Arena: Modify Check-In Labels (Course #A231)

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1 Arena: Modify Check-In Labels (Course #A231) Presented by: Ben Lane Senior Staff Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective Explore simple modifications to the installed Arena Check-In labels using basic features of the Report Manager. This session presents the following topics: How to find your labels using Report Manager How to open in Report Builder How to remove or change or format data fields on your labels How to resize labels How to insert an image or logo 2

3 Accessing and Navigating the Report Manager Report Manager is a web-based report access and management tool that Arena customers can use to access and manage reports that are installed to Arena. It is NOT part of Arena; it is a tool of Microsoft SQL Server Reporting Services (SSRS), a supporting software used alongside your Arena program. When your new programs are launched, your Arena Administrator receives information about how to access this tool. That information is a URL and credentials to login. Use Internet Explorer to access the Report Manager. Once logged in with the appropriate credentials, you see the Home page below. Your customer number preceded by the letter A is the top level folder. Click on the folder to drill down to your Report folders. 3

4 These folders organize the reports that display within Arena. The reports are saved in the Report Server database on the SQL server and include your default Arena reports (those present with installation), any you have selected from the Arena Hub, and shared reports you may have found and uploaded from the Arena Community. This session focuses on the Check-In label reports, but the basics of the Report Manager tool can be applied to other reports you need to edit. Click on the CheckIn folder to view all CheckIn reports. 1. Hover over the intended report to modify. 2. Click the drop-down arrow. Several options for modifying exist. A few are: Move Move reports between folders. Delete Remove a report from the Report Manager. Manage Manage report defaults. Download Download a copy of the report in.rdl format to share with another customer or edit in Visual Studio. Edit in Report Builder Tool allowing user to modify Report designs 4

5 3. Click Edit in Report Builder. The first time you use this tool you need to Run the application. Then the program loads. Click on the Check-In label report you wish to change and click Save As to rename the label with your edits. This is best practice in case you need to revert to the original. NOTE: You use the ChildTag report for your example in this session. 5

6 The Report Builder offers lots of design and edit options for your reports. You only have time to look at a few basic tools in this session, but this is a great place to focus some future practice and exploration. Report Data panel Left-side panel offers access to various fields of data available from the data source behind this report. Report Design canvas The design area where items are added, removed, or edited Formatting toolbars Options for editing report properties in a toolbar layout at top Report Properties panel Options for editing report properties through a right-side panel (see next page) The <<Expr>> elements you see represent your data and are called Expressions. Expressions are widely used throughout Reporting Services reports to retrieve, calculate, display, group, sort, filter, and format data. Therefore, they are placeholders for the data you see on your Check-In labels. However, they are more than the data itself they also include the formatting of that data and so provide an easy place to edit. 6

7 To turn on the Report Properties panel, click the View tab and click the Properties check box. Notice that after you click the Properties check box, the Properties panel displays on the right. The Properties panel reflects the dataset used in the expression as well as the formatting options currently applied. The toolbars at the top can also be used to change formatting options. In addition, you can right-click on any <<Expr>> and then choose Expression to obtain more details about the data itself. Rulers Make sure the white work area is within the size of the rulers minus the margins. Turn the rulers on under the View menu. 7

8 Modifying the ChildTag Label This is the ChildTag (unedited). Some edits often desired are: Remove the barcode. Remove Location field (when present). Change the FirstName to Nickname. Change the font or font size or alignment. Add a logo instead of the person s picture. 8

9 1. DELETE the Barcode element: In Report Manager click the <<Expr>> for the Barcode field until the box around the Expression field is selected. Hit DELETE on your keyboard. Save your edited report. 9

10 2. DELETE the Location Name Expression In Report Manager click the <<Expr>> for the Location_Name field until the box around the Expression field is selected. Hit DELETE on your keyboard. Save your edited report. 10

11 3. Change the FirstName to Nickname When the desired <<Expr>> element is single-clicked, the Placeholder Properties panel reflects the dataset and field used in the expression. Alternatively, you can double-click on any <<Expr>> and then choose Expression to access the details. This Expression is a placeholder for the first_name field (note the value in the right panel). If you wish to change this value, you must know the name of the field you prefer. To find the field, you can check the dataset values in the left panel. 11

12 Expand Datasets and note the nick_name field. This is the name you need to replace the first_name in the Expression. Access the Expression (Double-click the <<Expr>> and click the fx ). Edit only the field placeholder name to nick_name. SAVE! 12

13 4. Change the formatting for Placeholder fields (i.e. Change font or font size; change alignment). Click to select the Expression you wish to format. Use the formatting toolbar or the Properties panel on the right side. Save the edited label. 13

14 5. Change the overall label size Click on a blank area of the label so that the right panel displays the Properties of the label s Body. You can modify your width and height under the Position panel by typing in the measurements you desire OR by clicking and dragging the rulers in the design area. Save your edited label. 14

15 6. Insert an image (logo) The label used as the example in this session (Child Tag) includes the photo from the person s database record in the bottom right corner. This assures us that there is room on the label for an image. However, let us assume you would like to remove this and use the region for a logo. Click the image region so that the element shows the handles around the box. Note that in the Properties panel on the right side the Value element shows the photo.value. Right-click the inserted image element and choose Image Properties. 15

16 Change the Image Source from Database to Embedded. Using the Import link, navigate to a saved copy of the image you wish to insert. Click on the desired image and click Open. Save your edited label. 16

17 NOTE: If you are editing a label that does not have an image already incorporated, make sure that the design has enough room to accommodate an image, then click the Insert ribbon on the top toolbar and choose Image. Click and drag the image frame in the desired location on the Report Design canvas. This action pops up the same Image Properties box shown above that allows you to select Embedded as your Image Source and then prompts you to navigate and select the image file. Save your edited label. 17

18 Test your edited design Hosted Customers Add your edited Label to a test Check-In setup. Launch Arena Check-In and do a test CheckIn to review how the new tag prints. Locally Installed Customers Add your edited Label to a test Check-In setup. Launch Arena Check-In and do a test CheckIn to review how the new tag prints. OR If you have access to SQL Management Studio, run the following query against your ArenaDB. Note down one or more of the occurrence_attendance_id numbers. In the Report Manager, click the Run command. Enter one of the occurrence_attendance_id numbers and click View Report. 18

19 Q&A Class Discussion 19

20 Ben Lane Senior Staff Trainer Before joining Shelby as a certified staff trainer, Ben Lane served as a youth minister and a minister of education at various churches. His desire is to help churches maximize their ministry through effective use of Shelby software. Currently he is a Senior Staff Trainer and trains on all Shelby products. He is married to Dr. Sheryl Lane and has two sons and one granddaughter. It is an honor to serve the Lord, His church and His servants.

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