SDL Desktop - Reports - User Defined Reports

User Defined Reports let you build your own custom letters and reports using the data from an application or inspection — similar to a mail merge. This is available in Zoning and Code Enforcement, as well as Escrow, COAH, Projects, and Complaints. If you don't like one of SDL's built-in reports (like the standard violation notice), you can create your own instead. Like our internal reports, these can be saved as PDF attachments on the record.

There are a few file-format requirements to know before you start:

• Reports must be Word documents saved in RTF (Rich Text Format).
• Any images used in the report (like a town seal or header) must be saved as .bmp (bitmap) files.
• Margin widths can be configured in the module options.

Creating Your Report

1. Open Microsoft Word and either paste in the letter you want to use, or start from an existing report you'd like to model yours after.
2. Add field tags anywhere you want application data to appear, using the format [!FIELDNAME]. For example, [!OwnerName] will pull in the application's owner name when the report runs.
   • To see the full list of fields available for a given application type, hold Shift and click View on the application, or use the link on the Report Manager form.
   • Every time you view available fields this way, a file called FieldTemplates.txt is generated in the Technical Support Logs folder (Help menu > Technical Support Logs) if you want to reference it later.
3. If you're including an image (like a header with your town seal and contact info), save it as a .bmp file. Images are placed on the left side of the report, so if you want an image to appear on the right, add white space to the left side of the image itself.
   • You can also use an image for a signature area if needed.
4. If you'd like the report to show a print date, add the tag [!DatePrinted] anywhere in the document.
5. Once your document is ready, save it as an .RTF file: click File > Save As, then choose RTF as the file type.

Uploading and Managing Your Report

Any form with the report control shown below will support User Defined Reports. Each application type (e.g., Zoning Application vs. Zoning Board) maintains its own separate list of reports.

1. On the application form, click Manage Reports.
2. Click New to open the attachment form, then select your saved RTF file. This uploads a copy to the SDL server, making it available to all users.
   • Important: once uploaded, editing your local copy of the file will not update the version on the server. To make changes later, either re-upload the local copy or click Edit on the management form (this only works if Microsoft Word is installed on your computer).
3. Fill in the Description field — this is the text that will display on the report control on the application form.
4. Click OK to save.

Using Your Report

1. On the application form, click View next to your report to see it filled in with that record's data.
2. If you'd like the report saved to the application's attachments, check Add As Attachment before or after viewing.

Settings

Margins and recursion level can be configured in the module options.

• Margins are measured in the same units as SDL's report settings — 1 inch = 1400, so for half-inch margins, enter 720.
• Recursion level controls how deep into the application's data structure the report can pull fields from. A setting of 2 is sufficient for most reports, but you can increase it if you need access to more deeply nested information on the form.

If there's another form you'd like User Defined Reports added to, let SDL support know.