Partitioned Report Parameters

In addition to controlling settings related to the appearance of the report, the parameters in the Produce a Partitioned Report dialog allow you to specify partitions and page breaks as well as to select which columns to total or subtotal.

General

Paper Size
Specifies the size of the page.

You should generally set this to the type of paper in your printer.

Orientation
Specifies whether the report should be printed portrait (tall and narrow) or landscape (short and wide).

For reports with just a few columns, portrait is probably best in that it allows more rows to fit on a page. For reports with many columns, landscape is best.

Borders?
When selected, specifies that the report should have lines around the table and between columns.
Shading
Specifies how alternate lines should be shaded. Line shading makes wide reports easier to read.
Page Numbers?
When selected, specifies that a page number should be included on the bottom of each page.

Titles & Notes

Report Title
The title that appears at the top of each page of the report.
Subtitle
The subtitle appears beneath the title.
Footnote(s)
Footnotes appear on the bottom of each page (just above the page number, if Page Numbers? is selected).

To enter more than one row of footnotes, type the first row, press Enter, type the second row, and so on. The input box will automatically scroll both horizontally and vertically.

You may include special codes in a title, subtitle, or footnote that serve as placeholders for certain values. When the report is produced, the placeholders are replaced with the corresponding values. For example, $PAGE is replaced with the page number and $PAGES is replaced with the total number of pages in the report. A reasonable subtitle could therefore be $PAGE of $PAGES. To include the current date and time on a report, use something like $MONTH/$DAY/$YEAR $HOUR:$MINUTE:$SECOND.

Here is a list of available placeholders:

$PAGE The page number of this page
$PAGES The total number of pages in the report
$YEAR The current year (e.g., 04 for 2004)
$MONTH The current month (e.g., 05 for May)
$DAY The current day of month (e.g., 06 for the sixth)
$HOUR The current hour (e.g., 15 for 3 p.m.)
$MINUTE The current minute (e.g., 05)
$SECOND The current second (e.g., 05)

When producing a report from the results of a Quick Query, the following placeholders are also available:

$QQPROMPT1 The user prompt for the first Quick Query input item
$QQPROMPT2 The user prompt for the second Quick Query input item
$QQPROMPTn The user prompt for the nth Quick Query input item
$QQINPUT1 The user's input for the first Quick Query input item
$QQINPUT2 The user's input for the second Quick Query input item
$QQINPUTn The user's input for the nth Quick Query input item

Fonts

Report Title
The font type and size for the title of the report.
Subtitle
The font type and size for the subtitle of the report.
Footnotes
The font type and size for the footnotes of the report.
Column Headings
The font type and size for the column headings of the report.
Column Data
The font type and size for the column data of the report.

Partitions

These inputs allow you to specify how to divide the report into partitions. Partitions are separated by blank lines and may optionally have subtotals. The report is split up based on the values in one or more columns with one partition for each value of those column(s). 

For example, the following report has no partitions:

Year Company Division Sales
1999 ABC Inc. Consumer Products 12,348
1999 ABC Inc. Office Services 6,786
1999 XYZ Inc. Insurance 45,220
1999 XYZ Inc. Banking 87,329
2000 ABC Inc. Consumer Products 13,212
2000 XYZ Inc. Insurance 50,021
2000 XYZ Inc. Banking 49,877

_________________________________________________________________________

Adding partitions based on Year would produce the following report:

Year Company Division Sales
1999 ABC Inc. Consumer Products 12,348
1999 ABC Inc. Office Services 6,786
1999 XYZ Inc. Insurance 45,220
1999 XYZ Inc. Banking 87,329
       
2000 ABC Inc. Consumer Products 13,212
2000 XYZ Inc. Insurance 50,021
2000 XYZ Inc. Banking 49,877

Note the blank line separating different values of Year.

_________________________________________________________________________

Partitions based on both Year and Company would produce:

Year Company Division Sales
1999 ABC Inc. Consumer Products 12,348
1999 ABC Inc. Office Services 6,786
       
1999 XYZ Inc. Insurance 45,220
1999 XYZ Inc. Banking 87,329
       
       
2000 ABC Inc. Consumer Products 13,212
       
2000 XYZ Inc. Insurance 50,021
2000 XYZ Inc. Banking 49,877

In this case, a blank line separates different values of both Year and Company, with a somewhat wider separation between years. The partitions based on Year are the primary partitions; those based on Company are the secondary partitions.

_________________________________________________________________________

Alternatively, if we made Company primary and Year secondary, we would get:

Company Year Division Sales
ABC Inc. 1999 Consumer Products 12,348
ABC Inc. 1999 Office Services 6,786
       
ABC Inc. 2000 Consumer Products 13,212
       
       
XYZ Inc. 1999 Insurance 45,220
XYZ Inc. 1999 Banking 87,329
       
XYZ Inc. 2000 Insurance 50,021
XYZ Inc. 2000 Banking 49,877

The columns used to define the primary or secondary partitions may be displayed in ascending or descending order. (In the examples above, ascending order is used.) This sort is applied on top of whatever sorts are already in effect.

Page Breaks

You may control page breaks by choosing one of the following options:

anywhere
Each page will be filled completely and page breaks may occur in the middle of partitions.
only between partitions
Pages will generally break between the finest-level partitions.

The report may have more than one partition on a page but will not start a partition unless it can fit the entire partition on the page. Of course, if a partition is too large to fit on one page, there will be a page break in the middle of the partition.

only between primary or secondary partitions
Pages will generally break between those partitions (and not between tertiary partitions).

The report may have more than one primary or secondary partition on a page but will not start a secondary partition unless it can fit the entire partition on the page. Of course, if a secondary partition is too large to fit on one page, there will be a page break in the middle of the partition. In this case, tertiary partitions are not treated specially so, if a secondary partition is larger than one page, the page break within the partition can occur at any point, even in the middle of a tertiary partition.

only between primary partitions
Pages will generally break between primary partitions (and not between secondary or tertiary partitions).

The report may have more than one primary partition on a page but will not start a primary partition unless it can fit the entire partition on the page. Of course, if a primary partition is too large to fit on one page, there will be a page break in the middle of the partition. In this case, secondary and tertiary partitions are not treated specially so, if a primary partition is larger than one page, the page break within the partition can occur at any point, even in the middle of a secondary or tertiary partition.

Totals and Subtotals

You can show totals and subtotals for one or more columns by selecting the columns here. Totals are shown at the end of the report and subtotals are shown after each partition; both are sums.

Using the last example shown above, adding totals and subtotals for Sales would produce:

Company Year Division Sales
ABC Inc. 1999 Consumer Products 12,348
ABC Inc. 1999 Office Services 6,786
      19,134
       
ABC Inc. 2000 Consumer Products 13,212
      13,212
       
       
XYZ Inc. 1999 Insurance 45,220
XYZ Inc. 1999 Banking 87,329
      132,549
       
XYZ Inc. 2000 Insurance 50,021
XYZ Inc. 2000 Banking 49,877
      99,898
      _______
      264,793
Note: If a column has averages and you wish to show the average of the averages for all rows or for each partition, you cannot do this in a partitioned report. Instead, use a tabulation to compute the average of the averages.

Advanced

Page Margins
The width of the page margins (top and bottom, left and right).
Column Separation
The width of the separation between columns.

Even with a separation of 0 inches, the data from two adjacent columns is separated by a small amount. For clarity, however, it is often better to use a wider separation.