Report Builder for Printing

3. Placing Boxes and Specifying Information

There are two main types of boxes: Data Fields (cyan colour) and Text Fields (grey).  To build a report simply insert, arrange and specify the size of the boxes on the page the way you want the report to print. Place Text, Field Picture or Barcode boxes in the body and in the header and/or footer of a report.  Then customize the height, width, font and font size. 

Hints:  When placing boxes on a page that is longer or wider than your screen, click the mouse where you want and place a box.  Otherwise, you will have to scroll to the beginning of the page to find the placed box.

Placing Report Body Text

To place Text in the body of a report, click the icon from the menu bar, use Place Body Text from the Text/Field menu, or press ctrl + t.

When a box displays pull handles it is in "size mode". To size a box, move the mouse pointer to a handle and drag/resize. The pointer will change to an arrow. To move a box, click and drag the box.

To enter/specify information in a box, you must "toggle" (switch) between "size mode" and "data specification/entry mode". To do this, right-click your mouse once. You will notice that the pull handles disappear.  Depending on the type of box (Text or Field), you will either begin to type in the text entry or double-click normally (left) to specify the information.

Note: If your mouse is set for left-hand use you will use the left mouse button to toggle.

Placing Report Body Field

To place a Field in the body of a report, click the icon from the menu bar, use Place Body Field from the Text/Field menu, or press ctrl + f.

Specify a Field by using criteria from the Selection Tree:  Use the following method to place a Field:

1. Be sure that the Field box is in Edit mode.
2. Double-click the box or choose Edit from the Text/Field menu and the Select Field screen will appear.
3. A field followed by three dots can be opened by double-clicking on the item.  The field will display the next level of fields.  When you see the field that you want, click to select.  It will appear in the field box in the body of  your report.
4. Click OK when you have finished.

Placing Report Body Pictures

To place a Picture in the body of a report, choose Place Body Picture from the Text/Field menu (or press ctrl + f).  (There is no icon button for this command).

To specify a Picture:

1. First be sure that the Picture box is in Edit mode. Double-click the box or choose Edit from the Text/Field menu.  A Set Picture Type box will appear.  
2. Click Student or File.  Student will print student photos automatically for the students that you select to print.  File will call up a Select Graphic File box.
3. For Files, select the drive, directory and graphic file name.
4. Click OK.

Notes:  The file name will appear in the box, not the picture.  To see the picture, access the Print Preview screen.  If you have to resize the picture, return to the main report body.

To preview the picture,

Click the printer icon from the menu bar or choose Print Report from the File menu.  A class list of students will appear.  Click the View button on this screen to access the Print Preview screen.  This shows the picture as it will be printed.  To edit, resize or relocate the Picture box return to the main Report Builder screen.

Note:  Since you cannot directly resize on the Print Preview screen, this may take a few times before you have the correct size.

Placing Report Body Barcodes

To place a barcode in the body of a report, choose Place Body Barcode from the Field/Text menu.  You can place a barcode, link it to one of the fields in the Selection Tree.  Then, when you scan the barcode, it will read the correct information for you.

1. Be sure that the Field box is in Edit mode.
2. Double-click the barcode or choose Edit from the Text/Field menu and the Select Field screen will appear.
3. Make your selection from the Selection Tree.
4. Click OK when you have finished.

Editing Boxes

In Report Builder, you work with a single box at a time.  Before you can edit a Text, Field, Picture or Barcode box, it must have the focus. To place focus on a box, click inside it, or select either the Next or Previous command from the Text/Field menu until the box that you want is active.  You can also use the tab key. If a Text box has focus, use the right mouse button to toggle to Edit mode.  When you see a flashing cursor you can enter text.  When you see handles around the box you can size and locate the box.

When you see a flashing cursor, double-click the box to choose fields from the Select Field window, or choose Edit from the Text/Field menu.  When you see handles around the box you can size and locate the box.

Keyboard Hints