Custom Report Example - Name and Photograph Report

This example produces a list of committee members and their photograph. You will use the Activities and Skills module to create this report. The reason for this example is to show you how to include the photographs from Personal Profiles on a report. This information could also apply if you are including family pictures on a report. Review the previous examples to see the basic steps for creating a query and working with the Report Designer window.

To create the report with pictures:

Enter a title that best fits the activity group you’ll be selecting. A suggested title might be “Names and Photographs of Finance Committee.”

Using the Filter Building window, create the filter condition Skill Number is equal to 280. For this example, 280 is the skill number assigned to the Finance Committee. You can substitute a skill number of your own choosing.

From the Select Fields to Show in Query dialog box, choose the following as output fields: Last Name, First Name; and Profile Picture.

Note. If you were designing a report to include pictures from Family Mailing List, you would choose Family Picture as one of your output fields.

On the Query Overview window, click Edit Sort Order. Select the Last Name, First Name field to sort by.

As noted before under the previous section “Selecting output type,” the default output is a single line, columnar report. With this type of layout, depending on the field widths and the number of fields you select, they may not all appear on the report layout. In our example above, if you additionally select the address to be included, the profile picture may not automatically appear in your layout. In this case, you will need to use the Report Designer window to rearrange the placement of the fields and add the profile picture to the layout.

To add the profile picture to the layout:

Let the Profile Picture field be the last one you select.

After viewing the results of your query, close the window. Click Edit Form on the Setup For Column Layout dialog box.

Do this by dragging the bottom edge of the Detail band downward.

Stack the name and address to make room for the picture to the right of these fields.

Choose the Picture/OLE Bound Control tool from the Report Controls toolbar. Click in the Detail band at the point where you want the image to appear and drag it to the size you will need. On the Picture/OLE Bound Properties dialog box, select Expression or Variable Name under Control Source Type and type profile_picture in the adjacent field. Click OK.

Note: If you were designing a report to include the pictures from Family Mailing List, you would type family_picture in the Control Source field.

You may want to delete the ones you don’t need and modify existing ones. For example, you might change Last Name, First Name to just Name and Address. See the previous example for details on how to do this. Your Report Designer window should look similar to the following illustration:

Choose Save from the File menu. Then choose Close from the same menu. Click Start Report on the Report Setup dialog box.