Sample Customer Details Workbook The Make field is the first mask field in the Customer Workbook Mask table. The Model field is the second mask field

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1 How to Add Custom Pack Fields to Reports Using BusinessVision Report Designer This document will outline the Workbook database structure and go through an example of how to add workbook fields to a report in BusinessVision. Workbooks are made up of three different tables that are linked together. These equate to three files per WorkBook, each named according to the file they are based on. Every BusinessVision record with a WorkBook record attached will have a MAIN record. EVERY WorkBook will have the following fields; Key fields (e.g. CUST_NO) BVRES_00 (for reserved space & key definition) DATE_CREATED (the date the WB record was created) LAST_CHANGED_DATE (The date the record was last changed) LAST_CHANGED_USER (The user initials of the last user to modify). NO_OF_UPDATES (The number of time the record has been updated). Elements in the MAIN table (checkboxes, dropdown lists, numeric fields, percentages and currency fields) do not need to be linked. They are displayed directly from the MAIN table record. MAIN links to mask, using the LINK_ fields to draw out information from the MASK tables. MAIN links to text, using the LINK_ fields to draw out information from the TEXT tables. The WorkBook directory includes all the files required to make up the WorkBook. These are; MAIN (WBD_????.BTR) MASK (WBM_????.BTR) TEXT (WBT_????.BTR) DDF files WORKBOOK.BTR The main configuration file. 1 of 14

2 Sample Customer Details Workbook The Make field is the first mask field in the Customer Workbook Mask table. The Model field is the second mask field in the Customer Workbook Mask table. 2 of 14

3 The Year field is the third mask field in the Customer Workbook Mask table. The S_Type is the first main field from the Customer Workbook Main table. 3 of 14

4 The S_Date is the second main field from the Customer Workbook Main table. The Recommend field is a text field from the Customer Workbook Text table, The Next S_D field is the third main field from the Customer Workbook Main table. 4 of 14

5 The Emissions field is the fourth main field from the Customer Workbook Main table. The Style field is the fifth main field in the Customer Workbook Main table. 5 of 14

6 Adding Workbook Fields to Invoice Plain Paper.rpt 1. Open Report Designer and load the Invoice Plain Paper.rpt file from C:\BusinessVision\Reports folder. 2. Add a box and text objects to place workbook fields into. If the report does not require any special text or boxes to place the workbook fields into, this step can be skipped. 3. Right click on any white open area on the left, highlight Database, click Database Expert. 4. Double-click Create New Connection, double-click Btrieve. 6 of 14

7 5. In the Open screen go to the data directory and open the \Workbook folder. Select FIELD.DDF and click the Open button. Notice now that under Btrieve - Find Database File, Report Designer shows the path and file of the DDF along with all the workbook tables. 6. Double click CUST_WB_MAIN, CUST_WB_MASK, and CUST_WB_TEXT. Notice how they will now be located under Selected Tables. 7 of 14

8 7. Since the customer workbook has three mask fields, two more tables have to be added to Selected Tables. To do this, double-click CUST_WB_MASK. The following message will appear: 8. Answer Yes to this question. Do this one more time so that under Selected Tables there will be five separate tables, one MAIN, three MASK, and one TEXT. 9. Click the Links tab. To establish a relationship between the sales history and customer records, links have to be created from the SALES_HISTORY_HEADER to the CUST_WB_MAIN table. The field to link is CUST_NO. Drag from one table to another. Once the link is established, right-click the link and select Link Options. Choose the Join Type of Left Outer Join. This is type of join must be used for all links established for BusinessVision reports. Click OK. 8 of 14

9 10. The next link to establish is from the MAIN table to the various MASK and TEXT tables. Link the CUST_NO from CUST_WB_MAIN to CUST_WB_MASK, CUST_WB_MASK_1, CUST_WB_MASK_2, and CUST_WB_TEXT. 11. Link BVRES_00 from CUST_WB_MAIN to CUST_WB_MASK, CUST_WB_MASK_1, CUST_WB_MASK_2, and CUST_WB_TEXT. 12. Link from CUST_WB_MAIN LINK_Make to CUST_WB_MASK FIELD_NAME. This link is used to get data from the field Make. 13. Link from CUST_WB_MAIN LINK_Model to CUST_WB_MASK_1 FIELD_NAME. This link is used to get data from the field Model. 14. Link from CUST_WB_MAIN LINK_Year to CUST_WB_MASK_2 FIELD_NAME. This link is used to get data from the field Year. 15. The last link is for the Text field. Link from CUST_WB_MAIN LINK_Recommend to CUST_WB_TEXT FIELD_NAME. This is used to get data from the field Recommend. 16. Click OK. 9 of 14

10 17. Click OK to the Database Warning message. 18. On the left-hand side of the Report Designer, click the plus sign to the left of Database Fields. Notice the Workbook tables are added to the list. 10 of 14

11 19. Click the plus sign to the left of CUST_WB_MAIN. Add S_Type, S_Date, Next S_D, Emissions, and Style to the report by dragging and dropping the fields to the desired location. Once the fields are placed on the report, notice how a green checkmark is placed to the left of the field under Database Fields signifying the field is used in the report. 20. Click the plus sign to the left of CUST_WB_TEXT. Add the MEMO field to the report by dragging and dropping to the desired location. This is the Text field Recommendations. 11 of 14

12 21. Click the plus sign next to CUST_WB_MASK. Add the MASK field to the report by dragging and dropping to the desired location. This is the field for Make. 22. Click the plus sign next to CUST_WB_MASK_1. Add the MASK field to the report by dragging and dropping to the desired location. This is the field for Model. 23. Click the plus sign next to CUST_WB_MASK_2. Add the MASK field to the report by dragging and dropping to the desired location. This is the field for Year. 24. Right-click on any open area under the Database Field window and select Report, Save to Crystal Reports File. Choose a location and name for the customized form and then click Save. 12 of 14

13 Once this invoice is printed, BusinessVision will print the custom pack workbook fields on the form with the pertinent customer workbook information. 13 of 14

14 FAQ Question: Can I use Auto-Link to link the workbook tables automatically instead of linking them manually? Answer: Auto Link automatically chooses links for your tables based on common fields in tables or indexed fields (if your database supports indexed fields). That index may or may not be the one you want to use. For BusinessVision reports do not use the Auto-Link feature, specify the links manually. Question: When I add my workbook fields to the report and I try to print it, my report is blank. Why? Answer: Make sure the links are going from the MAIN to the MASK or TEXT table. Also if you are pulling more than one MASK or TEXT field onto the report, add an ALIAS. All links should be left-outer join. Question: When I select the FIELD.DDF under Database Expert, I get an error Failed to load database information. Unknown Engine Query. Why? Answer: Select the FIELD.DDF by clicking under Create New Connection - Btrieve, Question: I have added or deleted some fields in the workbook module and have already rebuilt the workbook data. When I run my report the workbook fields are out of place. Why? Answer: The report has to be verified using the Report Designer. Verifying the database will refresh the structure of the report tables to what is currently in the data dictionary files. To do this: 1. Make a backup copy of the report. 2. Install the DDF s for the appropriate version of BusinessVision. To install the DDF s, run the setup program that is located in the \DDF folder on your BusinessVision CD. 3. Open the report using Report Designer. 4. Right-Click an open area and select Database, Verify Database. 5. You may get one or more prompts saying The database is up to date or The database file has changed. Proceeding to fix up the report! Click OK. 6. Save the report. 7. Close the Report Designer and test the report by printing it in BusinessVision. Question: I put on a date field from the workbook onto a report. The formatting does not match what is in workbook. Why? Answer: The date formatting in BusinessVision is independent of Report Designer. BusinessVision formats date fields based on the definition within the WORKBOOK.BTR file. To format the date in Report Designer: 1. Open the report in Report Designer. 2. Right-Click the date field, select Format Field. 3. Under the Date tab, select the appropriate style or click Customize for more options. 4. Click OK. 5. Save the report. 14 of 14