Edit a Report
To make most changes to your report, you never even have to leave the
report itself.
If your report is a Table type report, you can modify it by manipulating
elements directly on the report. QuickBase lets you add, remove and change
columns without leaving the report display. See your layout changes as
you make them! To modify other types of reports or to access some advanced
controls (like matching criteria) you need to make changes
within the Report Builder. The Report Builder offers more features,
so if you don't see a way to do what you want from within the report itself,
click the Customize this Report link on the upper right
of the page.
Tip: Any user can edit and/or
save a report. But only those with "Save Shared Reports" access
permissions can save changes or create reports that are available to other
application users. However, any user can save a personal
report, which is visible only to themselves. Read
more.
To change column settings on the
report itself:
QuickBase lets you modify your report directly on the report display
itself. You can:
Move a column.
Click on a column heading and drag the column to the desired location.
Or click on a heading and within the menu that appears, select Move
this column. QuickBase outlines the column heading in red.
Click and drag it to the new location.
Hide a column.
Click on a column heading and, within the menu that appears, select
Hide this column.
Add a column.
Click the heading of any column and, within the menu that appears,
select Add a column. Choose a field (or fields—you
can select more than one) from the list that displays. QuickBase inserts
the column(s) to the right of the column you clicked on.
Tip:
If you want, add a field from another table! You can create and
display a lookup field here in one stroke. To do so, scroll to
the bottom of the field list and select <a field from
another table>. Then select the table and field you
want to display (QuickBase only shows you tables that are related
to the table you're working in) and click OK.
When you do so, QuickBase creates a lookup field automatically.
(Read more about lookup fields.)
Change the
sort order and set grouping options. Want to order your list
according to the values in a particular field? If so, click that field
and select Sort from A to Z or Sort Z to
A (These menu options reflect the values in the field. So,
if you click on a numeric type field the option would read Sort
from low to high. Likewise, if you select a date type field
the option reads Sort from oldest to newest.) Grouping
works the same way. Click the heading for the field you want to group
by and select a grouping option from the menu (see illustration below).
Read more about sorting and grouping.
Before - Click a heading (with
your left or right mouse button) to display this menu. Here, a
user has clicked the Assigned To column and will
group the report from A to Z (from lowest to highest alphabetically). |
|
After - Once you make the
selection, QuickBase transforms the report—in this case, grouping
by the Assigned To field.
If you like what you see, click Save within the
Modified menu (shaded in gray above the report).
You can also save the report as a new report. To do so, click
Save As instead. |
|
FAQ - How can I set multiple sorting
and grouping options from within the report?
If you want to format the report by combining sorting and grouping options,
you can easily do so. Click on any column heading and, within the menu
that appears, click Sorting and Grouping. QuickBase displays
a dialog box that offers all the options available within the Report Builder's
Sorting/Grouping section. (Read more
about setting these options.) When you've set all your preferences,
click OK.
Add a related
column. If the table you're viewing is part of a relationship,
you can easily draw in a lookup field from a master table (what's
a lookup field?). For instance, you may want to display an email
field alongside the task table's Assigned To field.
To do so, click a field
that's part of the relationship (for other fields, this option
is grayed out) and select add a related column from
the menu that appears. QuickBase displays a list of fields from the
master table for you to make a selection.
Set column
properties. Use this option to format the way the column
displays in this particular report. When select this menu item, QuickBase
displays a dialog box which lets you format the column. You can:
Change
the label. Within the Column heading
override box, type in the name that you want to display
at the top of the column. This name will appear above the column
in this report only. The field name remains the same.
Set alignment. Tell QuickBase
exactly how values in a column should line up. Click the Justification
dropdown to align values on the left side of the column or the
right or to center the label and contents.
Edit the
field's properties. Choose this option from the menu if you
need to get behind the scenes and edit
the field's properties.
Convert this
field into a table. Have you found that one table isn't enough?
Often application managers find that the information they've been
tracking in one field really belongs in its own table. QuickBase provides
this handy shortcut to help you expand your application. Read
more.
When you've got the report looking like you want it to look, click Save
within the Modified menu (shaded in gray above the report).
Or, you can save your settings as entirely new report, by clicking Save
As. QuickBase prompts you to name the report and specify whether
or not it should be a Personal report (which only you can see)
or a Shared report (available to other application users). If
Shared report is not an option, then your application manager
hasn't granted you permission to save public reports.
To edit a report in the Report Builder:
Editing a report on-screen is a fast way to format columns and set ordering.
But the Report Builder offers all the controls under the sun.
Open the report in the Report Builder.
You can do so in one of the following ways:
(Shared
and Personal Reports) If the report is displayed in your
browser, click the Customize this report link
on the upper right of the screen.
(Personal
reports only) Select Customize > Personal Reports
and click the name of the report you want to edit.
(Shared
reports only) In the table
bar on any application page, click the table featuring the
report. Within the menu that appears, select Customize
--tablename-- table >
Reports.
(Shared
reports only) In the menu bar on any application page, select
Help > Application Site Map. Click the Customize
reports link, then, on the left side of the screen, click
the table containing the report you want to change. QuickBase
displays a list of reports for that table. Click the name of the
report to open it.
Make the necessary changes.
You can set:
When you're done, click Display
to view the results of your modifications. If you don't like the results,
click the Customize this report link again to make
further edits.
When you are satisfied with how the report looks,
save it by doing one of the following:
If you've displayed the report, you can
save without returning to the report builder. To do so, go to
the Modified menu above the report (shaded in
gray) and click Save. Or if you want to save
your changes as an entirely new report, click Save As.
To save the report in the Report Builder,
click Save.
To display and save at the same time from
within the Report Builder, click Save & Display.
Tell QuickBase how to save the report.
Whenever you save a report, QuickBase displays a save report dialog
box. It offers two options:
If you want to save the report for your
reference only, type in a name and select the Personal
report radio button. Click OK.
If you want other users to see your report,
type in a name, select the Shared report radio
button and click OK. You can only save a shared
report if the manager of the application has granted you permission
to do so. When you save a shared report, you don't need to share
it with absolutely everyone. QuickBase prompts you to select the
roles that should see it. To share with all application users,
select All Roles. (An Application Manager can
change which reports a particular role can access at any time.
To learn how, see Specifying Which
reports a User Can Access.) To help others understand what
your report shows, type in a description. If you want the description
to display above the report, turn on the Show description
when displaying report checkbox.
FAQ - I edited a report and saved
it, but QuickBase reverts to the old format. Why won't the program save
my changes?
In certain situations (like when you click a report
link field, or when you conduct a Find
operation, for example) QuickBase displays results using reporting
defaults you specify for each table. You cannot change these defaults
by clicking the Customize this report link or rearranging
columns directly on the screen. When you do so, QuickBase actually creates
a new report, but makes no changes to your reporting defaults.
You can indeed change reporting defaults, however. Read
how.
Related
Topics
