WinTen - Tenmast Software
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1. 5 Add Report Add New Report Edit Run Reports Reindex Pack Tables Setup Maintain Setup Data F Exit WinTen Custom Report Writer e 10 8 2003 Edition Reindex Page 8 1 When to Reindex Occasionally index files can become corrupted This means that such a file s data is no longer complete and it may not be in a form that Report Writer can read The most common indicator of a corrupted index file comes when you search for a record that you know is present and the program does not find it Reindexing solves this problem by going through each database and rebuilding the index file for it Caution You must make sure that no one else is using Report Writer before using this feature Reindexing rewrites files which can cause damage to the data within those files if they are already open when Rent Reasonableness attempts to index them When to Pack While you are reindexing you also have the option to pack Report Writer s databases Packing is a process by which the program removes all blank or deleted entries from its databases thereby reduc ing the size of the files Caution Tenmast recommends that you do not perform packing un less specifically instructed to do so by Tenmast Training amp Support personnel Packing permanently removes deleted records Once you have packed data that the packing process erases will be irrevocably gone WinTen Custom Report Writer e 10 8 2003 Edition Reindex P2. 10 of 13 Select report layout orientation paper size and click the Next button WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 11 Step Eleven In Step Eleven select the style you want the report template to have Use the Style set of radio buttons to select from the list of preformatted styles colors and fonts avail able in the program The preview image at the left side of the screen changes to display a sample preview of your selected style When you have chosen your style option click Next to proceed to Step Twelve 6 x Select Report Style What style would you like Style Customers C Bold COMPAHT REGION C Casual ActionClub Southoart C Compact p B Corporate Customers C Formal Company Soft Gray Action Club Instructions Select Style to change the default style of the report and click the Next button View Data Back New gt Format Cancel WinTen Custom Report Writer e 10 8 2003 Edition Adding a New Report Template Page 4 12 Step Twelve Step Twelve allows you to adjust the formatting of each data field that will appear on the finished report The left side of the wizard contains a list of all data fields on the report while the right side contains the formatting options for the currently selected field m x Format Data HM Age HM Birthday HM Full Name HM Student HM SSN Display Name M Age Colu
3. a specific Waiting List Inactive Applicants Not currently on any waiting list Applicant Open Unit Offer Voucher Letters Choose a Report Group select a Data Query for that Report Group then click the Next button Keak ven gt Cancel WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 3 Step Four In Step Four select the data fields you want to include in the report template The left side of the screen contains a list of every data field that is in the selected data source The right side of the screen contains a list of every data field that is included in the report template To add a data field to the report template select it and click the gt button To remove a data field from the report template select it and click the lt button To change the order in which a data field will ap pear on the report select it in the Selected Fields Hint View Results table and click the up arrow or down arrow buttons At Step Four or any subsequent step you can click the View on the right side of the screen to change its position Result button in the lower left corner of the wizard to open in the table the SQL Preview sub screen This sub screen displays a table of all of the data that will appear on the report if you want create the report template with your current selections on the report template click Next to proceed to Step Five _ Create New Report Wiz
4. addresses the basic procedure for running a report for which you already have a re port template To begin this process click the Reports button or press lt R gt at the Main Menu This opens the Main tain Reports screen m 15 x File Help 9 5 Software Public Housing Documentation h mktten mktph2 Add New Report S Add Report Edit Run Reports amp Reindex Reindex Pack Tables Setup Maintain Setup Data Exit WinTen Custom Report Writer e 10 8 2003 Edition Running a Report Page 6 1 MAINTAIN REPORTS SCREEN The Maintain Reports screen enables you to select any report to which you have access The screen is composed of a pair of tables The left table lists all report groups to which you have access The right table lists all reports in the selected report group Most of the functions on this screen deal with report management and are discussed in the Managing Reports chapter of this manual Maintain Reports APP Minors Minors in Applicant Households T Applicant Reports App Date Range App Date Range Ta Public Housing Tenant Reports App HH w Minors Applicant Households with Minors TA Section 8 Tenant Reports Minor Tenant Age Rec Tenant Age Records E PH ten w minors Public Housing Tenants with Minors 58 ten w minors Section 8 Tenants with Minors WinTen Custom Report Writer 10 8 2003 Edition Running a Report Page 62 To run a report select t
5. it in the Available Databases list and click the gt button To remove a database click on it in the Selected Databases list and click the lt button You can select multiple tables as long as they all have at least one data field in common When you select a table every other table that does not have a data field in common with it becomes grayed out When you have selected all of the databases you want to use for the report click Next to proceed to Step Four Select Databases Ed Select the databases that contents the data for Hg EH Available Databases Selected Databases App Household App Details pp Income pp Reference Instructions Use the arrow buttons to select the databases containing the data for your report and click the Next button Back Cancel WinTen Custom Report Writer 10 8 2003 Edition e Advanced Report Creation and Editing Page 5 2 ADVANCED FILTERING When you set Step Eight of the Add New Report wizard to Advanced mode the screen is divided into two halves The table in the top half contains every data field you have selected to include in the report The table in the bottom half contains the report s current filtering criteria You can use the controls on this screen to set up complex logical statements for filtering the records that will be in cluded in the report To add a logical statement using a specific data field select that field in the top t
6. mathematical equation used to create a new data field from exist ing data fields This is an advanced report creation feature Data Source A data source is the selected data from one or more WinTen databases from which a template see below generates reports Data sources are set up by Tenmast during program installation Filtering Filtering is a method of selecting specific items from a data source that match one or more criteria Grouping Grouping is a method of organizing a report around groups of records that have something in common Each group will receive its own sub header which is the element that the records in the group have in common Calculation Example You want a data field on a report that shows the total number of elderly and child members in each household This number is not in the database However you can set up a calculation that adds the number of elderly mem bers of a household and the number of child mem bers of a household Filtering Example You can filter a report so that only tenants with annual household incomes under 15 000 appear on it Grouping Example If you have a report that lists tenants and addresses you can group the report by zip code All tenants with a zip code of 40507 will be listed together under a 40507 header fol lowed by all tenants with a zip code of 40508 and SO On You can also set sub groups within a group If you sub grouped the above report by bedroom si
7. or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person CONTENTS Introduction Program Overview Main Menu Setup Setup Screen Default Settings Tab Report Groups Tab Groups Sub Tab Members Sub Tab Adding a New Report Template Create New Report Wizard Step One Step Two Step Four But I m Done Now But What Will It Look Like Step Five Step Six Step Seven Step Eight Step Nine Step Ten Step Eleven Step Twelve Step Thirteen Advanced Report Creation and Editing Advanced Data Source Selection Advanced Filtering Editing a Logical Statement Creating Calculated Data Fields Adding a New Calculated Field Adding Data Field Names Adding Mathematical Operators Adding Parentheses Examples Editing a Report Template in ReportBuilder Running a Report Maintain Reports Screen Managing Reports Maintain Reports Screen Editing a Report Template Exporting a Report Template to a Template File Importing a Report Template from a Template File Exporting Report Data to an Excel File Changing a Report s Assigned Group Creating a New Report Template Deleting a Report Template Index Databases INTRODUCTION The WinTen Custom Report Writer program is a data management program designed for use on computers running the Windows 95 98 ME NT 2000 or XP operating system The interface is designed for use in a Windows envir
8. to do something with those values To insert a mathematical operator click in the Expression data entry area to put the cursor where you want to put the data field then click the appropriate operator s button see right Adding Parentheses You can also add parentheses to your calculation to tell the program the order in which it should per form all of the mathematical operations Report Writer follows standard order of operation rules anything in parentheses is calculated first then all multiplication and division are performed left to right and finally all addition and subtraction are performed again left to right For example if you have two numbers that you want added before dividing the sum by a third num ber you might write them on paper like this A B C You d probably know what you meant The pro gram however follows rules instead of intuition and doesn t know anything you don t specifically tell it It would first divide B by C then add the result to A To get the program to do things in the order you want you d need to put the addition of A and B in parentheses like this A B C This will ensure that the program first adds A and B then divides the result by C To add an open parenthesis or closed parenthesis to a calculation click in the Expression data entry area to put the cursor where you want to put the data field then click the appropriate parenthesis button
9. 132 Venture Court Suite 1 n m 8 st Lexington KY 40511 f t http www tenmast com So Wa re Support 877 359 5492 Because Software Should Be Simple support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen Custom Report WRITER 10 8 2003 EDITION For Procram Version 10 8 2003 2003 Tenmast SOFTWARE 2002 2003 Tenmast Software All rights re served WinTen Custom Report Writer User Manual This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commit ment by Tenmast Software Tenmast Software as sumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrival system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to organizations and individuals with a current Update and Support Agreement with Tenmast Software for the mainte nance and support of Tenmast Software s WinTen Custom Report Writer program Any references to company housing authority
10. 200 will include all ten ant records that have Total Tenant Payment values greater than 200 and exclude all tenant records that have Total Tenant Payment values less than or equal to 200 User Defined Filter Example You can add a user defined filter to a report so that only tenants with annual household incomes under a certain amount appear on it Whenever a user runs the report he specifies that amount for the copy of the report he is running WinTen Custom Report Writer e 10 8 2003 Edition Overview Page 22 Main MENU The Main Menu is the starting point for using each function of the Report Writer program When you start Report Writer this screen opens immediately after you log into the program 5 Hel alinizi 5 nmast E Software LP a A 1 ary 41 1 17 Public Housing Documentation h imktten mktph2 Add New Report Edit Run Reports gl Reindex Reindex Pack Tables Setup Maintain Setup Data Exit WinTen Custom Report Writer 10 8 2003 Edition Main Menu Page 23 WinTen Custom Report Writer 10 8 2003 Edition Main Menu Page 24 SETUP The first time you run Report Writer the first option you should select from the Main Menu is Setup All WinTen programs have Setup functions The settings in the Setup screen control the program environment and you can change many aspects of the program s operation through these settings Be careful to enter the proper
11. ERIKA B MICHAELS No 402 15 6325 07 28 02 EVE A MICHAELS No 402 15 6324 07 29 02 JAMIE C MICHAELS No 402 15 6326 07 28 02 MADELYNNE F MICHAELS No 402 15 5328 07 28 02 MALLORY D MICHAELS No 402 15 6327 07 29 02 SOFIA E MICHAELS No 8 HM Age 12 HM Birthday HM Full Name HM SSN 02 18 91 JUDY M OWENS 1 HM Age 15 HM Birthday HM Full Name HM SSN 03 26 87 COREY R BLETHEN 187 864 5751 WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 16 ApvaNceD REPORT CREATION AND EDITING If you are comfortable with the basic process of creating a report template several advanced op tions are available to you These include advanced data source selection advanced filtering and user defined calculated fields WinTen Custom Report Writer 10 8 2003 Edition Advanced Report Creation and Editing Page 5 1 Apvanced Data Source SELECTION If you want to use advanced data source selection during Step One of the Create New Report wizard select the Select Files with Data Dictionary option and click Next The wizard skips Step Two and proceeds to Step Three In Step Three of the wizard select the individual tables databases from which you want to create the report The left side of the screen contains a list of every database in your WinTen system The right side of the screen lists those databases that are cur Hint Selecting Multiple Tables rently selected for the report To add a table click on
12. able and click the Add Field down arrow button To remove a logical statement from the report s filtering scheme select it in the bottom table and click the Remove Field up arrow button 0 72 f Ti te 8 0 J Select Filter Criteria Filter Criteria HM Age App Dependents HM Birthday App Dependents HM Full Name App Dependents HM SSN App Dependents App Dependents HM Age lt Field Name Table Name Show All Fields Field Name Hint View Results At Step Four or any subsequent step you can click the View Result button in the lower left corner of the wizard to open the SQL Preview sub screen This sub screen displays a table of all of the data that will appear on the report if you create the report template with your current selections This feature is particularly important in Step Seven be cause it enables you to check the data you will receive with your current filter selection which can tell you if your filters are too restrictive or not restrictive enough gt tring 3 Date String 41 String 11 18 Instructions View Data Select a field name with an operator and a value to filter the data and click the Next button X Back Next Finish Format Cancel WinTen Custom Report Writer e 10 8 2003 Edition Advanced Report Creation and Editing Page 5 3 Editing a Logical Statement a When you first add a logical statement to th
13. age 82 When you start the reindexing process the Rein Belndas dex dialog box opens Check the boxes that cor respond to the options you want to apply to the process reindex and or pack and click OK A standard confirmation dialog box opens Click Yes to continue or No to cancel If you click Yes the reindexing process begins A Re Indexing Application Data dialog box opens which shows the process prog ress When reindexing is complete all associated dialog boxes close and the program returns to the Main Menu WinTen Custom Report Writer 10 8 2003 Edition Reindex Page 8 3 WinTen Custom Report Writer 10 8 2003 Edition e Reindex Page 8 4
14. ard Step 4 of x Select Data Fields Which Fields do you want on your Report Selected Fields HM Alien Status App Depende HM Age App Depende HM American Indian Race App Depende gt HM Birthday App Depende HM Asian Race App Depende HM SSN App Depende HM Birthplace App Depende gt gt HM Full Name App Depende HM Caucasian Race App Depende 22 HM Citizenship App Depende lt Dider HM Comm Srv Status App Depende HM Crime Status App Depende _ lt lt HM Dependent Care App Depende HM Disability Code App Depende HM Ethnicity App Depende HM First Name app Depende HM Hearing Impared App Depende f Instructions Use the arrow buttons to select the data fields that will appear on your report and click the Next button View Data Back Format Cancel WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 4 But I m Done Now At Step Four or any step thereafter you have the option to ignore the rest of the report creation op tions available to you and say no more this is all the information need I m done now If you don t need any of the report options presented in the rest of the wizard you can click the Finish button to skip straight to to Step Fourteen The net result is as if you d just clicked the Next button at every subse quent step If you don t want to do any
15. bution by zip rtm Report Files rtrn 7 The program imports the report into the selected report group When the process is complete a dia log box opens to inform you of this fact Click OK to return to the Maintain Reports screen WinTen Custom Report Writer 10 8 2003 Edition e Managing Reports Page 7 5 Exporting Report Data to an Excel File If you use Microsoft Excel to work with spread sheets you may eventually find yourself wishing for a way to get your hands on the raw data from a report in an Excel XLS file Report Writer enables you to do this using the Export to Excel function From the Maintain Reports screen select the re port whose data you want in Excel format and click the Export to Excel button A standard Windows file save dialog box opens Select the location to which to save the file and the name under which to save it and click OK You can now open that file with Microsoft Excel gt lt Maintain Reports 2 gt a Public Housing Tenant Reports y TA Section 8 Tenant Reports Pir Jenant Age Rec Tenant Age Records Public Housing Tenants with Minors Section 8 Tenants with Minors WinTen Custom Report Writer 10 8 2003 Edition Managing Reports Page 7 6 Changing a Report s Assigned Group To change the report group to which a report is as signed select the report then select the Change Report Group option from the Other Functions menu This opens the Chang
16. diting a Report Template To edit an existing report template select the report and click the Edit button This opens the Edit Exist id ing Report wizard on Step Four 1 The Edit Existing Report wizard is identical to the Add New Report wizard in every step except that you cannot back up to Step One Two or Three Use the Back and Next buttons to move forward or Hint Why can t edit this report back through the wizard to the step whose data you need to change then proceed through the wizard If you are not the owner of a report e g you didn t create to Step Fourteen and finish the report When you it and you don t have supervisor level access you cannot complete the wizard all changes you made in the edit or delete a report template or change its report group wizard are saved assignment WinTen Custom Report Writer e 10 8 2003 Edition Managing Reports Page 7 3 Exporting a Report Template to a Template File Custom Report Writer can export report templates to external data files You can send these tem plates to other users in your office who want to use them or to Tenmast for assistance with formatting To export a report select it then select the Export N E Report option from the Other Functions menu This opens the Export Selected Report to File dia Import Report log bare Export Report The Export Selected Report to File dialog box is a standard Windows file selection dialog box Navi Change Report Gro
17. e report s filtering scheme it is incomplete To com plete it you must select a logical operator and en HM Age ter the value against which to filter HM Fa Name AmDeedms Sung A The available logical operators are equal to not equal to lt gt less than lt less than or equal to lt greater than or equal to gt greater than gt App Dependents HM Age lt 18 and between 1 11 B t U 5 I n g e we 6 n Select a field name with an operator and a value to filter the data and click the Next button If you want to filter for all records between a pair of values separate the two values with a comma For example if you want all tenants between the ages of 30 and 40 use the between filter for age and enter 30 40 in the Value field Using the AND Condition If you have multiple logical statements AND is the default condition You do not have to do anything to specify AND Using the OR Condition To add an OR condition between two logical state ments select the second one and click the OR but ton The program inserts a new line with an OR Using Parentheses To add an open parenthesis select the filter field Z before which you want to place it and click the button To add a closed parenthesis select the filter field after which you want to place it and click the button To remove a parenthesis select it and click the Remove Field up arr
18. e Report Group dia log box In the Change Report Group dialog box select the report group to which you want to assign the report and click the Assign Report button _ Change Report Groups WinTen Custom Report Writer 10 8 2003 Edition Managing Reports Page 7 7 Creating a New Report Template To create a new report template click the Add but ton This starts the Create New Report wizard For more information on this wizard see the Adding a New Report Template and Advanced Report Cre ation chapters of this manual Deleting a Report Template To delete a report template select it and click the Delete button A standard confirmation dialog box opens to con firm that you intend to delete the selected report Click Yes to delete the report or No to cancel WinTen Custom Report Writer 10 8 2003 Edition Managing Reports Page 7 8 INDEX DATABASES This function rebuilds the indexes that Report Writer uses to search for specific records within its databases Index file are similar to a library s card catalog they tell the computer the location of the data for which you are searching Indexing data bases is safe to do at any time it does not need to be done at a specific time of the month or the year To initiate the reindexing process click the Reindex button or press lt I gt at the Main Menu m lzixi 2 nmast 5 Software 5 Public Housing Documentation hAmktten mktph2
19. ents in our programs If you find an error or omission in this documentation or have a suggestion for improv ing it call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send email to info tenmast com Hint Downloading Manuals You can find the current version of this manual in the Client Service Area of our Web site at http www tenmast com All manuals are available in PDF file format You must have version 4 0 or newer of Adobe Acrobat Reader to open and print manuals You can also order printed copies of the manual through our Marketing Communication Services Department WinTen Custom Report Writer 10 8 2003 Edition Introduction Page WinTen Custom Report Writer 10 8 2003 Edition Introduction Page 1 2 PROGRAM OVERVIEW The WinTen Custom Report Writer program is a data reporting utility designed for use with all of the WinTen programs It enables you to generate re ports from any database in your WinTen system or a combination of related databases With the Re port Builder functions included in the program you also can edit reports layouts The program s inter nal management functions enable you to assign a report to a report group which is a security group to which one or more users can have access Report Writer Terminology This manual uses some terms that are specific to Report Writer and may be new to you Calculation In Report Writer a calculation is a
20. er charge electricity charge and rent charge the calculation looks like TENMAST SERVICES TENMAST ELEOVER AGE TENMAST RENTCHG 3 WinTen Custom Report Writer 10 8 2003 Edition e Advanced Report Creation and Editing Page 5 9 Add Multiple String Data Fields into a Single Field first data field second data field third data field A string data field is a data field that contains text rather than a number You can add individual string type data fields together to make a longer one For instance if you want a single data field that shows a household s city state and zip code the calculation looks like F58 CITY F58 ST F58 ZIP You can also add text to a string data field by en closing it within single quote marks and including it in the calculation with another addition sign For instance if you want a comma and space after the tenant s city and two spaces after the zip code the calculation looks like F58 CITY F58 ST F58 ZIP WinTen Custom Report Writer e 10 8 2003 Edition Advanced Report Creation and Editing Page 5 10 EpitiInG A REPORT TEMPLATE IN REPORTBUILDER The Report Writer program is built around an in dependent component called ReportBuilder which Tenmast purchased from another software vendor TA Applicant Reports to speed our development of Report Writer Re T Pubic Housing Tenant Reports e Section 8 Tenant Reports portBuilder is an exten
21. ext ad J these will be the default sort fields in Step Eight to proceed to Step Eleven if you set up grouping in Step Five or Step Ten if you did not 6 x Select Sort Criteria Sort Criteria Field Name 1 al Al Field Name 2 Ti CJ 2 Field Name 3 None aJ Al Instructions Select up to 3 field names as sort criteria and click the Next button View Data Back Format Cancel WinTen Custom Report Writer e 10 8 2003 Edition Adding a New Report Template Page 4 10 Step Ten In Step Ten select the layout scheme you want the report template to have Use the Layout set of radio buttons to choose an organizational scheme and the Orientation pair of radio buttons to specify landscape or portrait ori entation The image at the left side of the screen changes to display a sample preview of your se lected scheme Your Layout options change de pending on whether or not you selected grouping for your report in Step Five Use the Paper Size drop down selection box to select the paper size for which the report will be formatted If you want the program to adjust data field widths automatically to fit all fields on a single page width check the appropriate box When you have set the layout options click Next to proceed to Step Twelve Create New Report Wizard Step 10 of 13 Select report layout orientation paper size and click the Next button _ Create New Report Wizard Step
22. ficult as Report Writer only recognizes the internal names that those data fields go by in the database and those are hard to remember and type out correctly if you aren t a programmer Fortunately there is an easier way to add a data field name to your calculation click in the Expres sion data entry area to put the cursor where you want to put the data field then click the Insert Field button This opens the Select Field for Calculation dialog box Click on the data field that you want to add to the calculation then click the OK button The program inserts the data field into the calcula tion Accessibility Request Active Address ADEALER African American Race American Indian Race AOTHPAYS App Date Appl Time Applicant ID Asian Race Bedrooms Birthday Caseworker Caucasian Race Census Tract Citizenship City Community Serv County Crime Displaced DPDABLE Drug User Comment Elderly Boolean Boolean String String Boolean Boolean String Date String String Boolean Integer Date String Boolean String String String String String Boolean Boolean Boolean String String WinTen Custom Report Writer 10 8 2003 Edition Advanced Report Creation and Editing Page 5 7 Adding Mathematical Operators Just having data field names in your calculation doesn t do you much good though You also need mathematical operators addition subtraction multiplication and division
23. fosa 1 2003 WinTen Custom Report Writer 10 8 2003 Edition Setup Page 3 2 Default Settings Tab Controls Color Button The Color button opens the Color dialog box Click on a color to set the background color of the Report Writer screens to that color Some parts of some screens may remain un changed so they remain readable Default Settings Tab Data Fields Organization Name This is your agency s name Street Address This is your agency s street address City State amp Zip These three fields are your agency s city state and zip code Telephone This is your agency s phone number Fax This is your agency s fax number E mail Address This is your agency s email address Version This is the current version of Report Writer that you are running You cannot edit this field the pro gram automatically displays its version date Hint Color Settings A color setting like any other setting is only applied to the current data area Many agencies use this feature to color code their data areas so users can tell at a glance what data area they re currently using WinTen Custom Report Writer 10 8 2003 Edition Setup Page 3 3 Report Groups Tab The Report Groups tab enables you to set up report groups Report groups are administrative tools that gather similar reports together for use by specific authorized users This tab has two sub tabs Groups and Members It always opens on the Gro
24. he report group to which it belongs select the report itself and click the Print Preview button If the report template is set up to allow you to filter the report using a user defined value a Search dia log box opens for you to enter the filtering values A standard Print Preview dialog box opens with the report Review the report using the standard print preview screen controls If you want to print it click the Print button When you are done click the Close button to return to the Maintain Reports screen Print Preview Miners in Applicant Household HM Age 1 HM Birthday HM Full Name HM Student HM SSN 07 29 02 DEIRDRE G MICHAELS No 402 15 6330 07 29 02 ERIKA B MICHAELS No 402 15 6325 07 28 02 EVE amp MICHAELS No 402 15 5324 07 29 02 JAMIE C MICHAELS No 402 15 6326 07 29 02 MADELYNNE F MICHAELS No 402 15 6329 07 29 02 MALLORY D MICHAELS No 402 15 6327 07 29 02 SOFIA E MICHAELS No 402 15 5328 HM Age 12 HM Birthday HM Full Name HM SSN 02 18 91 JUDY M OWENS 656 18 6411 HM Age 15 HM Birthday HM Full Name HM SSN 03 26 87 COREY R BLETHEN 1 WinTen Custom Report Writer 10 8 2003 Edition Running a Report Page 6 3 WinTen Custom Report Writer 10 8 2003 Edition Running a Report Page 6 4 MANAGING REPORTS Custom Report Writer includes several functions which allow you to manage the reports you have created in the program These include importing exporting group assignment and editing To use these fu
25. ields equally You can select one or more fields to use as primary and second ary groups report headers The preview image on the right side of the screen shows your current grouping scheme You can have a maximum of three grouping levels in a report If you add a group you have two additional options on this step If you want to print the total number of records in each group at the end of that group check the Print Record Count on Group Footer box If you want to separate the groups with horizon tal lines check the Print Line Separating Groups box When you have set up the grouping scheme for the report template click Next to proceed to Step Six gt Create New Report Wizard Step p 5 of Hint Grouping To designate a data field as a group header select it in the Available Fields table and click the button When you add a new group the preview image at the right side of the screen changes to reflect your new choice To remove a field from group header status and return it to being displayed as standard data select it in the Group Fields column and click the button To change the priority of a group header e g make a sec ondary header into a primary one or vice versa select it in the Group Fields column and click the up or down arrow Priority buttons Create Report Groups BM tad Data Fields Report Groups HM Full Name HM SSN Print Record Count on group footer Print line
26. information as inac curate settings can cause Report Writer to function in an unexpected manner The individual in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings To use the Setup functions click the Setup button or press lt S gt at the Main Menu 15 x File Help nmast 6 5 Software Public Housing Documentation h mktten mktph2 Add New Report 5 Add Report Edit Run Reports amp l Reindex Reindex Pack Tables Maintain Setup Data Exit WinTen Custom Report Writer 10 8 2003 Edition Setup Page 3 1 SETUP SCREEN The Setup screen has two tabs Default Settings and Report Groups It always opens on the Default Settings tab as shown below Default Settings Tab The Default Settings tab contains your agency s identifying information Use the standard WinTen controls to edit the data on this tab and save or cancel your changes IUE Fi Default Settings Report Groups H qu Organization Name TENMAST CITY HOUSING AUTHORITY Street Address 132 VENTURE CT STE 1 City State amp Zip LEXINGTON kv 40511 Telephone 859 455 8061 Fax Number e59 367 7480 E mail Address support tenmast com Version
27. mn Width 0 49 Inches Header Alignment gt Left C Center Right Data Alignment gt Left C Center Right Display Format iN one Instructions Change Header Font Use Style Header Font Change Data Font w Use Style Data Font Format Report field name data and click next button View Data Preview Repor Back Cancel Display Name is the name that will appear in the column header over the selected data Column Width is the amount of horizontal space the column for the selected data will take up on the report Header Alignment and Data Alignment are the alignment justification options that will be applied to the column header and the data in the column respectively WinTen Custom Report Writer e 10 8 2003 Edition Adding a New Report Template Page 4 13 Display Format is an optional setting that allows Create New Report Wizard Step 13 of 14 you to format the selected data in a specific man ET ner The options available in this drop down selec HM Full Name tion box change depending on whether the selected HM Sader data is a date a number or a true false value To change the font used in the header for the se lected data click the Change Header Font button A standard Windows font formatting dialog box opens Change the font as you see fit then click OK The font displayed on the Change Header Font button changes to preview your current choice If y
28. nctions click the Reports button or press lt R gt from the Main Menu This opens the Maintain Reports screen 5 Hel 9 nmast E 3 Software Public Housing Documentation h mktten mktph2 Add New Report 5 Add Report Edit Run Reports amp l Reindex Reindex Pack Tables Setup Maintain Setup Data F Exit WinTen Custom Report Writer e 10 8 2003 Edition e Managing Reports Page 7 1 MAINTAIN REPORTS SCREEN The Maintain Reports screen enables you to select any report to which you have access The screen is composed of a pair of tables The left table lists all report groups to which you have access The right table lists all reports in the selected report group Maintain Reports ReportName Report Tite ner 5 APP Minors Applicant Reports App Date Range Public Housing Tenant Reports App HH w Minors T Section 8 Tenant Reports Minor Tenant Age PH ten w minors 58 ten w minors Minors in Applicant Households C40 App Date Range Applicant Households with Minors Rec Tenant amp ge Records Public Housing Tenants with Minors Section 8 Tenants with Minors Hint The Red Zone If you do not have supervisor level access report templates which you did not create show up in this table in red You cannot edit or change the report group of a template that you did not create WinTen Custom Report Writer 10 8 2003 Edition Managing Reports Page 7 2 E
29. onment and includes point and click mouse actions pull down menus and Windows based help functions This manual contains all of the information you need to use the WinTen Custom Report Writer program hereafter referred to as Custom Report Writer Re port Writer or CRW Version Information This manual is written for the initial mass release of Report Writer It does not apply to previous ver sions of the program including MS DOS based ones and some sections may be inaccurate with regards to later versions Whenever Tenmast issues an update to this pro gram we will notify your agency through email If you have a current Update amp Support Agreement for this program you may download and install the update through the Tenmast Update Manager program During the download and installation process Update Manager will notify you of the changes to the program We periodically update this manual to reflect signif icant changes to the program You may download this updated documentation from our Web site at no charge Getting Help Though we have made every effort to make this manual as comprehensive as possible no docu ment can cover all contingencies If you encoun ter problems with Report Writer call the Tenmast Training amp Support Department toll free at 877 359 5492 or send email to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improvem
30. or the report template For details on this option see the Advanced Report Creation chapter Hint What is a pre designed data source A pre defined data source is a set of data fields from one Tenmast program grouped togther to enable you to gener ate reports on one specific topic or type of data x Make Data Selection Report Data Selection C Select Data From Data Dictionary Instructions Make Data Selection and click the Start button owen WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 42 Step Two In Step Two use the Report Group drop down selection box to select the general type of WinTen data to use for the report template The table of Hint Advanced Users data sources changes to match the selected report If you selected the Data Dictionary option in Step One group the program skips Step Two and proceeds to Step Three Select the data source you want to use for the re where you can select individual database files to use in port template then click Next The program skips the report template For details on Step Three see the Step Three and proceeds to Step Four Advanced Report Creation chapter _ Create New Report Wizard Step 2 of 13 Applicant List o ESTAT RE ES Applicant General Information Applicant Income Information Applicant Assets Applicant Expenses Applicant Dependents Applicant References Applicant Information for
31. ou can add calculated fields to a report template on Step Six of the Create New Report Wizard m x Add Calculated Fields to Report Calculations oP L Calculated Field Name Expression Calculated Field Name Expression HAA ai Instructions Create calculated fields to be added to the report and click the Next button View Data Back Format Cancel A calculated field uses basic mathematical func tions and the names ofthe data fields that are used to generate it You can add subtract multiply di vide and use parentheses to create more complex algebraic expressions WinTen Custom Report Writer 10 8 2003 Edition e Advanced Report Creation and Editing Page 5 6 Adding a New Calculated Field When you first enter Step Six of the wizard it contains no calculated data fields To add a field click the Add toolbar button The wizard enters edit mode Enter the name of the calculated field in the Calcu lated Field Name data field This is the name that will appear in the column heading for this field on the finished report You can now add data fields mathematical operators and parentheses to create your calculation Adding Data Field Names The Expression data entry area is where you cre ate the mathematical calculation that will generate values for your calculated field You could type out the names of the data fields that you want to use but this would be dif
32. ou want to return to the default setting check the Use Style Header Font box To change the font used in the column for the se lected data click the Change Data Font button A standard Windows font formatting dialog box opens Change the font as you see fit then click fim Cee E OK The font displayed on the Change Data Font i 1 button changes to preview your current choice If Bod laic you want to return to the default setting check the 9 a Use Style Data Font box To preview the report with all of your current for matting options click the Preview Report button A standard WinTen print preview sub screen opens Review the report format presented on this sub screen then click the Close button to return to Step Thirteen Minors in Applicant Household HM Birthday HM Full Name HM Student HM SSN 07 2902 DEIRDRE G MICHAELS 402 15 6330 07 2902 ERIKA B MICHAELS 402 15 6325 07 29 02 EVE A MICHAELS 402 15 6324 07 28 02 JAMIE C MICHAELS 402 15 6326 07 29 02 MADELYNNE F MICHAELS 402 15 6329 07 29 02 MALLORY D MICHAELS 402 15 6327 SOFIA E MICHAELS 402 15 6328 IM Fi lame HM Student HM S JUDY M OWENS No 656 18 6411 HM Full Name HM Student HM SSN COREY R BLETHEN No 187 84 5761 When you are finished formatting the report click Next to proceed to Step Thirteen WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 14 Step Thirteen Step Thirteen provides the final options for y
33. our new report template In the first two data fields enter the report s title and the name by which Report Writer should refer to it when placing it in lists of reports to select Select the Preview the Report radio button and click Next m Hint Advanced Users Advanced users can select the Modify the Report s De sign option This enables you to adjust the report s layout and style manually For details on this option see the Ad vanced Report Creation chapter x Confirm Report Information Please enter a title of your report Minors in Applicant Households Please enter 3 Name of the report APP Minors Preview the report Instructions That s all the information needed to create your report Do you want to preview your report or modify the report with design C Modify the report with designer Confirm the above information and click the Finish button to complete the report View Data Back Cancel WinTen Custom Report Writer e 10 8 2003 Edition Adding a New Report Template Page 4 15 A Print Preview screen opens with a preview of your new report template filled with current data Examine this preview then click the Close button to complete the report template creation process and return to the Main Menu Print Preview Zh Minors in Applicant Household HM Age 1 HM Birthday HM Full Name HM Student HM SSN 07 28 02 DEIRDRE G MICHAELS No 402 15 6330 07 29 02
34. ow button WinTen Custom Report Writer 10 8 2003 Edition Advanced Report Creation and Editing Page 5 4 Using User Defined Values Normally you will set a report filter to use the same values for filtering at all times However you may need to allow users to enter their own values for filtering For example you may create a report intended for one month s data allowing users to specify their own date ranges In such a case you can set a user defined value for a filter To do this enter a colon and a label for the data that the user will enter e g age If you are using the between logical operator enter a colon the label for the first value a comma and the label for the second value e g age1 age2 When a user runs this report the program will prompt him for this data as shown at right and filter the report accord ing to the value he enters CAUTION Only one filter on a report can use a user defined value WinTen Custom Report Writer 10 8 2003 Edition Advanced Report Creation and Editing Page 5 5 CREATING CALCULATED Data FIELDS Calculated data fields are data fields that are not in any database in your Tenmast system but can be generated using the data that your system does have For example you can have a calculated field that is the total number of children and elderly members in each applicant household or one that shows 40 of each household s total income Y
35. see right WinTen Custom Report Writer e 10 8 2003 Edition Advanced Report Creation and Editing Page 5 8 Examples The following examples illustrate some of the com mon things you can do with a calculated field Add Two Numeric Data fields first data field second data field For instance if you want to add the number of mi nors in an applicant household to the number of elderly members of the same applicant household the calculation looks like APPLICNT MINORS APPLICNT ELDERLY Subtract One Numeric Data Field from An other first data field second data field For instance if you want to subtract the number of minors in an applicant household from the number of members of the same applicant household the calculation looks like APPLICNT HSHLDSIZE APPLICNT MINORS Multiply a Numeric Data Field by a Constant Number data field number For instance if you want to multiply a tenant house hold s monthly rent by 12 to get that household s annual rent the calculation looks like F58 BASERENT 12 Divide a Numeric Data Field by a Constant Number data field number For instance if you want to divide a tenant house hold s total income by 40 the calculation looks like F58 TOTINCM 40 Average Multiple Data Fields first data field second data field last data field number of data fields For instance if you want the average of a tenant household s work ord
36. separating groups Priority HM Birthday HM Full Name HM SSN Age Instructions Use the arrow buttons to assign Report Group from data fields and click the Next button View Data Back Format Cancel WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 6 Step Six Step Six of the wizard allows you to add calculated data fields to the report This advanced topic is examined in the next chapter Click Next to proceed to Step Seven if you have included one or more data fields that can have nu merical totals or Step Eight if you have not _ Create New Report Wiz 6 of 13 x Add Calculated Fields to Report Calculations fEl _ Calculated Field Name Calculated Field Name Expression HARKEN Insert Field Instructions i Create calculated fields to be added to the report and click the Next button View Data Back Format Cancel WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 7 Step Seven Step Seven only appears if you have selected one or more data fields with numerical values In Step Seven select any of these numerical data fields that you want to appear on the report template as subtotal lines and to be totaled in the report footer Check the box next to each field that you want to subtotal on the report templa
37. sive and powerful report 58 ten w minors design tool that enables the user to control all as pects of a report template from the structure of the database queries to the precise appearance of the report s layout CAUTION ReportBuilder is recommended only for those clients who have experience with Microsoft Access or a similar relational database reporting system and who feel com fortable getting under the hood of Report Writer Due to ReportBuilder s complexity and the limits of our Training and Support Department s resources Tenmast does not offer support for this feature ReportBuilder adds additional data to a report template which the Edit Existing Report wizard cannot interpret Once you have edited a report template in ReportBuild er you are unable to edit it through the wizard This is a safety feature to prevent program crashes 5 you want copies of the original manufacturer s manuals for ReportBuilder or would like us to use ReportBuilder to create a custom report for you please contact our Training amp Support Depart ment WinTen Custom Report Writer 10 8 2003 Edition Advanced Report Creation and Editing Page 5 11 WinTen Custom Report Writer 10 8 2003 Edition Advanced Report Creation and Editing Page 5 12 RUNNING A REPORT The core purpose of Report Writer is to enable you to create new reports and run them as needed This chapter
38. te When you are done click Next to proceed to Step Eight Hint Groups and Totals If you added groups to the report in Step Five and you se lect one or more fields on which to total each selected field will have a subtotal at the bottom of each group and a grand total at the end of the report If your report has no groups only the grand total line will appear _ Create New Report Bedrooms Place a checkbox next to fields that require a sub total and click the next button WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 8 Step Eight Hint Advanced Users Advanced users can select the Advanced option This enables you to set multiple filtering options using logical equivalency statements For details on this option see the In Step Eight set the filtering option you want to use for the report template Select the field on which you want to filter the re Advanced Report Creation chapter port Use the Operator and Value fields to set the logical statement for filtering e g greater than Hint Between 500 or equal to LEXINGTON If you use a between filter separate the two values with a When you have set up the filter click Next to pro comma For example if you want all tenants between ages ceed to Step Nine 30 and 40 enter 30 40 in the Value field Hint View Results Remember at Step Four or any subsequent step you can click the View Res
39. thing else with the report s data but you do want to change the default formatting you can instead click the Format button to skip straight to Step Thirteen But What Will It Look Like Also starting at Step Four you can preview the data that will be included on the report you re creat ing if you complete the process right now Click the View Data button The SQL Preview sub screen opens This sub screen provides a simple spread sheet view of the report s data If you like what you see click the Export to Excel button to open a standard Windows file save dialog box and save the data as a Microsoft Excel XLS file _ Report Writer SQL Preview 07 29 2002 402 15 6325 ERIKA B MICHAELS 07 28 2002 07 25002 02136328 MADELYNNE F MICHAELS SOFIANE MICHAELS 07729 2002 402 15 6327 MALLORY D MICHAELS 07 29 2002 402 15 6326 JAMIE C MICHAELS 07 29 2002 402 15 6324 07 29 2002 40215 6330 DEIRDRE G MICHAELS EVE A MICHAELS 02 18 1881 656 18 6411 JUDY M OWENS 09 26 1 987 1 87 84 5761 COREY R BLETHEN 11 03 1988 8 11 03 1986 458 41 5347 09 16 1988 246 411327 THOMAS M BABCOCK PENELOPE H BROULLIARD JULIANNE E BROULLIARD WinTen Custom Report Writer 10 8 2003 Edition Adding a New Report Template Page 4 5 Step Five In Step Five select any grouping that you want to apply to the report template The default setting is to treat all data f
40. u choose the correct steps when you are building it m e Help a nmast Software Hint Report vs Report Template A report template is a blank report Think of the template as a freshly photocopied form with a lot of empty spaces on it When you run a report the program fills out a copy of this form and gives it back to you with all of the blank spaces filled in This chapter deals with the process by which you can create a new blank form When you are ready to start building your report template in Report Writer click the Add Report but ton or press A at the Main Menu This starts the Create New Report wizard Report Writer Public Housing Documentation hAmktten mktph2 Add New Report Edit Run Reports g Reindex Reindex Pack Tables Setup Maintain Setup Data Exit riter inlen Custom Report e Adding a New Report Template Page Create New Report WIZARD The Create New Report wizard controls the pro cess for creating a new report template Step One In Step One select the source you will use for the new report template s data Select the Pre De fined Data Source option to use one of the pre defined data sources included with the program Click the Start button to proceed to Step Two Hint Advanced Users Advanced users can select the Data Dictionary option This enables you to choose specific WinTen database files from which to draw data f
41. ult button in the lower left corner of the wizard to open the SQL Preview sub screen This sub screen displays a table of all of the data that will appear on the report if you create the report template with your current selections This feature is particularly important in Step Eight because it enables you to check the data you will receive with your current filter selection which can tell you if your filters are too restrictive or not restrictive enough 6 x Select Filter Criteria Filter Criteria Field Name Operator Value App Dependents HM Age fid Show All Fields Advanced gt gt Instructions Select a field name with an operator and a value to filter the data and click the Next button View Data Back new gt Format Cancel WinTen Custom Report Writer e 10 8 2003 Edition Adding a New Report Template Page 4 9 Step Nine In Step Nine set the sorting options you want to use for the report template Use the drop down selection boxes to set the fields by which you want to sort If you want a field to be sorted high to low Z to A instead of low to high A to Z click the A Z button next to it The button changes to a Z A button indi cating that the field is in reverse sort mode Click it again to turn off reverse sorting for that field Hint Default Sort Order If you selected any data fields for grouping in Step Five When you have set the sorting options click N
42. up gate to the location on your system in which you want to store the export file enter the name under which to save it and click Save Save in E mktph brody CHW 20312 File name app distro Save as type Report Files rtr Cancel The program saves the report as a RTM file under the selected file name When the process is com plete a dialog box opens to inform you of this fact Click OK to return to the Maintain Reports screen x i The Selected Report H SMKTTEN mktph app distro rtm exported successfully WinTen Custom Report Writer 10 8 2003 Edition Managing Reports Page 7 4 Importing a Report Template from a Template File If another user has exported a report template and you know where the report file is on your system you can import it into your own report groups You can also import reports that Tenmast has created and emailed to you if you have saved them on your system To import a report template select the report group into which you want to place the report you are im porting Then select the Import Report option from the Other Functions menu This opens the Import Report from a File dialog box The Import Report from a File dialog box is a stan dard Windows file selection dialog box Navigate to the location on your system in which the report file is stored then select it and click Open Import Report From a File Er 48 _ J CNY20312 applicant distri
43. ups sub tab as shown below Groups Sub Tab The Groups sub tab contains a table of all report groups in Report Writer Use the standard WinTen controls to add delete or edit report group records and save or cancel your changes Groups Sub Tab Data Fields Report Group This is a unique identifying code for the report group Group Description This is a short 40 character description for the re port group This is the description that the program provides when a user is selecting a report group during report creation or processing Applicant Reports Public Housing Tenant Reports Section 8 Tenant Reports Applicant Reports Winlen Custom Report Writer dition etup age Members Sub Tab The Members sub tab enables you to set the us ers who are authorized to edit and use the reports in the selected report group The left side of the screen contains the list of all users who do not have access to the group and the right side of the screen contains the list of all users who do have access to the group To grant a user access select that user on the left side of the screen and click the gt gt button To re voke a user s access select that user on the right side of the screen and click the lt lt button Any user can have access to any or all report groups CAUTION The report group membership features work only if you use WinTen security If security is not enabled report group membership
44. will have no effect and you will be unable to restrict access to any report group ba SUPERVISOR System Supervisor BOB BOB JONES FILUCAS LUCAS DIRRAL Hint Where do these users come from The users on the Members sub tab are drawn from the list of users in the WinTen Master Setup program If you need to add a new user you must do it in that program s security setup area VICTOR TETH CLAYTON 4 OLIVER WinTen Custom Report Writer 10 8 2003 Edition Setup Page 3 5 WinTen Custom Report Writer 10 8 2003 Edition Setup Page 3 6 Appinc A New Report TEMPLATE The core purpose of Report Writer is to enable you to create new reports and run them as needed This chapter addresses the basic procedure for creating a report template The next chapter Ad vanced Report Creation details the advanced op tions that are available to you Before you start building your report template you should have a solid idea of what you want on the report Go through the WinTen programs that contain the data you want on the report and write down the specific data fields that you want to in clude Spend a few minutes thinking about what you want the report to look like Should it be sorted by zip code or grouped by number of dependents in a household Does it need to subtotal each applicant s total household income Write down any specific ideas you have about what you want the report to look like this will help yo
45. ze your report would list all tenants with O bed room units in zip code 40507 then all tenants with 1 bedroom units in zip code 40507 and so on WinTen Custom Report Writer e 10 8 2003 Edition Overview Page 2 1 Logical Statement A logical statement is a mathematical equation that either includes or excludes a record on a report depending on the value of one of the pieces of data in that record Logical statements use standard al gebraic symbols such as equal to lt less than and gt greater than They are most often used to filter the data that will appear on a report Report Template A report template is a data record that contains all of the setup information for one report It is the electronic equivalent of a blank master copy of a form that you can photocopy and fill in whenever you run the report When you use the Add Report function of Report Writer you are actually creating a report template User Defined Filter Normally when you set a report filter see above you set the filter to always include or exclude the same set of records You can also set a filter to ask the user which records he wants to include or exclude whenever he runs the report This is a user defined filter rather than a standard filter User defined filters are an advanced report cre ation feature Logical Statement Example When used to filter the data used on a report the logical statement Total Tenant Payment gt
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