Well, it’s been fun but it’s time to focus on more interesting areas of Microsoft Dynamics GP. This is the last official article in the Report Writer series of posts I’ve written, although I’m sure there may be the odd article pop up that has some Report Writer content.
Here, at long last, is my next-to-last blog post in the Report Writer series. It’s not that I’ve covered everything you could possibly know about Report Writer, not by a long shot, but what I’ve found is some of the basic information I’ve shared thus far wasn’t as easy to find as the more advanced stuff was. Do you want to know about using VBA with Report Writer? Editing package files? Adding Extender fields to a Report Writer report? There are many things like these that are already covered by the Dynamics GP community. In my last article I will summarize my series and include a few links to other Report Writer resources if you haven’t found them already!
Now onto this article… This one is a bit of a hodge-podge of things, there is no particular reason why these are all lumped together in one! The items here probably deserve more in-depth discussion but for the purposes of this blog I just wanted to highlight a few key things about them rather than dig deep into their usefulness.
The next in my series of blog posts about Report Writer is a brief article on Custom reports.
Why would you create a custom report in Report Writer? (really… why?) I’ve done it a handful of times, and don’t particularly recommend it (with all due respect to David Musgrave 🙂 ) but there are a couple simple reasons why it makes sense sometimes. The types of reports you would create with it would need to be extremely simple due to the fact there is no end user option for sorting or filtering results and no parameter input.
I’m continuing the Report Writer series with a brief article on Sections in Report Writer. Every once in a while I see a question on a forum “my field didn’t print and I don’t know why!”. Hopefully this will help answer that kind of question!
Way back in February 2011 (yikes!), I wrote about some Report Writer toolbox items, and focused on the Arrange tab of tools. Today, at long last, I am concluding that article with some notes and tips on the drawing options (most font options), hopefully clearing up some mysteries.
I’m a bit behind in my blogging lately, time to catch up a little bit! Today I’m digging into some of the lesser-used items on the toolbox, and finishing this topic up next week. How can I tell these tools are not used much? The answer is simple: I’ve seen a lot of ugly reports – fields formatted poorly or not lined up with the header fields they match up to, etc.
I do cringe when I see simple things like a block of address fields (for instance) not aligned, when there are tools there for you to eliminate this issue forever.
So far, I’ve gone through a number of things relating to Report Writer, most of which are aimed at an audience of new Report Writer users. This is likely the last two posts of the “starter” topics that I plan to cover unless something interesting comes up! There are lots of blogs out there on FAR more advanced topics, which I will point people to shortly, instead of re-inventing the wheel and writing articles on topics already out there.
Most of this article is focussed on two areas: the Arrange tab of the toolbox, and then next article will be some notes on Drawing Options.
The “Arrange” tools
There are a few tools on this tab. If you can’t find it, it is the second tab on the toolbox when you are in the Layout view of Report Writer. CTRL+B opens the toolbox if you have closed it inadvertantly. By default you always see the Layout tab which contains the fields & tables, plus the most common toolbox items like shapes and text.
First, alignment… it’s not an exaggeration to say I use these four tools ALL THE TIME. It is a rare day if I am modifying a report, that I don’t have to use this to line something up to another field.
What is it for? Lining up two or more fields together along one of their “sides”. There are four types, aligning left edges, right edges, top edges or bottom edges. Note: This does not affect the “alignment” of the text within a field, which is what I refer to as “justification”. To alter that requires editing the properties of a text field itself in Drawing Options or applying a format in Report Field Options. More on this later…
How to use it? First, select two or more fields, using the CTRL key to select multiple text objects. Second, click on the Align field of choice, which will align all of the selected fields to the left/right/top/bottom-most object you selected. In other words, if I am trying to line up four fields that are the titles of some data, I might use the Top or Bottom align to ensure they are on the same horizontal plane. If I have moved some data fields, I might use the Left or Right align tools to line up the title fields to the data fields below. Since there are often title fields in the Page Header (PH) and Report Header (RH) this makes those little tweaks a little easier.
Unlike other report writing tools, the Align features are all based on the left/right/top/bottom-most field of your selection, and the order in which you select your fields does not matter. In some other tools, the Align is based on the first or last field you have selected, which does not apply here.
The Size tools are useful in a few circumstances. Typically I use these tools if there are fields where the default size is too big to fit on the report. Often currency fields are very wide, and may not need to be that big. Making them a little smaller width-wise, may allow you to fit more information on a page, or improve the readability of a report.
What is it for? Making two or more fields the same size, either by height or width, OR resetting a field to it’s default size based on the font size it is.
How to use it? Similar to the above Align tools, the first step is select two or more fields. Then, click on whichever Size tool you wish to perform. If you hover your mouse over the buttons, a tool-tip will display to show you what each one means. Each tool will resize based on the size of the smallest/largest/tallest/shortest field you select. In other words, if you are resizing to make fields the same size width wise, first determine if you want them smaller to match the least-wide field you chose, or wider, to match the widest field you chose.
Similarly to the Align tools, it does not matter which order you select your fields in, as it re-sizes based on the smallest/largest/tallest/shortest field you select.
The “resize to default” option, the middle button of the Size tools, is useful if you have changed font sizes but the field did not automatically resize itself. In Drawing Options, when you change a font size or style, there is a tickbox called “Resize To Default”. If that is unchecked, the field size itself says the same, and the text is resized. Why does this matter? Well, it doesn’t really, depending on the change but a properly sized field to the text within it is easier to align with other fields. Sometimes if you increased the size of a font, and didn’t allow Resize To Deafult, when you print the report you will see the text is cut off. So, this option is there to quickly and easily resize it without having to change the font size or style. Simply select a field, and click the middle button on the Size palette, and it will be resized.
This tools is the hardest to explain, and I haven’t used it often. However there are times when it really is useful to quickly space items out, in a columnar type of report layout for instance.
What is it for? This is used to space fields out by a certain number of characters, either horizontally or vertically.
How to use it? Again, select two or more fields. Next, type in the amount of space between the fields you want to have, with zero being “no space between the fields”. Then, click on the appropriate align button to space things out horizontally or vertically. For instance, let’s say you have a report with five “columns” of information all dollar fields, all approximately similarly sized bits of data in them. They don’t look right on the page right now and you want to try to space them out evenly. Select all of those fields, and play with the Space value to get them spaced out correctly. A tip: the fields say multi-selected when you use this tool, and often it is a guessing game to get the right spacing value. I’m often putting a number in, clicking on (in this example) Tile Horizontally, and seeing the results, changing the number, clicking it again, etc. until I find the right value for my spacing needs.
Hopefully that helps some users out there! Next report writer post will be about Drawing Options and wrapping up the series…
Picking up from Part 1, now we are getting into tips and tricks for modifying reports. I am walking through a specific example of taking a report that was in text format (General Posting Edit List), converting it to a graphical report, then modifying it to make it better looking!
The starting point
Here is where I left off last post, with the report layout simply with the Text Report checkbox unchecked. The fields that were on the right side of the layout before now appear off the page.
Altering fonts & moving fields
My first step was to select all (CTRL+A) and then go into Drawing Options (CTRL-D), to change the font from Courier 11pt to Calibri 9pt. I figured that 9pt gave me a reasonably-sized font for reading the report and fitting things into a portrait page layout.
Second, I dragged all of the fields that were “off the page” to within the page boundaries as well as making a few field size changes. Notice even though I’ve moved my fields, there are lots of fields that aren’t in their final spot yet, such as Page Number and User ID fields in the headers.
Fine-tuning the layout
Next, I began to fine-tune things. I’m taking advantage of the Arrange tab on the Toolbox. I’ll describe these tools in more detail in my next post. What I use all the time are the Align and Size tools. If you are editing reports in Report Writer and manually lining fields up, you are wasting your time… seriously! Keep reading and use the Align tools and Size tools to quickly and easily line things up and make field-size changes easier by matching other related field-sizes.
So, I started to fine-tune by re-arranging the fields to fit things into where I wanted them. I moved some of the “legend” fields in the headers to make room for the Page # and UserID. Using Align features, I lined up the fields with the other Date/Time stamp fields. I re-arranged the H1 fields (first header, below the page header) to present the information in more of a tabular format (headings above the data). I also made the titles of these fields Bold to make them visually different from the data. Re-arranging the data this way allowed me to save a bit of space and reduce the overall size of the H1 section. This doesn’t make a huge difference but overall reduces paper in the long run, with more information fitting on the page.
I added a black thin line under the primary heading titles (Journal Entry #, Transaction Type, Date, etc.) to visually separate the body from the headers. I also added a medium grey colour thin line at the bottom of the F2 section, which is the end of one journal entry. This will visually separate the individual transactions without it seeming too much like a big grid of lines.
On the titles for the body data, the original report had two text fields for a two-row heading/title. I preferred to save space and came up with shorter titles and eliminated one row of unnecessary text fields.
Last, I changed the error message fields to italic – that way if and when they do appear they may stand out a little more than if they are the same font style as everything else.
Here is what the layout looked like after the fine-tuning:
A caution on removing fields and sections from a report
On many reports you may want to modify, often there may be LOTS of unnecessary fields for your business. The default reports have a lot of data on them, primarily because every business has slightly different needs. Since modification is fairly easy, it’s up to the organizations to tweak reports as needed for their specific uses.
One thing to avoid is a wholesale deletion of fields you don’t need. Why? Well, there are two reasons I can think of.
- The field may be required by Report Writer for some reason.
- You never know when you need that field back!
If you take a close look at a sample of reports, you will see a lot of already-invisible fields and some yellow invisible fields plus other legend-type fields that only appear when certain criteria are met. Often these are calculated fields. If there are fields that are purely data fields that you want to remove, first try to simply hide them by going into Field Options (CTRL+F) and making them invisible. Some fields are safe to remove, some are not and unfortunately it’s something you get a feel for over time after modifying many reports. This is my simple guideline (not a hard-and-fast rule though!):
- Text fields are usually safe to delete. By “text field” I mean a field that you can edit with the “A” text editor tool.
- Data fields are also generally safe to delete BUT if I don’t know what it is, I don’t delete it. By “data field” I mean a field from a table or global field that was dragged onto a report.
- Calculated fields I often watch out for, normally are there for a reason! If I don’t know or can’t figure out the reason behind a calculated field, I leave it alone. Better safe than sorry. If a field on the report is ALREADY invisible, don’t delete it – again: it is there for a reason.
Now what do I do?
Start with making a field invisible and hiding it behind another field in the same section. Don’t drag a seemingly-unnecessary field from one section to another section; if it’s a meaningless field that won’t matter but if that field is used for some reason, moving it to a different section of the report could alter how the report generates and cause other issues.
Sections work similarly, if there is a report that contains a lot of sections that you want to remove, make a backup of the report before taking a section out first so you can go back to a previous iteration if necessary. Many times the sections may not make sense to you, but they are grouping, totalling, or otherwise summarizing data at a certain level that you may need. Most data on reports falls into a “one-to-many” table relationship scenario so moving a field from one section to another may not result in the right result.
When removing a field or section you don’t know about, try to back up your dictionary or export your report to a package file first, then delete the section you think you don’t want, then test it. If all seems ok at that point, then proceed with your changes. If you delete a bunch of things then continue making other changes, and realize there is an issue later, it’s harder to narrow down exactly which field removed caused the problem.
Ready for testing
Once I feel I am nearly done a report, it’s time to test it out. I test at different times, depending on the kinds of changes I am making. On a report such as this where the majority of the changes are cosmetic, I will make the majority of changes first before switching back to GP to take a look. It’s a different story if I am creating a lot of formulas, adding a lot of new fields or otherwise changing more than fonts and styles; in those cases, I don’t wait too long before testing a formula out. I don’t want to get too ahead of myself if something isn’t working, the further ahead I go, sometimes the harder it is to determine what went wrong.
Testing highlights a lot of things that you can’t see in the report writer interface, such as text field alignment. Here are some examples of what you may find if you are close to done. I’ve highlighted a few issues with field alignment, where it’s hard to see what the field is for, it is so far removed from the title.
A quick note on security for testing
If you are following my recommendations so far, you have made backups AND are editing reports either without others in the system or on a copy of the live reports (with no one else accessing them). If you are re-modifying an existing report, there is less of an impact because security, in theory, has already been set up and the “production” dictionary already has “a” modified version of the report in it.
The challenge is when you are modifying a report for the first time, you need to be careful how you set security and test. In this scenario what I recommend is to grant security only to yourself on this newly modified report. Until a report modification is in the current, active production dictionary, don’t give security to other users otherwise they may get errors if they try to run that report before you are done modifying it. If you forget to copy the report into production, and YOU get the error, you won’t freak out because you will know what the issue is. The ultimate I believe is to give yourself access to this modified report only in a test company so that scenario doesn’t come up. If you end up going back into a production company, you can do your regular work and not be impacted.
The report is complete!
After making some of the highlighted changes and a few other minor tweaks, my report modification was complete. The last step then is to arrange to bring it into my production reports dictionary and grant security to the appropriate users. All told, this was a simple report modification and it took probably an hour or so to complete the changes. Here is the final report output:
Next post I will dive more into some of the specific tools in Report Writer and continue to “demystify” Report Writer!
Now that most of the payroll year-end tax update season is behind us, it’s back to the Report Writer series of articles.
You’re not the only one who is sick of looking at ugly plain-text edit lists and searching for the information you want to review. Have no fear, more useful and attractive reports are a few mouse clicks away!
Lots of users have gone to other reporting tools to get better looking reports and I don’t blame them. Crystal and SQL Reporting Services give us a lot of great tools to improve reporting in terms of look and feel as well as flexibility of layout and many other benefits. As much as some of us would like Report Writer to die a slow death, the reality is for posting journals and edit lists and anything with temp tables, Report Writer is “it”.
So, you have two choices: you can put up with the out-of-the-box ugly reports or you can roll up your sleeves and make some reports more visually appealing, enhancing the fields which are of importance to you. The next 2-3 articles will be focussed around how to spruce up your reports, using an example of modifying the General Posting Edit List, converting it from text to graphical and cleaning it up.
First, if you are new to report writer, take a moment to review my background posts to get up to speed.
- Report Writer Demystified part 1: Dictionaries and Launch Files
- Report Writer Demystified part 2: Other considerations
- Report Writer Series: Formatting Text
Begin with the end in mind
With a nod to Stephen Covey, who I believe coined this phrase, best practises dictate that you have a goal in mind when you start a project. If you don’t, one can argue, where exactly are you going? Well, with report writing, the same principle applies: don’t start until you know what you want to end up with. This usually means “mocking up” a report.
What are mock-ups?
By “mocking up”, I mean printing out a sample of a report you want to edit. It’s best to ensure your mock-up represents the typical information that is printed on the report. I.E. ensure you are printing samples where you are typing descriptions or filling in all of the fields you may use in the course of ordinary transactions. Also, don’t limit yourself to “one” of anything – try to have a large enough sample that your report is more than one page. Why? The Page Header often is not displayed on page 1 of a report and you don’t know what the report fully looks like until you print a two-page or more report.
Example of a mock-up
Pictured below is a mock-up of the report I plan to modify. I’m circling fields I want to move or edit in some way and drawing in new items that I want added. In this example I am not removing any fields however that is very common, and putting a big “X” through the fields and field titles you don’t want is an important part of the mock-up exercise. Usually the client or end-users are doing the mock-ups and you should ensure you clearly understand their scribbles and notations if anything needs further explanation.
Some people take this a step further and draw these mock-ups up a lot neater than mine, or even cut and paste the fields on a blank page the way they want them to appear. That’s ok too… the goal is to be clear on what the desired output looks like. Try to avoid the vague “can you just pretty this up for me” approach to report modification! What I find looks great, may be quite unreadable to someone else!
Here is my process when modifying a report, after I have a mock-up ready, and launching GP pointing to my own copies of the reports dictionaries.
Step 1: Check for previous customizations
This may sound obvious, but stranger things have happened. Do a quick check before starting a modification of a report by checking if that report already exists in your reports dictionary. A quick look at the Customization Maintenance window should tell you that, assuming you are in an environment where you can see everything that is currently modified.
If, by chance, you see the report you plan to modify is already listed, you may want to do a little digging to find out what the modified version looks like (if you are seeing the original) and who, if anyone, is using it (i.e. who has security access to the modified version).
Step 2: Modify the right report!
There is a saying, “Good Judgement comes from Experience. Experience comes from Bad Judgement.” I used to modify a report by going into Report Writer then finding the report I wanted and inserting it my reports list. That seemed to work just fine until one day I spent a great deal of time modifying a posting journal only to find out the client uses the multicurrency version of the posting journal – an entirely different report. I still remember the dull thud sound of my head hitting the desk. Ugh!
Learn from my “experience” and instead of that approach, find the report you want in GP and print it to screen, then click on Modify to get into Report Writer. Remember, this approach does not work if there are any reports that will print after the one you want to modify though, but at least in the title bar, it shows you the exact name of the report, to find it in Report Writer!
TIP: Don’t go by the name in the Report Destination window! (it’s not the real name, and doesn’t tell you if you are using a multicurrency version for instance!)
Use the name of the report in the Title Bar instead!
Step 3: Convert from text to graphical
The layout of a text report, for this report, looks like this:
To change it to graphical report, exit the Layout screen, and unmark the Text Report option on the Report Definition screen.
After doing that, the layout will initially look something like this:
Step 4: Start to make your changes!
The first thing I usually do is to mass-change the fonts on all of the fields. If you do this first, you can easily select all fields (CTRL+A) and then go into Drawing Options (CTRL+D) and change everything to a more suitable font than Courier 11pt. If you start adding graphical elements first, then when you “select all” you will be grabbing graphical items as well as text and the shortcut to mass-change fonts won’t work.
I generally stick with plain fonts for readability – Arial, Helvetica, Calibri work for me. I also try to get away with small font sizes to make things fit better – 9 or 10pt for most text is often a nice size to work with as long as people can read it. This is purely preliminary – I mass-change to what I want the majority of the font sizes to be and as I get closer to the report being final, I spot-change titles or other fields to different sizes as required.
Next, start moving the fields into place. Moving from text to graphical throws the fields off the page so-to-speak. Consider changing the layout to landscape if your report has more information width-wise than length-wise. Use some of the techniques described in my previous posts about selecting multiple pieces of text to move things around. I usually focus first on getting things to the right general area before finalizing the exact location and aligning things precisely.
Next post, I will continue with this example and show tips on how to use the Toolbox to arrange fields and make your report a thing of beauty! Until then, here is a sneak peak at the end result.
If you have modified many Dynamics GP Report Writer reports in the past, you will have perhaps found that dealing with text fields is sometimes a little tedious. Here are a few simple tips to help you modify those reports a little faster.
Mass change the font on text-only reports
If you are editing a “text” report, or changing a report that was text-based to graphical, and if you want to quickly and simply change the majority of the font sizes or styles, use the Select All command (CTRL + A) to select all text then select Drawing Options (Tools – Drawing Options or CTRL + D) to edit the text. I find this useful when making a text report graphical as I can at least change the majority of the fields to a font and style and then go back and edit individual fields that need different styles, sizes etc.
If you are not sure if you are dealing with a graphical or text report look here on the Report Definition window for the text option to be ticked or not.
Selecting multiple fields to edit text at once
The method above will not work if your report is graphical and if you already have graphical elements on the report – lines, boxes, images etc. since the “select all” will select items that will make Drawing Options unavailable to you. Sometimes using the “lasso” and/or “CTRL-click” methods to select multiple pieces of text is the next best solution. Once you have multiple pieces of text selected then you can continue to editing them as described above (using Drawing Options).
Lasso: this means clicking somewhere outside of the boundaries of an item, and clicking your mouse and drawing a rectangular area around the pieces of text you want to select. Note that different programs work differently with this type of mass-item-selection. Report Writer requires you to completely encircle the item(s) you are selecting for the lasso to “grab” them. Some programs as long as you “touch” the item, it is included but that is not how Report Writer works. Another small quirk is you can only lasso in one section of the report at a time. To get around this, lasso one section, then hold down your CTRL key and continue to lasso around other sections to keep the selections and add to them.
CTRL-Click: this means clicking on an item, then holding the CTRL key as you select additional items. The Shift key also works the same way in Report Writer.
Copying a format from one text field to another
This tip is courtesy of David Musgrave, who, to many GP consultants is a guru with an endless knowledge of GP technical and development subjects. See the full post here that I clipped this from. There is no specific “format copier” feature like Format Painter in the Microsoft Office products. However, thanks to David’s recent post, he reminded me that you can in fact copy a format from one text field to another.
What you do is first select the text field that you want to copy FROM, i.e. the field that has the font, size, style, etc. that you want other fields to have. Then you select other fields using CTRL or SHIFT key ensuring the first field is still selected. When you go into Drawing Options, the properties of the first field are already there, so you only need to click OK for the properties to then be applied to all of the selected fields. Voila! Formats are copied!
Changing the “default” font style
This tip is handy if you are adding new text fields to a report and want to avoid the hassle of placing all the text fields and then going back to edit their styles or fonts. Without clicking on anything, go to Drawing Options (CTRL + D) and set what you want the default font, size, style, colour etc. to be. From then on (in that session only), any next text items placed on the report will use that style. Note I said in that session only: unfortunately this doesn’t persist between sessions so as soon as you close the layout window that default is gone. However, this little tip does make adding large amounts of text quicker as you can set your styles up front painlessly!
Until next post… happy report editing!
My last post was the introduction to dictionaries and launch files for those new to Report Writer (or GP). This post is all about things to keep in mind before you actually venture into Report Writer to start working. It’s rather boring stuff but it’s important to protect your reports from becoming corrupt or damaged due to poor process or lack of understanding.
Thoughts on Report Writer access
My recommendation is to create a special userID that is for report writing only – and grant it access only to a test company or Fabrikam (TWO) just to be on the safe side. Why? Well, if you have to log out as yourself and log in as a special user, you are more likely to follow a process once you put your “report writing” hat on. If you can go into Report Writer on a whim at any point in your day, that is when I often see people taking shortcuts (no backups, editing live dictionaries etc.) and bad things can happen!
Process? Can’t I just click the Modify button? What are you talking about?
There are right ways and wrong ways to do a lot of things in life and Report Writer is no different. People can get away with doing things that are not recommended but that one time it backfires on you, you will kick yourself for not following a consistent process. I recommend having a methodology or process for report writing. Mine looks something like this:
- Create a backup of the reports dictionaries (all of them) and save in a subfolder by date with a note to what the planned changes are. If I am doing extensive changes I will actually create a notepad text file outlining at a high level the changes I am making, who asked for them and why. (You can also export the modified reports and forms via Customization Maintenance instead of copying dictionary files if you prefer).
- Take the same copied dictionaries and paste them into my development folder (a folder where I can edit reports without affecting the production/live reports).
- Close Dynamics GP (if it’s open) and re-launch with a local dynamics.set file pointing to this development folder (I create a special “report writing” dynamics.set file and a special GP shortcut on my desktop with that launch file as a shortcut just for report writing).
- Log in with my report-writing userID in a test company and begin my work.
I have another process for bringing the reports back into production when they are tested. Your process may be different but the bottom line is, don’t wing it! If you are new to report writer, write down these steps or get a process from your partner/consultant and follow it every time until it is second nature. If you have used report writer enough, you have likely be burned once or twice already from taking shortcuts… and you know the pain in recreating a dictionary or report!
Tracking Report Changes
Keep a log or notebook on the history of report modifications. You would be surprised how often during an upgrade, we see a ton of modified reports that no one knows about (what was modified or why and whether they are being used right now or not). If you want to do yourself a favour, assign someone the task of managing the reports and tracking changes. Because security is required to get to modified reports, it makes sense that the person who tracks this is the person who manages security since they will know based on who asks them to grant access to a new report, what has been modified. It doesn’t need to be exhaustively detailed but a simple log of report name, date changed, reason for change and who requested it would suffice. It would go a long way in the future during upgrades and other times when you are reviewing why certain reports are modified.
TIP: use the Customization Maintenance window to get a quick list of what is modified on your workstation (under the Dynamics GP menu, Tools, Customize, Customization Maintenance). This window shows all modified resources based on the launch file you used; regardless of what reports or forms you have security/access to. Remember my previous post relating to launch file configurations, depending on your configuration, you may not see the same list as another user on another workstation depending on how your workstations are configured and installed. Spot check other machines to compare their lists from time to time.
Make a special launch file for report writing
Review my last post to see how the launch file is designed. To make another launch file, simply open the default one in notepad or another text editor and copy it with a new name. I recommend using a name without spaces in it for the GP shortcut purposes. Example: dynamics-reportwriting.set
The top two parts of the dynamics.set file stay the same; the third part is where you would edit the pathnames of the reports dictionaries to point to a separate folder. The folder can be anywhere, and keep in mind the syntax differences for local vs. UNC pathnames with slashes etc.
Types of Reports
Now we are finally getting into some actual Report Writer information! There are three types of reports within Report Writer – original reports, modified reports and custom reports.
- Original Reports – these are the unmodified reports that come with Dynamics GP and they are stored in the “code” dictionary. In Report Writer, when you view the reports list, the original reports are those on the left hand side of the window.
- Modified Reports – this is a copy of an original report which you have made changes to, stored in that product or module’s reports dictionary. You can only have one modified version of an original report. See “Is It Really Modified?” below for some sidebar notes on this!
- Custom Reports – this is either a report created from scratch in Report Writer or a copy of a modified report. NOTE: you cannot make a duplicate of a report that uses temporary tables so not all reports can be “copied”.
Is It Really Modified?
In my description above, I defined a Modified Report as a report in a reports dictionary for a given module. However, to clarify, sometimes a report is in the reports dictionary that has not been touched. How did it get there if no one has touched it? One common reason is lax security: users who don’t know better are given access to Report Writer. Then the same user at some point will click on the Modify button on a screen output (preview) screen of a report, and clicking on that sends that report and you into Report Writer mode. Typically the user didn’t realize what the Modify button was for, and didn’t know what to do once they got into Report Writer, and simply closed Dynamics GP and returned back to their regular job. The result? Whatever report they clicked the Modify button on is now in the reports dictionary.
The issue: you cannot really tell easily if a report has been modified or not. If you have followed my advice and someone is responsible for tracking report changes, you will know pretty easily if there are reports not on the logbook that are in the report list. My tip? Use Security to try to identify if a report is really modified or not. Read the next section and I’ll explain what I mean!
Security and Report Writer
The last topic of this post is an overview of security as it relates to Report Writer. First there is security to allow a user access to Report Writer itself – as in access to the tool that is “Report Writer”. Secondly, there is security to the modified reports themselves. Users who do not know this often “mess” around in Report Writer only to get frustrated that they cannot see their report changes when it’s simply a matter of granting security.
I’ll back up one step to a previous comment: there are original reports and there are modified reports (I’ll deal with custom reports in a separate note). Any given user can be granted access to the original report OR the modified report but not both at the same time in the same company.
When you modify a report for the first time – i.e. it has not been previously modified – when you are ready to test the report, you need to grant security to see it. Typically my process is I will be working under a separate userID for report writing so I will grant access to the report to that userID in the test company to review it and ensure the changes are what I am expecting. Once you grant access, you can continue to modify the report over and over again without having to go back into security and re-grant access. You would only need to revisit security when you are done with report editing and ready to move the reports to production – to grant access to the report(s) to other users.
Modified Reports (and Forms) fall into the security category of “Alternate, Modified and Custom”. In GP10/GP2010 security, this is within the Alternate/Modified Forms and Reports window. In previous versions of GP, it falls under Alternative, Modified and Custom in Advanced Security. The screen shot below is the GP2010 window showing an example of a report that has been modified. You would select which user(s) or in this case which Alternate/Modified ID’s should have access to the modified report, and choose either the original or the modified report. TIP: if you only have one Alternate/Modified ID, I recommend creating a copy of it for your special report writing user only for the temporary time when the new report is not yet in production. There is nothing worse than granted security to a report while using a local launch file only to have a production user get an error because the modified report does not exist in production yet!
Now, back to the question Is It Really Modified? My tip is to look at security as one way to try to identify if a report is modified or not. If a report has been accidentally placed in the reports dictionary (via clicking Modify on the screen output window), chances are good that no one has security to that report. If no one has security to the modified report and no one knows why it is in the list, chances are it is safe to remove from the reports dictionary!
Next time: I’ll start to dig into Report Writer itself for some tips and tricks.