Reporting in Schedule it DESKTOP
As Schedule It Desktop uses open databases (Access, MSSQL and MySQL) you can choose any external reporting tools that allows you to access our database directly. Our understanding is external reporting tools such as Crystal Reports, Active Reports and many others allow you to use your own reporting tool against the Schedule It database.
Built-in Reports and Program Templates
The report system, emails and email templates, Outlook integration, HTML templates, and general information layout is template based so you can customise the database fields and text used to fit your needs.Report Templates
Creating New Reports
For reports you can create templates from any text type document e.g DOC, RTF, TXT, CSV, ICS, VCS, HTML... All you need to do is create a document of your choice and insert special text tags shown below which will be inserted into your document with the event/project data. You can add your own, or edit the sample report templates, in the folder '...My Documents/Schedule it 7/Reports'.
10 sample reports are supplied with Schedule it to demonstrate simple and detailed event reports, resource reports, sample invoice, quotation and order confirmation forms. These can be modified and saved with new names and your own company and custom details.
The report templates are normally stored in the '...My Documents/Schedule it 7/Reports' folder although you can choose any location to save and load your report templates. When choosing 'Print' or 'Generate Report' within Schedule it you can change the location the templates are loaded from by clicking the path button ('...') on the right of the path box at step 2 of generating your report.
If you make modifications to any reports its good to use a different name when saving before installing an update as all sample reports will be updated during the installation. Any replaced templates are automatically backed up.
Program Templates (Layouts, Styling, Email, Outlook, HTML)
Program templates are used for email alerts, Outlook appointments, the layout of data in the different views, and also html outputs. You can edit the templates from the menu Tools/Options/Templates and choose the template you wish to edit. You can also edit these directly with Notepad from the templates folder in 'My Documents/Schedule it 7/templates'.
Most used program template files
template_bar.txt = Event details shown in the bars and events in all views.
template_popup.txt = Event details shown when hovering the mouse over an event.
template_event_resources_popup.txt =Resource details shown when hovering the mouse over a resource.
template_email_body.txt = Layout for the email alert. First line is subject, others are email body.
template_email_ics.txt = Format of the iCalendar attachment to email alerts used for creating remote appointments.
template_outlook.txt = Format for the appointment added to Outlook. First line is subject, others are appointment body.
template_html_index_dynamic.html = Format for the main page used in 'Full Web Outputs'.
template_html_ics.txt = Format for the iCalendar attachment used for creating remote appointments in 'Full Web Outputs'.
Networked and shared templates
If you need to store your templates in a common network location for you and other users to access you can change the location where templates are loaded by specifying a new location. In the menu Tools/Options/Network, choose a common path and tick the 'Template Files' tick box. You can now copy your local templates folder to this location and you and all users can also use this location for their templates and other shared files.
Tags are special text words that are replaced with actual data when the document or template is created. E.g. Adding SI-E-Title, will tell the report/template generator where to put the event title when creating a report or template.
SI-User = User name of current user
SI-Date = Current Date
SI-DateTime = Current Date and Time
SI-DateReportStart = The start date for the report
SI-DateReportEnd = The end date for the report
SI-R-Primary-Name (** Discontinued, use 'Extended Resource Details' see below **)
SI-R-Primary-EmailAdd (** Discontinued, use 'Extended Resource Details' see below **)
SI-R-Primary-Data1 to SI-R-Primary-Data10 (** Discontinued, use 'Extended Resource Details' see below **)
SI-TotalReportEvents = Total events in the report
SI-TotalReportEventExpenses = Total expenses in the report
SI-TotalReportResourceCosts = Total resource costs in the report
SI-TotalReportResources = Total resources in the report
SI-TotalReportPrice = Total expenses and resources costs in the report
SI-Condition-1 = Total events that are Accepted
SI-Condition-2 = Total events that are Declined
SI-Condition-3 = Total events that are Pending
SI-Condition-4 = Total events that are Attended
SI-Condition-5 = Total events that are Absent
SI-Condition-All = Total events in any condition
SI-E-ID = ID
SI-E-Title = Title
SI-E-Notes = Notes
SI-E-FormatNotes = Notes for formatted reports (e.g Word, Wordpad)
SI-E-SingleNotes = All notes on 1 line
SI-E-DateStart = e.g 01/01/2001 09:00
SI-E-ShortDateStart = e.g 01/01/2001
SI-E-ShortTimeStart = e.g 09:00
SI-E-DayOfWeekStart = e.g. Monday
SI-E-WeekNumberStart = Week number where event starts
SI-E-OwnersNames = Names of all linked resources, limited to first 350 characters
SI-E-OwnersNamesAll = Names of all linked resources
SI-E-NamesIn-?????-Group = Names of linked resources in the specified group ID
SI-E-CountIn-?????-Group = Number of linked resources in the specified group ID
SI-E-SelectedResource-?????-IsSelected = Outputs 1 if resource with specified ID is selected
SI-E-ResourceAnswer-?????-Value = Resource Units/Question answer for resource with specified ID
SI-E-Price = The total value of all event expenses
SI-E-ResourceCosts = Costs based on resource charge rates (Calculated live)
SI-E-AllCosts = Total expenses and resource costs combined
SI-E-SingleCustom4 = (custom4 on 1 line)
SI-E-Custom5 = (0 or 1, or SI-E-Custom5-x to use language file x:359 or x:360 value)
SI-E-Custom6 = (0 or 1, or SI-E-Custom6-x to use language file x:359 or x:360 value)
SI-E-Duration = Calculated event duration shown as text
SI-E-DurationM = Calculated event duration shown in minutes
SI-E-DurationH = Calculated event duration shown in hours
SI-E-ParentID = The ID of the parent event if this event is a child
SI-E-SeriesID = The series/group ID the event belong to
SI-E-ResourceCondition = Only used in Resource reports. Shows the current resource condition as Accepted, Declined, Pending, Attended and Absent.
SI-E-Condition-1 = Total resources in the event that are Accepted
SI-E-Condition-2 = Total resources in the event that are Declined
SI-E-Condition-3 = Total resources in the event that are Pending
SI-E-Condition-4 = Total resources in the event that are Attended
SI-E-Condition-5 = Total resources in the event that are Absent
SI-E-Condition-All = Total resources in the event in any condition
SI-E-Resource-Count = Total resources in event
SI-R-First-Name (** Discontinued, use 'Extended Resource Details' see below **)
SI-R-First-EmailAdd (** Discontinued, use 'Extended Resource Details' see below **)
SI-R-First-Data1 to SI-R-First-Data10 (** Discontinued, use 'Extended Resource Details' see below **)
SI-R-Condition-1 = Total events that are Accepted
SI-R-Condition-2 = Total events that are Declined
SI-R-Condition-3 = Total events that are Pending
SI-R-Condition-4 = Total events that are Attended
SI-R-Condition-5 = Total events that are Absent
SI-R-Condition-All = Total events that in any condition
Special HTML/ICS tags (For HTML and ICS Export Only):
SI-Skills = Show selected skills of event or resource
SI-E-HTMLNotes = Notes formatted with HTML code for new lines
SI-Group = Name of the group being processed in a report
SI-R-Name = Resource name
SI-R-EmailAdd = Email Address
SI-R-GroupNames = Names of Groups resource is in
SI-R-Price_Amount=- Charge Amount
SI-R-Price_Type = Charge Type
SI-R-TotalCost = Total Cost
SI-R-TotalTime = Calculated total resource duration shown as text
SI-R-TotalTimeM = Calculated total resource duration shown in minutes
SI-R-TotalTimeH = Calculated total resource duration shown in hours
SI-R-TotalEvents = Total Events
SI-R-Data1 to SI-R-Data10 = The 10 fields in the General page
SI-Ex-ID = ID
SI-Ex-Date = Date
SI-Ex-Description = Description
SI-Ex-Value = Value
SI-Ex-Type = Type
SI-Ex-CostCtr = Cost Center
SI-Ex-Paid = Is Paid
SI-Ex-Receipt = Is Receipted
Where possible you should create a copy and edit the sample reports and templates provided but you can also create your own from new. Areas of the reports/templates are grouped and then copied for each event or resource using Loops. All text between the Loop and LoopEnd tags will be repeated for each item.
There are 2 types of reports that can be created. An event Event report lists all events, based on your search and filter setting, and outputs them in a list. A Resource report will output the details of each resource, based on your search and filter setting, and then all events that the resource is linked to.
Sample report - Event CSV/Excel Report
Sample report - Resource CSV/Excel Report
Sample report - Resource CSV/Excel Report including Events
Sample report - Extended Resource Details (Download this sample)
SI-GroupsShow(10) SI-R-Name, SI-R-Data1, SI-R-Data2, SI-R-ResourceAnswer, SI-R-ResourceCondition...
SI-ResourcesShow(????) can also be used (in exchange of SI-GroupsShow(????)) to output only specific resources in the event.
Sample report - Chart Data CSV/Excel Report
Special action tags can be added to reports to force specific modes of reporting or actions for individual reports. Action tags can be added any where in your report and are removed automatically once detected.
SI-Report-UseFullHours(1) = In resource reports durations are calculated for each event but only for the resource being reported on. When this action tag is added the duration will reported for all resources in the event.