Beginner Basics

Here's a brief summary of some very basic options available when editing reports.

In Admire, you choose your report or export and then apply a filter. And while filters are perhaps the most important piece of the Admire software, what are your options when you want to actually edit the fields and formatting of an existing report? What are your options when you wish not to filter for specific accounts or individuals, etc., for which the report's or export's data will be shown... but to actually change which data fields are shown to you in the first place and how they are formatted?

Read on!

So first, let's get this out of the way: exports cannot be truly edited on Admire. You cannot add/subtract from the columns Admire provides on a particular export (although they can certainly be edited on Excel).

 If you manually edit the export preview cell by cell, the edits will hold even after downloading the export (although that is only true if the edits match the formatting of the cell). Additionally, if you sort by a column, that as well will carry over to Excel. If you group by columns, the change will carry over as a column-after-column sort (not as a grouping). If you change the order of the columns, the change will not carry over. Most users don't edit exports at all in Admire, as ALL edits can simply be made in Excel.

If you need extra columns on an export in Admire (and you cannot find a similar export that will do the job instead), reach out to your Consultant to discuss having it customized for you on our end.

Reports, however, can be edited quite a bit. Such edits take place on the Report Designer, via the Report Manager. To access the Designer, click on the Reports tab on the top of your Admire screen and select Report Manager. On the Report Manager screen, you will select a report to edit. 

It is EXTRAORDINARILY advisable to first copy the report that you wish to edit -- and to only edit the copy... so as not to accidentally ruin a report via a mistake in your editing. This way, if you indeed mess up the report, you can just copy the original report again and start over.

In fact, your client user is set to not even allow editing of most reports directly; it makes you copy them first. However, you still have to be careful, because reports that you have created as copies to edit in the past, and reports for which the standard use is that clients add logos and other personalized components, along with reports customized for you in the past by our team -- which you really don't want to mess with without copying... are all editable directly... and therefore are all ruinable directly 🤔. So make sure you always COPY.

If you ever do mess up a report to the point of no apparent return 😱, reach out to your Consultant to get the report restored to its default settings😊. But it is obviously preferable to not mess the report up in the first place🤩.

So, if you already have copied the report in the past, and you don't mind editing your previous copy, then click Load Report List, select the relevant report, and then click Edit Selected Report.

If you haven't yet created the report copy, simply start off with Step Three by clicking on CREATE New Report. In the screen that will then pop up, select the relevant report. The screen will prompt you to name it; use a name that at the very least makes it obvious that it is a copied report, so you recognize next time that it is not an original. (You can also check the Report Ids: 10000+ are either your copied reports or customizations on our end... but let's not get sidetracked here!) Then click Load Report List in Step One, select the report you just created (you can double-click the header of the date column to display the last created report on top for easy searching), and click Edit Selected Report.

After you have clicked Edit Selected Report, the Report Designer will load. If a scary pop-up error shows its face when the report loads in the Report Designer, just click continue!

Now, here's a brief overview of just a few of the most basic features on the Report Designer (behold the beautifully defaced screenshot below):

What we are looking at is the opening page of the Report Designer.

Legend:

The following is a legend corresponding to the numbers in the screenshot. Click on an option to skip to its matching paragraph in this documentation (the screenshot is the same throughout 😉):

1 - Print Preview

2 - Grid View

3 - Sub-Report

4 - The Main Grid

5 - Detail

6 - Text-Box

7 - Fields List

8 - Formatting/Sizing Icons

9 - Advanced Formatting/Sizing Options

10 - Save Icon

11 - Adding a Picture/Logo

#1 - Print Preview

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Clicking the print-preview icon on the top next to the number "1," will display a regular print-preview style screen, instead of the hoity-toity grid you see in the screenshot.

#2 - Grid View

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Clicking the icon just beside the print-preview icon, to the left of the number "2," will bring you back to the grid display (the display shown in the screenshot).

#3 - Sub-Report

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Moving right along... just beneath numbers "1" and "2," you will find number "3." That is where you will select which sub-report to edit. In the case of the report shown in the screenshot, there is no sub-report, hence only one report name is visible, and the section can be ignored.

#4 - The Main Grid

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See how I made number "4" huge? That's because I wanted to point to that whole area -- from the ruler on top to the footer on the bottom. That whole area is the actual report grid! It's the actual code-y layout of things!

#5 - Detail

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Number "5" (whom I circled so the little guy wouldn't get lost) points to what is called the "Detail." It is the area displaying the main data that's being pulled by the report, and is the portion of the report to which you would be most likely to add a new data field when needed.

#6 - Text-Box

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The little "Aa" symbol above the number "6" allows you to add a text box anywhere in the report. Click on it, and use the provided plus sign to drag out a box of the needed size... and place it in its appropriate spot. You can often use the print preview (number "1") to double check that your box is ending up in the right place. After placing the field, you'll then click on it to enable yourself to edit the words however you wish... from something like "Field8" to something like "Maiden Name" (in which case you'd probably be naming a column on the report "Maiden Name"). Keep in mind that this text box is not set by default to be a calculated field; the text you type will actually display as is on the report.

#7 - Fields List

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Aaaaaand right nearby, the little "ab" symbol above number "7," will provide you a list of the fields the report comes with. This list includes fields that are already visible on the report (although you can insert them again as many times as you wish -- hey, if you want that Account ID displayed ten times for each account... go for it!)... and it also includes available fields that are not by default visible.

If you want to add a field to the report, look through the list of fields, and select the one you need. Then use the provided plus sign to drag out a box of the needed size... and place it in its appropriate spot. You can often use the print preview (number "1") to double check that your box is ending up in the right place, although depending on the setup of the report, certain fields may or may not show on the preview, and you may need to actually test-run the report back on the Report Wizard to ensure accuracy (see below for instructions about importing the edited report, so you'll be able to properly test-run from the Report Wizard).

A few points:

• It may take a little trial and error to figure out which field code name applies to which field. Many are named intuitively, but some are named a little strangely (for instance, the pledge note field is confusingly named PLG_Comment).
• Even if a field is available, you may sometimes (although thankfully not usually) need to tinker with additional general Admire settings to make things work. For example, you may have certain telephone number fields available to add to a report -- and you'll commonly be able to simply add them... but sometimes, depending on your exact needs, you'll need to use the Admire List Editor (in the Tools menu) to properly organize the telephone number fields so that the correct numbers pull where you wish. You can discuss such details of report editing with your Consultant, of course.
• When you actually run edited reports, your report filters will not always work for the manually added fields. Further discussion on that point is beyond the scope of this brief 🙈 little documentation, however, if you're adding a field, you usually aren't planning on filtering it out for specific accounts, so it does not present an issue too often at all. (The rules of when filters will and will not work on these added fields are based on standard filtering concepts and are not a guessing game; they are just too complex for this discussion.)
• Sometimes, you may not find the field you wish to add in the dropdown. So, it's very important to realize that the selection of usable fields differs from report to report. You will often be able to easily find the field you need, as the selection is intuitive to each report, but NOT ALL FIELDS WILL BE AVAILABLE FOR YOUR REPORT. However, when you do not find a field on the dropdown, you don't need to immediately assume that the field is truly unavailable. First, check back in number "3" if there are one or more sub-reports in use on this report. If there are, click on the other sub-reports and check their field dropdowns. The dropdowns are specific to each sub-report! If you still cannot find the field, use the export test (see below).

The Export Test:

• Go back to the Report Wizard with Run Report selected on the first section (Section "1" of the Report Wizard), and once the report name (you can use the name you created for your copy... or the actual name of the report you copied -- it doesn't matter) is typed in to the Choose a Report field... go ahead and fill in the bubble (back in the first section) next to Run Export instead.
• If your report name remains, that means that the exact same report is available in an export form. If it doesn't remain, then even though the system may offer exports for very similar or even identical purposes, it means that the exact report you are attempting to edit does not exist in export form, and this export test will not work for you.
• So, if (and only if) the report name did indeed remain after you switched to Run Export, just put a quick filter on the export (for instance, something like: Filter the Account Section for Accounts that have Last Name < e), so that you don't waste time pulling excessive data just for this little test, and then, when the export loads, scroll carefully through the columns it displays. All columns displayed there are available on the report you are trying to edit -- even if the export actually contains a column that you did not see on the dropdown in the Report Designer.
• Simply copy down the precise name of the column you need, and use that as your added field name in the Report Designer. You can either add a random field from the dropdown (in number "7") and manually replace its code-y field name with the name of the column you found on the export, or add a text box (number "6"), edit its text to the exact text name of the field/column name you found on the export, and then make sure you turn it into a calculated field (we'll discuss how to do that briefly when we get to number "9" below, but either way, when you are less experienced, you may find adding a number-"7"-style field and simply changing its name to be simpler).
• Note when manually adding fields like this: The print preview ( number "1") will NEVER display such manually added fields (added fields that are unavailable on the dropdown) as properly calculated fields. It will simply show the text of the official field code name. You would need to proceed to the import steps below and then actually run the report from the Report Wizard to test if it is working properly.
• Truthfully, if you happen to know the official code-y name of the field you are looking for, then even if no export exists for the report in question, you can actually test if the field is available for use on the report by simply going straight to trying to add it manually (either via a random number "7" field whose text you edit to reflect the field name you want, or via a number "6" text box field that you edit to reflect the right name and make calculated). In this situation, you most certainly have to test the report to see if the field worked as you want, since there is no indication at all that the field would necessarily work. (And remember, of course, that as mentioned above, the print preview will NOT show such a manually added field as properly calculated and will simply show the text of the official field code name).
• Note: If you wish to attempt this no-export manual test but are having trouble identifying the official code-y name of the field that you need, you can certainly reach out to your Consultant for assistance with that detective work!

So, what happens if you tested the export and found that the field was not there as a column name, or you manually tried to add the field name, as outlined above, and it didn't work when you test-ran the report?

In such a scenario, carefully check (with your Consultant's assistance, if needed) for an alternate report/export/method that would provide the data you need. And if you realize it is necessary, you can of course discuss with your Consultant the option to have the field manually (on our end) added on to your report's dropdown, which would allow you to add it to the report.

Aaaand now we are moving on!

#8 - Formatting/Sizing Icons

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Using the many varied little options near number "8," you can edit the spacing and symmetry of the various fields and portions of the report. It's worthwhile to play around and get comfortable with those options. Keep in mind, as well, that any time you have a field selected, you can click the arrows on your keyboard to move it across the Report Design. Holding down the "Ctrl" button while using those arrows would cause the box to move slowly for precision. Alternatively, holding down the "Shift" button while using the arrows will adjust the sizing of the box. And holding down "Ctrl" + "Shift" + the arrows... will adjust the sizing of the box slowly. 

I used to find this very confusing until I realized that I can think of it like this: the arrows move the box... that's intuitive enough. "Ctrl" gives you greater control over the movement by making it go slower! How do you like that!? And using the arrows along with "Shift" makes the movement actually "shift" and change the box itself, instead of just moving it... and, wait for it -- adding "Ctrl" to that mix simply gives you more control over the adjustments by causing them to occur more slowly! I'm very proud of this little chap of mine, so I hope you like it!

Holding down the "Ctrl" key after selecting a box will, just like on many other software programs, allow the selection of several boxes at once for easy, uniform movement across the page or for symmetrical formatting, etc. Note that if you are selecting all of them at once in order to give them a uniform size, or the like -- then the last box selected will be the one "controlling" (i.e. all boxes will adjust to the size of the last one selected).

Keep in mind that you can also use your cursor to expand the sizing of actual sections of the report (and you will at times need to do this if there is simply no room for your added field), but this does get more complex; proceed cautiously (and as mentioned above, ONLY edit copies of reports, not the originals).

#9 - Advanced Formatting/Sizing Options

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When a box is selected, use number "9"'s many options to edit the formatting. There's a lot there, and you won't really need to use all of it. Here are some biggies to look for:

• Font: Self-explanatory; edit the font, style, and size of the text in the field (this will apply to the text itself when you are working on a regular text box field, and will apply to the actual coded text itself when working on a calculated field that is pulling data via its code-y field name).
• Calculated: A VERY important field. If this is set to true, then the text typed into the field will be used as code (unless it is invalid in general or even just invalid for this particular report... in which case it will just act as normal uncalculated text on the report). If the Calculated option is set to false, then it will view the text -- even very obviously code-y text -- as plain text. Make sure it is marked correctly.
• CanGrow: tells the system whether to cut off no matter what after the box is filled at the size you stretched it to, or whether to allow the field to "grow."

It is very worthwhile to look through all the options here in number "9" for the various fields... and to familiarize yourself with them.

#11 - Adding a Picture/Logo

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Numbers "10" and "11" are circled for clarity. I'm going to go a bit out of order here and discuss number "11" first. Number "11" has little picture icons above its circle... the icon closer to the number "8" is the one you need to use for adding pictures and logos to a report. Note that the picture/logo may need to be compressed and formatted if it errors.

Here's how to add a picture/logo to a report:

• If you still are not on Admire Unlimited, click the icon and select the relevant image from your computer's files. Then use the provided plus sign to insert it into its proper place on the report.
• If you are on Admire Unlimited Azure Desktop version, click on the icon, find the picture/logo in your computer's files, copy it to the Documents folder of the Remote Desktop (not your computer's Documents folder)... and then select the picture from the Documents folder specifically. Then use the provided plus sign to insert it into its proper place on the report.
• If you are on Admire Unlimited Azure Browser version, first upload the picture to Admire's server using the single up arrow at the top right of the entire Admire screen, then click on the icon we are discussing, find the picture/logo in the Uploads folder, copy it to the Documents folder... and then select the picture from the Documents folder specifically. Then use the provided plus sign to insert it into its proper place on the report.

#10 - Save Icon

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When you are all done, you need to save your edits.

Saving your edits -- even just for the sake of continuing your edits later and even without trying to make your edits available back in the Report Wizard yet -- is a process.

It requires several VERY EASY steps. ALL of them MUST be completed.

This is due to the fact that report edits are executed via an external software program: C1 Report Designer, and you will not have access to reports saved on C1 after you leave the page... unless you actually save the report to Admire. So, even after the edits are saved on C1, they still need to be imported to Admire, and then saved on Admire.

Here are the steps:

1) The initial save (on the C1 Report Designer itself): Click the save icon to the left of number "10." This does not fully save your edits; read on.

2) "X" out of the Report Designer (exit the Report Designer). If you try to immediately "x" out, it will likely prompt you to save, but why take that risk 🙃? Read on to complete the saving process.

3) Importing from C1 to Admire itself: Once you "x" out of the Report Designer, go back to the Report Manager screen. On that screen, making sure that the report you just edited is highlighted... click Import Changes For Selected Report (which is labeled on the Report Manager screen as "Step Four"), and then click OK when the system announces the import was successful. This still does not fully save your edits; read on.

4) Saving the edits in Admire: After performing the previous steps, you still need (sorry! 🙈) to click Save Edited Reports (which is labeled on the Report Manager as "Step Five"). And then you're done saving!

Read on, however, to learn how to make sure your edited and saved report shows up back in the Report Wizard itself!

But first, a cautionary tale about yours truly from the Admire Academy archives: When I was training in report editing for Admire, I was assigned an editing project to test my skills. I worked hard on it for about three hours, and then stopped for a break, planning to continue later. But because I wasn't running a test of the report right then, I thought I didn't actually need to go through the full saving process and could suffice with simply clicking the save icon in the Report Designer 😳 😳 😳 😳 . So, I just clicked the save icon and then shut off my Admire. I lost all the work. TRUE STORY! Not fun.

In fact, even requesting an emergency custom job to retrieve the lost edits has a very low chance of success and depends on many factors. (Hey, I requested it when I lost my work that time, but it wasn't salvaged -- and I work here!) So, make absolutely sure to follow all of the steps above!

Aaand then! And THEN! You just need to make sure your report is available back in the actual Report Wizard.

So, whenever you are ready to actually run the edited report (whether you are test-running it or running it "for real," of course):

Back in the Report Wizard, click the green refresh arrows icon in section "2" (you don't really always have to do this; it depends on the exact situation, but you might as well get in the habit of doing it) and find your newly edited report! Yippee!

Look out for documentation on more advanced usages of the Report Designer, coming soon right here at Admire Academy!