Using report templates

Access template features by choosing the Templates menu in a report, print, register program.

The template feature allows you to save a combination of entries so that you don’t have to reselect them every time you run the report. Each user can create an unlimited number of templates in any FACTS report.

Templates that store "current period" (or similar values like "system date") resolve to the "current period at the time the report is run" rather than what the "current period" was at the time the template was created. For example: If you save a template for the Cash Receipts & Adjustments Register and select "System Date" for the Date field, when that template is selected to run again (either manually or via Job Stream) the current date is determined using the FACTS system date when the register is run not the date when the template was created.

Once you create templates, you can edit them, delete them or change their properties.

In the Template Properties window, you can change the name of a template, set it as your default template for that report, set up a default printer for that template, select or deselect beginning and ending form feeds and modify report margins.

The system remembers the last nine templates used and displays them at the bottom of the Templates menu for faster access.

Both user-specific and system templates are specific to the report in which they are created.

Creating user-specific templates

1. On the main report screen, set up the report order, range and properties. Select a printer by choosing Print Options, if necessary.

2. Select Template-->Create from the menu bar. The system displays the Creating Template for the accessed report.

3. In the Title field enter the name of the template. Template names can be up to 35 characters long. Make sure the System Template option is not selected. Click OK.

4. Select the System template checkbox to indicate this template is available throughout the system. System templates are available to any user that has access to the report in which it is created; however not all users can create system templates. Users must have the export security code in their user code profile.

5. Select the Default template checkbox to indicate this template is the default to use for this report.

6. For the Print to option select the output type for the template. In FACTS, you can output reports to a printer, viewer, flat file or you can output to other software packages, such as VSI-Fax or Archive. Select from:

Printer gives you access to any of the FACTS printers set up in Printer F/M. Select the printer from the dropdown list or the $image\find.gif$ icon to search for available printers.

Viewer enables you to review a report on screen. Both the graphical and character viewers have search and scrolling capabilities. The Viewer is also equipped with print capabilities, as well as a clipboard feature.

File lets you print the report to a flat file format. This enables you to import report information into other software programs such as spreadsheets, databases, word processors. You can also attach the flat files to e-mail messages. FACTS automatically saves flat files to pvx\fileprt on your local drive. To save the file elsewhere, enter a directory path in front of the file name. For example, C:\My Documents\agedtrial1.txt.

Fax sends the report information to VSI-FAX, giving you desktop faxing capabilities. This option is only available on systems using the Faxlink module. If you have questions about this feature, contact your local FACTS Affiliate.

Archive is only available on systems using Archive™ software by Designed Data Systems, Inc. This is an on-line storage and retrieval system that lets you automatically build a library of important documents.

7. In the Margin Settings section of the screen, enter the number of lines in the top and bottom margins for the Lines Margin. All FACTS forms print 53 lines per page by default, leaving a top and bottom margin of 5 lines each. You can adjust the number of lines in the top and bottom margins from 1 to 20. The default is 5. Keep in mind that if you increase or decrease the number of lines in the margin, the number of lines in your report will inversely decrease or increase.

8. Select the Begin report with a form feed to indicate to the system that you want to print a blank form at the beginning of reports.

9. Select the End report with a form feed to indicate to the system that you want to print a blank form at the end of reports using this template.

Creating system templates

Follow the same steps for creating user-specific templates, but select the System Template option. System templates are available to any user that has access to the report in which it is created; however not all users can create system templates. Users must have the export security code in their user code profile.

Setting a default printer using templates

1. Choose Print Options-->Properties from the menu.

2. Select the printer you want to use as your default and click OK.

3. Choose Template-->Create if you want to create a new template, or if you have a template selected, choose Template-->Save Entries.

Selecting existing templates

1. Select Template-->Select from the menu bar.

2. In the Report Templates window, select the template you want to use.

3. Click OK (or CR). The name of the template appears on the bottom of the main report screen.

Setting a default template

You can flag a template so it is selected every time you open the report.

1. Select Template-->Properties from the menu bar.

2. In the Template Properties window, select the Set as Default Template option.

3. Choose Save.

Clearing a template

This feature enables you to reset a template back the report’s original default values. When you clear templates, None appears under the Template header at the bottom of the window, indicating that a template is not selected.

1. Select Template-->Clear.

Once you clear a template:

You can select it again (Templates-->Select) and reset the order, range properties and printer, or
You can delete it.

Deleting a template

1. Choose Template-->Properties.

2. Select the template from the list box in the Report Templates window and choose Delete.

Changing a template name

1. With the template selected, select Template-->Properties from the menu bar.

2. In the Properties window, type the new template name.

3. Click OK.

Editing the order, range and properties stored in templates

1. Select the template if it’s not selected already.

2. Change the order, range or properties on the main screen.

3. Select Templates-->Save Entries from the menu bar.

4. A dialog box will appear confirming the changes. Click OK to return to the main screen.

Setting printer properties in templates

Each template can have its own printer properties so that you don’t have to set them each time you print the report. However, you can override the template print options on a print-by-print basis by selecting Printer Options from the main report window.

1. With the template selected, choose Templates-->Properties from the menu bar.

2. Set the print options in the lower portion of the window.

3. Click OK to return to the main report window.