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Article ID: KB272
Keyword Name: Adding, Removing, Columns, Grid, List, Report, Print, Export
Created: October 29, 2015
Viewed: 3435

Creating and Saving Default Formats for Reporting with the Grid




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Author: Joel Kristenson

Last Updated: 2015-04-28






Overview


Roughly a month ago a new update of the software went out which included some significant changes to the way you create formats, save them, and most importantly you can now assign them as a default for either yourself or all database users.  This saves you the hassle of reloading a format each time you open a new search window.



TWO IMPORTANT NOTES:

  • Formats are still specific to the list they’re created in i.e. Voters/Donors, Contributions, Email Campaigns, Event Attendees, Etc.
  • You must administrative access to set default formats for all users of your database.



http://www.us-cert.gov/sites/default/files/images/tip-icon.pngTip: Read a blog post on the same topic for a more succinct walk through.






Steps


Navigate to the list you want to create a format in, in this example I used my Contacts (Voter/Donor) list.



Click on the Format drop-down menu on the list tool strip.



Select Columns.



The options you have in the Column Selection window are listed below in three separate images with descriptions for each tab.


Columns

- Select which columns display in your grid by checking/unchecking the boxes in the column on the right.

- Select Joined Tables in the lower-left to pull in information from other tables in the database i.e. Households, Addresses, User, etc.

- Use the buttons on the right to perform tasks such as Select All, Clear All, and Show Selected.



Attributes

- You can add the Attribute Values, Dates, and Note fields into the grid as columns from this tab.



Format

- Change the column title under the Header column.

- Quickly remove certain columns by unchecking them under the Visible column.

- Choose which columns are frozen under the Frozen tab.

- Choose which columns are updateable under the Updateable column.




NOTE: Not *all* columns are updatable in the grid view even though the system currently allows you to check all of the check boxes in this column.


Once you’ve configured the format click [OK] to update the grid.



Once you have a format that you’re satisfied with you’ll need to save it before you can assign it as a system default.


Click the Format drop-down button, and select Save as….



Give the format a recognizable name, and click [Save].



After you’ve saved your format, you can then set is as a default for either you specifically OR for all other users of the database.


Click the Format drop-down button, and select Assign as Default



This will bring up another screen which gives you two options:

- This format is used as my personal default.

- This format is used as the global default, affecting all users.



(In my example I chose to set it is as a personal format.)


Click [OK] to finish.



You’re now finished with this process.


Take a look at related resources below for links to other articles, and videos.


Feel free to call/email our support line if any questions come up going through these steps.

















Related Resources

Article: Blog Post on New Formatting Changes

Article: Creating Formats

Article: Household Export

Video: Filtered Contribution Columns in the Format

Video: Reporting 102 – Quick Reports and Export





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