to print, you must already have your printers designated on your computer. Select the default printer from the drop down list. Port: Timeout (sec): Number of seconds to send reports before the system will timeout. Retries: Number of times the system will try to resend the report(s) before failing to send. Message Defaults If reports are sent via , you can create a message default. You can use SQL wildcards with information such as the profile name and report name in the subject and the report headers (from a profile) and the date rage in the message (many other things can be added also). You also have the ability to type in a hard coded message if you d like. System Page 14

15 Tools continued Licensing If you have leased your Desktop Reporting product, you were given an Activation Code. If that expires, you will automatically see a licensing screen (see example below) when you try to access this application. The licensing window instructs you to access the TRAVELETRAX Portal at or call and select Option 1 to upgrade your license. You will be asked to provide the Challenge Code, and then you will be given the new Activation Code. NOTE: You cannot close out of this window until you get the Activation Code. If you do, then the Challenge Code is no longer valid and you ll have to go through the process all over again. NOTE: If you got to this screen by accident, select the Cancel button to exit this screen. If you leave the Activation Code blank and click on OK, you have unlicensed this product. Page 15

16 Reporting Periods This screen contains the master Reporting Periods for TRAVELTRAX Desktop Reporting. When you create a report, you select default reporting periods for each section of the report. When you create a batch, it uses the default reporting periods for each report included in that batch. Each reporting period has a name, a beginning date, and an ending date. When you run a report (or a batch), these dates will automatically display for the user. The user has the option to change the dates or leave them with the default dates. Add Reporting Period Follow the instructions below to add a reporting period 1. Click on Tools. 2. Select Reporting Periods. 3. Select the Add icon. 4. Enter the Date Name. 5. Enter the Beginning Date and Ending Date. Copy Add Delete Delete Reporting Period If a report period is no longer needed, it can be deleted from the list. BUT DON T DO IT UNTIL YOU READ THE NOTE BELOW! 1. Click on Tools. 2. Select Reporting Periods. 3. Select the reporting period to delete. 4. Select the Delete icon. NOTE: If you delete a reporting period this is currently being used, any report that contains that reporting period will not have default dates set. It would be a good idea to find all the reports that use a reporting period and change them in the report before you delete the reporting period from the list. Page 16

17 Category Editor A Category is a grouping that can apply to either a Report or a Profile by making the appropriate selection in the Category Type drop-down list. In the Category Editor, manage the list of category names by adding, copying or deleting. When creating a report or profile, assign a Category as appropriate. The purpose of a Category is to organize reports and profiles so users will be able to find, print or process reports or profiles using the same Category. Add a Category 1. Select Tools. 2. Select Category Editor. 3. Select the Category Type (Profiles or Reports). 4. Select the New icon. 5. Enter the category name. 6. Select OK. 7. Select File Save. 8. Select the Exit icon. Delete a Category 1. Select Tools. 2. Select Category Editor. 3. Select the Category Type (Profiles or Reports). 4. Select the category to delete. 5. Select the Delete icon. 6. Select OK. 7. Select File Save. 8. Select the Exit icon. NOTE: Before you delete a category, find all the reports or profiles assigned to that category, change them to the correct category first and then delete the category that you no longer need. If you delete a category and reports or profiles are still assigned to that category, those reports or profiles will no longer display on the Web Reporting site. Page 17

18 Corporate Structure A Corporate Structure replicates a company's hierarchical structure so that reports can be disseminated to the appropriate level within the organization. Corporate Structure is defined here and serves as the entity for defining a Profile. A company will send us a data feed in our specified format from their HR system (or whatever system they have their corporate hierarchy in) and we ll import it on a regular schedule to keep it updated. Page 18

19 Export Any object can be exported for use in another Desktop Reporting environment. The export window displays all objects (reports, profiles, batches, etc.). This option can be used to export an object that you re having trouble with so you can send it to the TRAVELTRAX Helpdesk. They would then import it into their version of Desktop Reporting to see if they can help with the problem. Steps to Export to XML or Paradox Use this option when you have large reports or when you ve tried exporting to Paradox and not everything was included. There are no strict rules on when to use Export to Paradox or to XML. If you try one and it doesn t work, try the other one. 1. Select Tools. 2. Select Export to XML or Export to Paradox. 3. Select the category/categories for the objects you d like to export (report, dictionary, lists, etc.). 4. From the list that displays, select all the objects you need to export. This will create one export file that will be saved to the export default directory that was set in your System Setup. You can save this file to a different location if you don t want to use the default location. This will save to a TME file. You can select more than one object from more than one category and it will still create only one.tme file. You can Select All if you want all the objects displayed in the list to export. 5. Enter a name for this export file. 6. Select Save. If the export was saved successfully, you will receive a message stating this. If there is an error, try to fix the problem and start the export again. Import An object that has been exported from Desktop Reporting can be found in Windows Explorer in the designated directory with the extension ".tme" and can be imported into Desktop Reporting. Steps to Import to XML or Paradox 1. Select Tools. 2. Select Import to XML or Import to Paradox 3. Browse to the location of the export TME file. 4. Select the TME file. 5. Select Open. A list of all objects in that file will display 6. Select all the objects you want to import. Overwrite Select this box if the object you re selecting has the same name as the object within your Desktop Reporting and you want to overwrite the current object with the one in this list. Select All If you want all the objects, select this button. Deselect All If you selected objects and realize you don t need them, you can deselect all objects. 7. Select the Import button. If the import was saved successfully, you will receive a message stating this. If there is an error, try to fix the problem and start the import again. Page 19

20 Query Explorer Use the query explorer to run ad hoc queries against the database in standard SQL format. If you need to find information such as what dates are loaded on the database or if you want to find out if any reports are currently using a specific reporting period, you can run a SQL query and find this information. You cannot change anything in query explorer, you can just look for information. Run query 1. Select Tools. 2. Select Query Explorer. 3. Log into the database 4. Enter the SQL statement in the upper portion of the screen. 5. Select the Execute button. The results appear in the grid in the lower portion of the screen. Page 20

21 Help This option will display help pages that will give an explanation of functions as well as steps on how to use this application. It is broken down into 3 options: Content This section of Help will display subjects. Click the + sign next to the subject to open the options under each subject. This will break down the subjects into manageable pieces of information. Index This section of Help will display help by keywords. About This section will show you the product name, version, company name, and company website. Page 21

22 Main Toolbar These options that will allow you to create new, copy, delete, import, or export reports, profiles, batches, lookups, lists, and scripts. They will also allow you to open the Main Data Dictionary and run a report. All these options exist from the toolbar you see below: 1. Exit Closes out the Desktop Reporting application. 2. New The drop-down will display options to create new reports, profiles, batches, lookups, and lists. 3. Copy This copies the item selected (a report, profile, batch, etc.). 4. Delete This deletes the item selected (a report, profile, batch, etc.). 5. Data Dictionary Allows the user access to the master dictionary. 6. Export Will export the item (report, profile, batch, etc.) anywhere on your computer. This will save the item as a.tme file so you can send it to someone or import it into another environment. 7. Import Will import any item (report, profile, batch, etc.) into your Desktop Reporting application. 8. Run Will run the report selected without a profile. Page 22

23 Display Options When a user accesses the TRAVELTRAX Desktop Reporting tool, the Main Menu will display. Each user has the ability to change the display options on this page. Display Buttons The buttons, highlighted in red above, allow the user to display one or more of the options on the Main Menu page. If none of the buttons are depressed, then all the options above will be displayed. 1. Reports 2. Profiles 3. Batches 4. Lookups 5. Lists 6. Dictionaries 7. Exit Scripts Ways to Display The user can choose to see the options above as icons or lists. We recommend that each user select Details as this will give more information. To access these options: Select the drop-down box (highlighted in blue above). OR Click on View and select the option you d like. Sort There are three ways to sort these options: A. Click on the column header to sort in ascending or descending order. B. Click View then Arrange and select the option to sort by. C. Click the drop down arrow highlighted in blue above, click Arrange, and select the option to sort by. Page 23

24 Data Dictionary The master Data Dictionary for your company can be accessed from the Main Menu by clicking on the data dictionary button. You will be able to see the tables, fields, properties, and relationships for your data. You will also be able to create customized calculated fields. Tables When your data is imported into the TRAVELTRAX system, it is mapped to different tables within the database. These tables are set up according to each company. Fields This is a list of each data field within a table. Each field has a field number, a field name, a field type, and a field length. All these will be explained later in this user guide. Joins In order to use data fields from different tables within the same section of a report, a join has to be created in one of those tables to the other.. Page 24

25 Customized Calculated Field When the data dictionary does not have a data field that has the data needed for a report, the user can create a customized calculation field that may use more than one data field to create the data needed. Normally, a SQL expression is added to create this calculation. Calculations can either be mathematical functions (add, subtract, multiply, or divide) or they can be done to create a field with a certain format that doesn t exist in the raw data. If the same calculated field is used over and over again in reports, you may want to create a customized calculated field to the master data dictionary so you don t have to enter the calculation manually. A customized calculated field allows you to create a new data field in the master data dictionary with the calculation already created. When you create a custom calc field, you will be entering the following: Field Number this is a unique alpha-numeric designation given to each data field. A customized calculation field has to start with CAL. After that, the user is able to user letters or numbers (the system defaults to the next number it shows in the system). Name This is the name that displays in the data dictionary for all users. Length This is the maximum number of characters for this field. Type This is the type of data that will be put into this field. See below for explanations: o A = Alpha A field with text. o D = Date A field with a date format. = Date and time A field with a date and time format o I = Integer A number without decimal places. o N = Number A number with two decimal places. o S = Small Integer A small number w/o decimals. o $ = Currency A numeric field that displays a currency symbol and two decimal places Heading This is the text that will be placed in the heading for that column of the report. Calculation This is the SQL (or Java) that will create the calculation and return the data needed for the report. Page 25

26 Calculations continued 1. Click the Data Dictionary button from the Main Menu. 2. In the left column, right-click on Calculations. 3. Select New Calculation. 4. Enter the Field Number: It defaults to the next number in the series but you can add what you want to see in the data dictionary, but it must start with CAL. 5. Enter the Field Name. This is the name that you ll see in the data dictionary. 6. Enter the Heading: This populates the field heading. 7. Enter the Length and the Type of the field: Length Maximum length you want the field to default to. Type Select one of the field types: 8. Add the calculation Type the calculation in the box or click on the button to access the Expression Builder box so you can enter the calculation. 9. Click OK. 10. Save the calculated field. Click on Dictionary Save Or click the Exit button then Save. Page 26

27 Profiles A profile is a logical grouping of data for your company. When users run reports, they may only want to run the reports against a certain subset of the company s data. Creating profiles allows them to run the reports and only receive data from that subset instead of getting all the company s data and then having to sort out what they need. Any data field in your data dictionary can be used to create a profile. Some examples of profiles are: locations, departments, divisions, companies, corporate levels, groups of people, etc. Below are the steps to create a profile and a child profile, how to assign reports to a profile, and how to delete a profile. Create a profile To create a new profile from the Main Menu, follow the steps below: 1. Click File, New, Profile OR click the New drop-down arrow and select Profile. 2. Enter the name of the profile as you want to display. 3. Under the Profile Information tab enter any of the following that apply: Description Heading 1-3 Enter a description of this profile. This is reference data that can be used within a report. It is normally used in the page header of the report. The reference fields will be in the Rpthdg part of the data in a report. Examples: Company name, Profile name, etc. Remarks 1-6 Language Category Parent Profile Report Copies Fax Number Make Profile Available to WebMan? This is reference data that can be used within a report. The reference fields will be in the Rpthdg part of the data in a report. They can be used anywhere in a report that runs with the profile holding the information. This option allows you to see the application words in another language. Select a language from the drop-down list. This has NOT been enabled for all companies. Select the category that this profile needs to fall under. This is not mandatory. If this profile is a child profile, select the parent profile that this should display under. This is generally used when running batches from the Desktop Reporting tool. If sending the batch to a printer, this is the number of copies of the report that will print. The fax number for the company, division, person, etc. included in the profile. This is not a mandatory field and it is not a field that will transfer to the report. It is reference only. Check this box if this profile should display on your Web Reporting site. If a profile is internal and people running reports via the Web Reporting site do not need to access this profile or if you do not have a Web Reporting site, do not check this box. Page 27

28 Profiles continued Child Profiles On the Web Reporting site, a child profile is one that will display once the parent profile is selected. A child profile is a smaller subset of the parent profile s data. For example, if you have a profile that is for North America, you can create child profiles for the United States, Mexico, and Canada. To create a child profile: 1. Follow the instructions above to create a profile. 2. Select the Parent Profile drop-down box. 3. Select the profile you want this child profile to display under. Assign Reports to a Profile A report has to be assigned to a profile in order for it to display when that profile is chosen on the Web Reporting site. A report also has to be assigned to a profile before you can create a batch on the Desktop Reporting site. Follow the steps below to assign a report to a profile: Option 1 This option is best if you have one report that you have to assign to many profiles. 1. From the Main Menu, right-click the name of the report and select Assign To. 2. Select all profiles that this report needs to be assigned to. 3. Click the Assign button. 4. Click Close. Option 2 This option is best if you have many reports that you want to assign to a profile. 1. From the Main Menu, click Show Profiles. 2. Open the profile you need to assign the reports to. 3. Click the Report List tab. 4. Select all the reports you need to assign to this profile. 5. Click the right arrow to move them to the Selected Reports box. 6. Save the changes by clicking Profile Save or by clicking on the Exit button Save. Page 28

29 Create Reports This section will go over all parts of creating a report in the Desktop Reporting application. It will cover the query fields, filters, prompts, calculations, and properties. To start a new report, you have to be on the Main Menu. Below are the basic steps to create a report. We will go into more detail and give more explanation on each option later in this document. I. Start Start the report by clicking on File New Report or by clicking the drop-down next to the New button and selecting Report. II. III. IV. Name Enter the name that you ll see on the Main Menu of the Desktop Reporting tool. Report Properties Enter the Report Properties by going to Report and selecting Properties. Section Properties Enter the Section Properties for each section by going to Section and selecting Properties or by right-clicking on the section tab and selecting Properties. V. Data Fields Enter all the data fields necessary for this report by accessing the Data Dictionary, finding the data field(s) needed, and dragging them to the Fields section. VI. VII. VIII. IX. Filters Enter any filters needed for this data. Access the Data Dictionary, find the data field you need to filter, drag & drop it into the filter section, then right-click and select Edit Filter. Enter the filter in the Expression box. Links In a multi section report if you need to create a link from one section of a report to a previous section, enter a link in the section properties and then access the field properties and click the Link By drop-down arrow and select the data field from the previous section to link to. Unions If you need to use this function, access the section properties and enter the number for the section you want to union back to. You can only union to a previous section. Drill Down To drill to another report, right-click on the data field you want them to be able to drill down by and select Drill Down. Then select the report to drill down to. X. Create Design Page 29

30 Report Properties The report properties apply to the entire report. They will set up the title of the report, the category it will fall under, and the description that a user will see on the client s Web Reporting site. Below are the steps to set up the Report Properties: 1. Click on Report (menu bar) 2. Select Properties. 3. Enter a Title. This is the report name that you ll see on the Web Reporting site. The title is normally what is added to the header of a report as well. 4. Enter a Category Select the category you want this report to display under on the Web Reporting site. The categories displayed are the categories created for your company. 5. Enter a Description Enter as much detail as possible about the report so users will know what the report contains. Section Properties Each section of the report has its own properties. Only set the properties you need for each section. Not all properties need to be used for every section of a report. Follow the steps below to set the section properties: 1. Select Section Properties or right-click on the section tab and select Properties. a) Date Field The dates you run a report for will be based on the data field entered here. For example, if we added an issue date field, and the user runs the report for Jan 1-31, it will display data for anything with an issue date between Jan 1 and Jan 31. b) Date Period Select a date period from the drop down. This date period will show the user what kind of dates that need to be entered into the report. For example, if MTD is selected, the user should use the default dates or enter one month s dates. c) Date Format Select the format that your data is in. ODBC is that standard US date format. MM DD YYYY. d) Distinct Check this only when you want the results to display one example of a row. This option does not remove duplicates. e) Use Profile This option will activate the filters that are in the profile and return the results according to those filters. If you don t want the filters to activate, un-check this option. f) Use on Report If checked, this option will return the results for this section. Un-check this if you don t want the results from this section to display. An example of when you could possibly use this is when you union the results of this section to another section. The data from this section will be unioned to the other section, but the results from this section alone will not be returned. Page 30

31 Section Properties continued g) Server Sums When checked, this option does the summaries in the report on the servers instead of your workstation. If un-checked, the summaries will be done on your workstation and that could cause performance issues/delays. h) Repeat Dates This is padding and it makes SQL run more efficiently. You can find this in the section properties of a report or in the filters for a profile. If a report has multiple sections and dates are pulled from each section, then it will repeat the dates instead of trying to get new dates for each section that uses the same reporting period. i) Pre-Query Allows you to write a script that executes commands before the query runs. This option modifies the SQL before it generates the results. Click the drop-down and select the script to apply to this section of the report. j) Post-Query Allows you to write a script that executes commands after the query runs. This option modifies the SQL before it generates the results. Click the drop-down and select the script to apply to this section of the report. k) Link Section Enter the number of the section you need this section to link to. You can only link to a section with a lower number. It doesn t have to be the section one step lower, it can be any section with a lower number. Link Section will be grayed out for section 1. You cannot link section 1 to any other section. You can link other sections back to section > Many If the link you re creating has a one-to-many relationship, check this box. This means that the data in one section will have only one value, but the data in the other section could possibly have many values. l) Union Section Enter the number of the section you want the data field from this section to union to. m) Table Alias This option allows a user to change information in the database and can only be used with an edit report. Select the data table that you will allow to be changed. n) Delete Enabled This option allows you to delete rows out of a data table. This is only for Edit reports. Edit reports allow a report on the web to be run and update data in the database. o) Ignore Global Filters This option allows you to ignore global filters for the section you re in. Example: You have the same filters that need to be in 18 out of 20 sections of a report. You can create those filters in Global Filters instead of creating them in each section. Then, in the 2 sections you don t need the filters; you click this option and enter any necessary filters for each of the 2 sections. Page 31

32 Data Fields We use a data dictionary to get data from your database. The data is put into different tables and each column in that table has a field number associated to it. If you want that data entered into your report, you must find the data field in the dictionary and enter it into the query of the report. 1. If the dictionary isn t already displayed, pull up the Data Dictionary by clicking on the icon. 2. Find the data field needed in the Data Dictionary. List View The list view of the data dictionary will group the data fields by data tables but they will not show the name of the data table. Tree View The tree view of the data dictionary will show the data tables. You find the table you need and open it. 3. Click on the field number for the data field you need in the report, drag and drop it into the Query (data) fields section. 4. Add all data fields needed. Page 32

33 Once you enter a data field into the query, you have many options that you can apply. Right click on the data field to see the options: Summary Type A summary report will summarize any numbered data field in a report. This will take a data field and summarize it according to the summary type selected. To access the summary types, right-click on each numbered data field in the report, mouse over summary type, and select the summary type needed from the list displayed. Below are the summary types and their explanations: Sum Will add each unique piece of data together. Average Will get an average of all data. Count Will return a count of each row of data. Min Will provide the minimum value for the data field chosen. o Text lowest value alphabetically. o Numeric lowest value. o Summary report, get date field (brings back today s date). Max Will provide the maximum value for the data field chosen. o Text highest value alphabetically. o Numeric highest value Weighted - A weighted average is when all units are valued according to the percentage of the total they represent, not the total number of units. % to Total This will get a total amount for the value of the data field chosen and then apply a percentage based on the number of values. Cumulative This will provide a running summary of the data field value. For example, if the first row of data for the data field chosen is one hundred and the second row is 75, a cumulative summary will display the 2 nd row of data as 175. None This is the default option. However, if you ve selected another summary type in error, you can select this option to delete that summary type. Page 33

34 Rank To rank data within a report (Top 10, Top 20, etc.), you need to do the following: 1. Summarize all data fields that are numeric. 2. Get the Rank field from the data dictionary and drag it over the top of the field you want to rank (in the tree view, you will find this field in the Calculated fields table). This will put the rank field to the left of that field. It will also open the rank box. 3. Enter the rank information: Rank type The options are top, bottom, or a range. Show Others This option allows you to see all other values added together for one more row of data. For example, if you did a top 10 and clicked on Show Others, you would have 11 rows of data. Item limit Select the limit for this rank. For example, add 10 if you want a top 10 ranking. Item or percent Is the rank going to be the number of items or the percent? Example: Top 10 items or Top 10 percent. Rank by Value Select the value (the data field) you want to rank by. This is the data field that you are basing this ranking on. Example: if you want to show the top 10 airlines, do you want the top 10 to be based on the amount of money you spent with each airline for the year, or would you want it based on the number of flights (number of segments) you flew on each airline? 4. Designate the data field that you are ranking by right-clicking in the column of that data field and selecting the word RANK. Example: If you are ranking the top 10 airlines, than you find the vendor name (airline name) data field, right-click, and select RANK. NOTE: If ranking of any data field needs to be done in a report, the RANK data field must be the first data field on the left in that section. NOTE: If you don t set up the summary types prior to setting up the ranking, you will not see that data field as an option in the rank by value drop down list. Page 34

35 Sort Direction Each report is automatically sorted by the first data field entered into the report (first field on the left). The sort option allows you to sort the data by a specific data field, or multiple fields, within the query. If you sort by more than one data field, it will do so in the order you enter the sort and will place a number next to the sort direction name. To sort a data field, right click anywhere in the data field column and select Sort. Then select ascending (1, 2, 3) or descending (3, 2, 1). If a sort direction has been chosen and you want to remove it, right click in that data filed column and select None. Calculation Use this option when there is not one data field that will give you the data you want in your report. It allows you to manipulate the data you have in order to get the output you want. You can do a calculation using more than one data field, calculate a field to get a different format for the output, etc. To create a calculated field, enter the calculated field you need from the Calculation table in the data dictionary. CAL AND CAL1--6 are standard for all companies and are set up to contain a specific data field type, but they do not have a calculation yet. CAL Minutes fields CAL1 Currency amount field CAL2 Numbered field CAL3 Date field CAL4 Text field CAL5 Integers field (number with no decimals) CAL6 Timestamp field The user will add the calculation using the steps below: 1. Access the data dictionary. 2. Select the calculated field and drag and drop it into the data section. 3. Right click in the calculated field and select Calculation. 4. Enter the SQL expression needed to create the calculation you need. 5. Click OK. Customized Calculation Fields Some companies create (or have someone create) customized calculated fields that they use over and over again. These calculated fields already contain the calculations. To use these fields, access the data dictionary, find the calculated field you need, drag and drop it into the Fields section. You do not need to enter the calculation because it s already there. Page 35

36 Substring This function can be used to take a piece of data out of a larger piece of data. For example, if you have one field that has several pieces of data in it, but you only want one of them, you would have to create a substring to only return the data you need. 1. Right-click on the data field. 2. Select Substring. 3. Select the correct option to choose where to begin the substring: a) Position The number of the position in the string you want it to start with. For example, if you enter 2, it will look at the data and return the information starting with the data in the 2 nd position. b) Delimiter Enter the character that is used to separate different parts of data within the same field. Include in Substring If this box is checked, it will display the delimiter along with the other data. Occurrence Enter the occurrence number that you want the data to start with. In the example below, if you only want the Department Location and Department Code, you would start with occurrence 2. EXAMPLE: If your company uses a UDID1 for the Company Code Department Location Department Code, the dash would be the delimiter. 1 would be the company code, 2 would be the department location, and 3 would be the department code. 4. Select the correct option to choose where to end the substring: a) Position The number of the position in the string you want it to end with. For example, if you enter 10, it will look at the data and return the information ending with the data in the 10 th position. b) Delimiter This is the character that is used to separate different parts of data within the same field. For example, if your company uses a UDID1 for the Company Code Department Location Department Code, the dash would be the delimiter. Include in Substring If this box is checked, it will display the delimiter along with the other data. Occurrence Enter the occurrence number that you want it to end with. In the example above, if you only want the Department Location and Department Code, you would end with occurrence 3. Page 36

37 Drill Down This option allows you to create a link to another report. This link will be made on the data field selected. Users will then be able to run one report that will then give them the option to select other parameters to drill down to within that report without having to go back to the tool and run a new report. To create a drill down: 1. Right-click on the data field you ll allow them to drill down to. 2. Select the report to drill to. The report that is being drilled into has to have a matching filter on the field that is being drilled on. That s how it accepts the filter. Data Field Properties Each data field has a default set of properties. To access a data field s properties, right-click in the data field and select Properties. Below is an explanation of each property: Steps to Modify Data Properties 1. Open the report. 2. Right-click on the data field. 3. Select Properties. 4. Modify any property necessary. 5. Select OK. Field Heading This is the heading that will automatically display when you add the data field to the report. You are allowed to change this heading on each report. Page 37

38 Field Type Each data field has a default data type. Here are the types: A = Alpha A field with text. D = Date A field with a date = Date and time A field with a date that could include text and numbers (Jan 2). I = Integer A number without decimal places (integers have other properties as well) N = Number A number with two decimal places. S = Small Integer A small number without decimal places (between and 32768). $ = Currency A numeric field that displays a currency symbol and two decimal places. Field Length Each data field has a default field length that designates the maximum characters allowed for the data. Link By This is where you will designate which data field you will use to link. First you have to link the sections together within the section properties. Then you have to select the data field to link from in the current section instructions below. Right click on the data field to be linked and select Properties. Select the link by drop-down arrow and select the data field from the other section that you d like to link to. NOTE: You have to link the sections together first. You do that in the section properties. If you don t do this first, the link by drop down will be grayed out because it doesn t know what data fields to display. NOTE: The data field you re linking from and the data field you re linking to have to be the same data type and length. Justified The data will be right or left justified and can be changed in the properties of each data field. The report design tool may override this. Page 38

39 Data Field Properties continued The next 2 properties are only used when creating an Edit Report. Edits Visibility If you are creating an edit report, you need to set the visibility of the field. This may be grayed out if you have a Calc field. Not visible This option will make this data field not visible in the results. This is usually used for Primary Keys. Visible This option will make this data field visible in the results but you will not be able to edit this data. Visible and Editable This option will make this data field visible and you will be able to edit this data. Key Enabled If you are creating an edit report, you need to do set the Key Enabled to True or False. 1. In the query, right click on the data field and select Properties. 2. Under the Edits section, select either True or False (see below). True If the data field is one of the three Primary Keys (Record Key, IataNum, SeqNum), then select True. False If the data field is NOT one of the three primary keys, then select False. Page 39

40 True Ticket Count Explanation If you want the number of tickets to display in your report, there are two ways to get that data. One is to use a calculation field and have it count the number of transactions and the other is to use the True Ticket Count data field. When do you use one versus the other? Let s find out. a) True Ticket Count option Using the field True Ticket Count in reports, the counts would be defined as: Tickets = 1 Exchange = 0 Partial Refund = 0 Full Refunds = -1 b) Count Transactions option Using a calculation field (a number or an integer), you can enter a calculation of the number 1 and it will count the number of each transaction in the data. To count refunds, we have a refund match back process that happens when importing data, This process provides us the most accurate data possible for full and partial refunds. To determine whether a refund is a full refund or a partial refund, we locate the original issued ticket and compare the ticket amounts. If the amounts are the same, the refund is considered full. If the amounts are different, the refund is considered a partial refund. InvoiceAmt, TaxAmt, TotalAmt, CommissionAmt, Mileage, TripLength and DaysAdvPurch are set to the negative of the absolute value, to ensure they are negative. The AdvPurchGroup is set to REFUNDS. Example In the example below, the following number of tickets were issued for a specific period of time: First time tickets = 100 Exchanged Tickets = 20 Partial Refunds = 5 Full Refunds = 10 a) For our example, if we use the True Ticket Count data field, the total number of tickets would be 90 ( ). This option will only display tickets that were never refunded and tickets that weren t exchanged for other tickets. b) For our example, if we used a calc field to count the number of transactions (# of Tickets =1 ), the total number of tickets would be 135 ( ). This option will display all tickets issued. Page 40

41 Filters A filter allows you to manage the data that you want in a report. You can create a filter so a data field only returns a specific subset of that field or you can add a filter to create a specific format. 1. Add the data field that needs to be filtered to the Filter section of the query page. 2. Right-click anywhere in that column and select Edit Filter. This will display the Expression Builder Box. 3. Enter the SQL expression needed. Type it in or use the operators and the keypad and use any lists that are necessary in the expression. 4. Click OK. Page 41

42 Prompts Prompts allow the user that runs a report to be able to select specific values for data fields within the report. There are mandatory prompts, prompts where the user has to enter a value, or optional prompts, prompts where the user can put in a value or leave empty. To create a prompt, follow the instructions below for the type of prompt you need. Mandatory Prompt If you need a prompt to be mandatory, which means that the user MUST enter a value in the prompt, then follow the steps below 1. Select the correct type of CAL field and drop it into the data field area. 2. Right-click and select Calculation. 3. Enter one of the SQL statements as outlined below. 4. Click OK. Optional Prompt An optional prompt allows the user to enter prompt values if they choose, but they can also leave the prompt blank and the report will run with all data from the field shown. 1. Select the data field that you want the user to be able to enter a value for. 2. Drop it into the filter area. 3. Right-click and select Edit Filter. 4. Enter one of the SQL statements as outlined below. 5. Click OK. Here are examples of how to build different types of prompts. Regular Prompts This type of prompt will display when the user runs the report. = ~{Airline Code} The format is explained as: Equals sign, single quote, tilde, left French brace, the words you want to display for the prompt (in this example it is Airline Code), right French brace, single quote. The equals prompt above will display the name of the prompt (in this example Airline Code) and allow the user to enter one specific data field. IN (~{Airline Code}) The format is: The word IN, open parenthesis, single quote, tilde, left French brace, the words you want to display for the prompt, right French brace, single quote, close parenthesis. The In List prompt above will display the name of the prompt (in this example, Airline Code) and allow the user to enter multiple, specific data fields. Page 42

43 Prompts continued Default Prompt Default prompts will display the name of the prompt AND display a default value for that prompt. The user has the option to leave the default value or change it if necessary. = '~{Airline Code},AA}' This format is: Equals, single quote, tilde, left french brace, prompt name, right french brace, a comma, the default value, right French brace, single quote. The example above will give the user a prompt that has a default value of AA. They can change this value or leave the default value. This prompt will not allow a blank value, thus returning ALL values. Pick List Prompt A Pick List prompt will display a list of values that the user can select from. This option allows the user to pick from the list or enter a value(s) manually. The list has to be created before doing the steps below. In the filter section, click and drag the data field that holds the value needed. Right-click in that column and select Pick List. Select List Object and the pick list box will activate. Select the list you need from the options that display. Click OK. Right-click the filter and select Edit Filter. Enter the SQL that will give you the prompt you want. Page 43

44 Prompts continued Pick List report: A Pick List report is a separate report you create to run a query and return data that will then be used to display a list that the user can select from. The advantage of using this is that it will only allow the user to select from a list of values that currently have data. Create Pick List Report Create a new report. Name it using a naming convention that will let everyone know this is a pick list report. Access the section properties and select Distinct. This will only show each value once. Select the data field that will return the value you need for the list (you can add multiple values in this one Pick List report). Enter any filters necessary. Save the report. Create a Pick List from a Pick List Report Click and drag the data field you need for the list into the filter section. Right-click that data field and select Pick List. Select DART report and click OK. A list of all your reports will display. Select the correct pick list report. Then select the Return Value From field you need (the data field entered into the pick list report. Click OK. Page 44

45 . Run Report There are two ways to run a report within Desktop Reporting. You can run the report from the Main Menu or you can run the report within the report (query page). A. Within the Report 1. Open the report. 2. Select the run button to run the report against the entire company s data or select the run with button to run the report against a specific profile. 3. Enter the dates. 4. Enter any prompts (if applicable or necessary). B. From Main Menu page 1. Right-click on the report in the list. 2. Select the run option to run the report against the entire company s data or select the run with option to run the report against a specific profile. 3. Enter the dates. 4. Enter any prompts (if applicable or necessary). Report Design There are 4 possible design tools that work with our reporting tool: Excel, Paradox (PDF), Xcelsius, and Flex. If your company does not have these tools, you will not see them as options. To select the design tool to use to create your report design, follow the instructions below: Select a Design Tool A. Within the Report 1. Open the report. 2. Select the Report Design button or select Tools (from the menu bar) and select Report Design. If an Excel, Paradox, or Xcelsius design is already attached, it will automatically take you to that design tool where you can edit the design. It will not give you the list of design tools to select. If the report does not already have a design attached, a list of design tools will display (go to step 3). 3. Select the design tool from the list that displays for you. Excel If you select Excel as the design tool, it automatically has you run the report. You cannot edit a design without data in it, so you have to select a profile and click on Run With or you can click the Cancel button and run it against the entire database. It will then prompt you for dates. Enter the dates you need and click OK. Page 45

46 Select Design Tool continued B. From the Main menu page 1. Right-click on the report name. 2. Select Edit Design If an Excel, Paradox, or Xcelsius design is already attached, it will automatically take you to that design tool where you can edit the design. It will not give you the list of design tools to select. If the report does not already have a design attached, a list of design tools will display (go to step 3). 4. Select the design tool from the list that displays for you. Excel If you select Excel as the design tool, it automatically has you run the report. You cannot edit a design without data in it, so you have to select a profile and click on Run With or you can click the Cancel button and run it against the entire database. It will then prompt you for dates. Enter the dates you need and click OK. Delete Design If you have already selected a design tool and/or you have already started working on the design of this report, you do have the option to delete the design and select another design tool or just start the design over. When working in a design, if you have done something that you don t like but you can t seem to fix it, you do have the option to delete the entire design and start over. Follow the steps below if you need to delete your design: 1. From the main menu page, right-click on the name of the report. 2. Select Delete Design (not Delete). 3. Select Yes when a pop up screen displays asking if you really want to delete the design. It will say Delete Report Name report design? Page 46

47 Excel Design - Detach This process will show you the steps you need to take to detach an Excel design from our Desktop Reporting tool. 1. Edit Design Main Menu from the main menu, right click on the report name and select Edit Design. Open Report Open the report. Select the Report Design button. 2. After Excel opens with the data from your report, completely close down Excel. 3. Go to the temp files C:\Windows\Temp\TMANPRIV and find the Excel file with your report name. 4. Right-click and copy your report. 5. Paste it to another location (the location is up to you.you can paste it to your desktop, to a drive on your network, etc.). 6. Go to the new location and open up the Excel file with your report name. You have now detached the design from our Desktop Reporting application. 7. Create your report design. You can create many different versions of your design. This is especially useful when you re using macros. If you create a macro that blows up the entire design, you can just go to the previous version of the design. Do Save As to create the new versions so you won t lose previous work. 8. When you think you have the final version, save one copy of the design as the last version and then save one more copy so you can test any formulas or macros that you ve created. 9. The final design has to be in a pre-processed format; that means you haven t run the macros. Close out of Excel completely. Page 47

48 Excel Design - Reattach Here are the steps to reattach an Excel design back to our Desktop Reporting application. 1. Access Desktop Reporting. 2. Edit the Report Design from the main menu or from an open report. 3. When the report displays, close the workbook but NOT Excel (click the lower X in the upper-right corner). 4. Select File Open and browse to the location of the final version of your Excel design. NOTE: Do not open the document outside of this Excel session. Do not go to Recent Documents to open the Excel file. 5. Select the final version of your Excel design for this report. 6. Prevent any macros from running before you select Open. Excel 2007 and up Hold your shift key down when you click the Open button. Excel 97, 2000, XP, and 2003 Hold your shift key down when you click the Open button. When the security warning box comes up, hold down the shift key and select the Enable Macros button. 7. Delete most or all of the data in the Sect sheets. This will make your design smaller. 8. Save As Save this document to the temp file C:\Windows\Temp\TMANPRIV. 9. Instead of entering a name, select your original report and choose to overwrite when prompted. 10. Close Excel. This has reattached you design to Desktop Reporting. The report design with all your changes is now saved to the database. 11. To verify this, go back into Desktop Reporting and run the report. Page 48

49 Batches A batch allows you to generate unattended reports for a particular customer or group of customers, for a specified time period and designate the output format and schedule - printer, and/or file. This is accomplished by applying a Profile and specifying a date range. A batch can produce a single report or hundreds of unattended reports in several formats. Menu Bar The menu bar has 2 items: Batch and Help Batch Save - Saves the Batch. Save As... This saves this batch under a different name. Revert - Loads the previously saved version of the Batch into the Batch window so that changes made since then are reversed. Properties Select this option to set up the properties of this batch (see below for more info). Close This closes out the Batch window and brings the user back to the main Desktop Reporting window. Help Content Index About Page 49

50 Create a Batch Since most people will use this option to run unattended reports, the system has to know what profile to run a report against. Therefore, reports that you want to use in a batch have to be assigned to the profiles you want to use. Once you ve assigned the reports to the necessary profiles, follow the instructions below to create a batch: 1. Select each profile that will be used in this batch and click on the right arrow to move it from the Available Profile box to the Selected Profile box. 2. Select each profile in the Selected Profile box and this list of reports assigned to that profile will display in the Available Reports box. 3. Select the reports that need to run in this batch with this profile. 4. Repeat steps 2-3 until all necessary profiles and reports have been selected for this batch. 5. Remember to save. 6. Set up the batch properties by clicking on Batch Properties. 7. Enter the necessary properties (see Batch Properties section) 8. Click OK. 9. Save the Batch by click on Batch on the menu bar and Save. Page 50

51 Batches continued Batch Properties The Batch Properties window displays the description of the batch and includes 3 tabs for setting options in the Default Output panel. These tabs operate mutually exclusive of each other. That is, set options for one, for any two, for all three or none of them. Selecting the checkmark on the tab activates its properties. DEFAULT OUTPUT SECTION a. Report Output The report results can be sent to a Printer, Screen or an . Printer Send the report(s) to a printer by selecting the printer from the drop-down. Send the report(s) in an . Select Compress using Zip to send them in a ZIP file. Screen Show the report results on the computer screen. b. Text Output Text output options include whether the file will be in delimited or fixed-length format. If delimited, indicate the delimiting character(s) in the Field Separator/ Delimiter textboxes. Other text output formats include , compressed / ZIP files, or can include column headers. c. Spreadsheet Output Selecting spreadsheet output allows you to include row headers (using field headings). Additionally the output can be compressed and/or ed. Page 51