COINS Ti Enhancement:
Report Configuration and Working with
Crystal Report Form Definitions
Document Ref:
CE-TI012
Date:
Jul 26 2007, rev. Jan 14 2009
Document Version:
0.2
Modules Affected:
COINS Ti System, Project Management Module
Earliest available version of COINS:
COINS Ti 2.3 (software level 9.7c2.31TI)
Documentation Updated:
This document may contain information that is not
incorporated into the documentation, such as procedures and
sample reports, so you may want to keep a copy for future
use. An archive of CE documents is available on the COINS
USA Client Center web site at http://support.coinsglobal.com/usa/releases/cedocs.php
Construction Industry Solutions Corp
6 Airport Park Blvd.
Latham, NY 12110
©2009 Construction Industry Solutions Corp
COINS Enhancement:
Report Configuration and Working with
Crystal Report Form Definitions
CONTENTS
1
Overview ........................................................................................................................ 4
2
Set Up Steps .................................................................................................................... 5
3
4
5
6
2.1
Installation ................................................................................................................................. 5
2.2
Software Requirements............................................................................................................. 5
2.3
Functional Security .................................................................................................................... 5
Report Configuration ....................................................................................................... 6
3.1
Report Configuration Menu ...................................................................................................... 6
3.2
Example: Setting Up a System-level Logo ................................................................................. 8
3.2.1
Create Files ................................................................................................................... 8
3.2.2
Place Files on Server ..................................................................................................... 9
3.2.3
Add Files to External File Definition ............................................................................. 9
3.2.4
Update External File Hierarchy................................................................................... 11
Screens and Field Definitions ......................................................................................... 13
4.1
External File Type File .............................................................................................................. 13
4.2
External File Definition File...................................................................................................... 15
4.3
Report Type File....................................................................................................................... 18
4.3.1
Report Type File: Primary Info tab ............................................................................. 19
4.3.2
Report Type File: External Files tab ............................................................................ 20
4.3.3
Report Type File: User Defined External Files tab ...................................................... 21
4.3.4
Report Type File: User Defined Hooks tab ................................................................. 22
4.4
Report Definition File .............................................................................................................. 23
4.5
External File Hierarchical Order .............................................................................................. 26
Printing Standard Forms, Reports and Letters ................................................................ 28
5.1
Printing a Standard Form ........................................................................................................ 29
5.2
Printing a Letter ....................................................................................................................... 31
Customizing a Form or Report ....................................................................................... 35
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6.1
Download the Standard RPT file from the COINS Server ........................................................ 35
6.2
Rename the RPT File................................................................................................................ 36
6.3
Edit the Renamed File on the PC ............................................................................................. 36
6.4
Place the new RPT File on the COINS Server ........................................................................... 37
6.5
Set Up Report Configuration for the New Form ..................................................................... 38
6.6
Test the New Form .................................................................................................................. 39
6.7
Inactivate the Standard Form.................................................................................................. 41
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COINS Enhancement:
Report Configuration and Working with
Crystal Report Form Definitions
1 Overview
This document describes how to work with COINS Ti forms and reports that are based on Crystal
Reports®. These forms and reports can be customized with your logo and other information. For
example, the following types of documents are currently available:
A/R statements
Billing and payment documents
Project Management documents
Purchase orders
Service reports
Serviced Equipment History Report
The system uses data from COINS, Crystal Reports® form definitions (.rpt files), and a library of external
files (logos, signatures, text files) to print the documents.
This document describes the System Configuration > Report Configuration menu options, with
examples of how to use them to set up logos for forms and reports. It also provides basic information
about taking a standard definition for a Crystal Reports (CR) document and customizing it for your
company’s specific needs. Similar features apply to letters that can be generated from the Project
Management module using Microsoft Word’s Mail Merge feature.
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COINS Enhancement:
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Crystal Report Form Definitions
2 Set Up Steps
2.1 Installation
If you want to use the features described in this document, the CR client must be installed on your
machine. If it is not already installed, reinstall COINS Ti from the GUI Software Installation CD (COINS Ti
2.3 or later) to install the Crystal Reports client for running the standard versions of CR reports and
forms.
2.2 Software Requirements
In addition to COINS Ti 2.3 or later, you need the following 3rd party software to use the new forms,
reports, and letters.
Table 1: Software Requirements
Crystal Reports Client
Required
The Crystal Reports client is included in COINS Ti. It is
all you need to print standard reports.
Microsoft Word 2003 or later
Required
Required if you want to generate letters from the P/M
module or modify the mail merge templates.
Crystal Reports XI
Optional
Needed to modify the standard RPT files to create a
customized form or create your own CR reports.
Contact your Account Representative for more
information.
2.3 Functional Security
The Report Configuration Menu and its options must be added to COINS Ti functional security before
individuals may use it. Add the function to Functional Security as described in Appendix B of the COINS
Ti Release Notes. Then follow the steps in the release notes to give specific users or groups the ability to
use the new function.
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COINS Enhancement:
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3 Report Configuration
To print forms and other documents from COINS Ti, the system needs the following:
Data from COINS Ti
Logos and other external files stored on the server, including text address information or Terms
& Conditions statements.
Crystal Reports report definition for the document: either the standard .rpt file provided by
COINS or an equivalent customized .rpt file.
3.1 Report Configuration Menu
The Report Configuration menu, shown in Figure 1, is a flexible way to manage external files so that the
correct files are used when a given document is generated. Based on the information set up here, the
system retrieves the CR definition and associated external files from the server whenever you generate
a document.
Figure 1: COINS Ti Report Configuration Menu
Figure 2 illustrates the relationship between the options on the Report Configuration menu.
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COINS Enhancement:
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Crystal Report Form Definitions
Figure 2: Relationship of Report Configuration Files
A
External File Type F/M lists the types of files that are available to be used in form definitions,
such as LOGOF (form logo), SIGN (signature), and T&C (Terms & Conditions). For details, see
External File Type File on page 13.
B
External File Definition F/M contains the file’s name, external file type, and the hierarchical
level to which it applies. There may be multiple records for a file if the file is used in different
contexts, e.g., as a logo for both forms and reports. For details, see External File Definition File
on page 15.
C
Report Type F/M lists the report type(s) specified in the program for functions that have an
associated CR report or form. It comes from the report types programmed into each function
that has a CR report or form or a merge associated with it. For details, see Report Type File on
page 18.
D
Report Definition F/M is where CR report definitions (.rpt files) and Microsoft Word template
files (.dot files) are cataloged and associated with specific report types. The file is pre-populated
with the standard .rpt files that come with the product. For details, see Report Definition File on
page 23.
E
In External File Hierarchical Order, checking the “In use” box determines whether a specific
external file applies to a specific document for a specific hierarchical level and level value. For
details, see External File Hierarchical Order on page 26.
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COINS Enhancement:
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F
Report Configuration settings work together when you generate the form or report to put the
most specific external file on the document, whether it is a special logo, a signature, or a terms
and conditions statement.
3.2 Example: Setting Up a System-level Logo
Adding your own system-level logo to a standard form only requires going into two menu options:
External File Definition File and External File Hierarchical Order. Default settings are included in COINS
for the other files.
There are 4 basic steps to the process:
1.
2.
3.
4.
Create the images and other external files.
Place it on the server.
Add it to External File Definition.
Update External File Hierarchy to associate the report definition with the logo.
3.2.1 Create Files
Your company logo is probably the most important thing to add to the forms, but some forms also have
the option of including a signature or Terms & Conditions (T&C) text.
Table 2: Files to Prepare
Type of File
Image Dimensions*
(width x height)
Format
Logo for forms and reports
3” x 1.5”
(900 pixels by 450 pixels at 300
pixels per inch resolution)
JPG
Signature
3.0” x 0.5”
(900 px by 150 px at 300 ppi)
JPG
Terms and Conditions (text)
n/a
RTF
Logo for Mobile Technician (MT)
Service Report
4.2” x 0.9”
(1260 px by 270 px at 300 ppi)
JPG
Logo Text for MT Service Report
n/a
RTF
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COINS Enhancement:
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Tips for Images
Use the exact sizes given in Table 2, with a resolution of 300 pixels per inch, to minimize
problems with distortion or fuzziness.
Prepare the image files using graphics software, such as Corel® Paint Shop Pro® or Adobe®
Photoshop®.
Logos (except for MT Service Report) should include company contact information as well
as the logo graphic.
For signatures, scan an actual signature and use your graphics software to resize it, change
its size and resolution, and clean up the scan as needed.
Save the final file in JPG format.
Tips for Text
Prepare the T&C text in Microsoft Word or other word processing software.
Save the finished file as an RTF file (Rich Text Format). This will preserve the font
specifications and other formatting.
3.2.2 Place Files on Server
Place the external files in the COINS cust directory on your server.
JPGs and other graphic file formats are binary, so use the Binary method if using FTP to move the files.
COINS recommends checking permissions after placing the files on the server, to make sure that they
are accessible when users print the forms in COINS Ti.
3.2.3 Add Files to External File Definition
External File Definition F/M contains the file’s name, external file type, the hierarchical level to which it
applies, and the file’s active/inactive status.
To add a logo or other external file:
5. Sign into COINS Ti.
6. Use the tree menu to go to System Configuration > Report Configuration > External File
Definitions File.
7. Click the Add button or press Ctrl+N. A sample screen appears as shown in Figure 3: External File
Definition File, followed by descriptions of the most important fields.
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COINS Enhancement:
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Crystal Report Form Definitions
Figure 3: External File Definition File
External File Type
This field determines where the file can be used. For example:
LOGOF
To use the file as a logo on forms such as A/R statements, billings, purchase order,
change request forms, etc. The file must be a JPG.
LOGOR
To use the file as a logo on reports, such as the Serviced Equipment History Report. The
file must be a JPG.
SIGN
To use this file as a signature on forms that support one. The file must be a JPG.
T&C
To use this file as Terms & Conditions text for a purchase order. The file must be an RTF.
External File Name
Enter the name of the file, including its extension (JPG or RTF, as appropriate), in upper and lower
case exactly as named. You do not have to enter the full path name, since the system uses the
propath to find the file in the cust directory.
External File Status
Set the status to Active.
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COINS Enhancement:
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Hierarchical Level
Select the hierarchical level to System.
3.2.4 Update External File Hierarchy
External File Hierarchical Order determines whether an External File ID applies to a specific document
for a specific hierarchical level and level value.
To enable a logo or other file for a specific form or report at the system level:
1. Select External File Hierarchy from the tree menu: System Configuration > Report Configuration
> External File Hierarchical Order.
2. Enter System as the Hierarchical Level. The screen lists all active external files and all active
report types.
3. Locate the form or report.
Tip
You can change the sort order of any column by clicking on the column heading. For example,
when selecting the files for purchase orders, click on the Report Definition Type Description
column heading to gather all the options for that form together in one convenient place.
4. Check the “In Use” box for each file that you want to use on that form. Note: Some columns in
Figure 4 have been shrunk to display the separate “In Use” settings for each type of file that is
used for purchase orders.
5. Repeat steps 3 and 0 to set up system-level logos and other external files for each form and
report that you plan to use.
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Figure 4: Selecting the External Files to use for Purchase Orders
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4 Screens and Field Definitions
Detailed descriptions and sample screens for the options on the Report Configuration menu appear
below. The functions are described in the order in which they are typically used:
1. External File Type File
2. External File Definition File
3. Report Type File
4. Report Definition File
5. External File Hierarchical Order
NOTE
Report Configuration files are set up at the System Administration level, so the
databases, companies, divisions, or jobs used in various definitions are not validated.
4.1 External File Type File
The External File Type File determines which types of external files are supported for the specific types
of forms and reports in the Report Type File (discussed on page 18).
The External File Type File comes with the 5 reserved file types that are listed in Table 3. You may set up
additional external file types if you need them for customized documents. The file will automatically be
updated if other reserved file types are added in the future for standard forms and reports, but your
entries will not be affected.
Table 3: Reserved External File Types
Type
Description
Notes
LOGOF
Logo – Forms
A graphic to be used on forms, in JPG format
LOGOR
Logo – Reports
A graphic file to be used on reports, in JPG format
LOGOT
Logo Area Text
A text file in RTF format
Typically contains license number or other information to
be printed with the logo
SIGN
Signature
A graphic file in JPG format
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COINS Enhancement:
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Crystal Report Form Definitions
Type
Description
Notes
T&C
Terms and Conditions
A text file in RTF format
Figure 5: Reserved External File Type
Field Definitions
External File Type
Enter a unique code of up to 8 characters to identify the external file type.
Description
Enter a brief description to describe where the file type is used.
File Extension Type
Select the extension used in file names for this type of external file. All files for this external file type
need to be in the file format specified here.
For graphic files such as logos and signatures, you can use one of 4 formats: BMP, JPG, PNG, and TIF.
The three predefined graphic file types all require the JPG format.
For text files, the only extension currently supported is RTF (rich text format).
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COINS Enhancement:
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Reserved
This field is display only. The external file types provided with COINS Ti are marked as reserved. This
means that you can view the entry but you cannot edit or delete it. External file types added by the
client cannot be marked as reserved.
4.2 External File Definition File
The External File Definition File contains identifying information for each external file that you use,
including the file’s name, its external file type, and the hierarchical level to which it applies (system,
database, company, etc.). You may also make an external file inactive, which is an alternative to
permanently deleting it from the server.
For example, you normally use a company-level logo on RFI forms but for one very large and highly
visible job you want to use a special job logo instead. For the RFI report type, you would set up the
following logos as external files:
Job logo
Specific for this one job; other jobs fall back to a lower level in the hierarchy and use
the company level logo instead.
Company logos
One for each company that needs its own unique logo; if the system can’t identify a
company-level logo, it uses the system-level one.
System logo
For use as a “fall back” when a more specific file cannot be identified.
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COINS Enhancement:
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Figure 6: External File Definition F/M
Field Definitions
External File Id
Enter a unique, identifying code for each external file, using up to 15 characters.
Description
Enter a short description of the file, typically an explanation of its use. For example, the sample
screen in Figure 6: External File Definition F/M represents a logo to be used on forms for the pm
database.
External File Type
Select the appropriate External File Type, using the lookup to find and select an entry from the
External File Type F/M (described on page 13).
External File Name
Specify the file name for the external file, including its extension. Be sure to enter the file name
precisely as it was named, including upper and lower case. You only need to enter the file name, not
the full path name, since the system uses the propath to find the file. COINS USA recommends that
you store all External Files in the same directory, e.g., the COINS cust directory.
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External File Status
Set the status to Active or Inactive to determine whether the file may be used when generating
forms or reports. For example, when you start using a new corporate logo, you could inactivate
external files containing the old logo instead of deleting them from the file system.
Hierarchical Level
Select the hierarchical level appropriate for the external file (see Table 4: Hierarchical Levels
Ordered from Most Specific to Most General for the 5 hierarchical levels you can choose from). For
example, you would select Co if you have a multi-company database and you want to use different
logos for different companies.
There should always be a system-level version of each type of external file for use if a more specific
one cannot be found.
Level Value
Provide identifying information appropriate to the selected hierarchical level. For example, if the
hierarchical level is Database, you need to specify the database to which the file applies. The Level
Value must be entered in the exact format specified in the help line at the bottom of the screen,
with no spaces. The formats are listed in Table 4.
Table 4: Hierarchical Levels Ordered from Most Specific to Most General
Hierarchical
Level
Level Value Format
Examples1
Job
Database followed by a comma
and the Job number
d6,07001
Job 07001 in database d6
a1,900
Job 900 in database a1
Co/Div
Database followed by a comma,
the Company number followed by
a comma, and the Division
number
d6,1,100
Company 1, division 100, in database d6
a1,900,100
Company 900, division 100, in database a1
1
The information you enter in the Level Value field is not validated, since External File Definition F/M is
a system file rather than a database level file.
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Hierarchical
Level
Level Value Format
Examples1
Co
Database followed by a comma
and the Company number
d6,1
Company 1 in database d6
a1,900
Company 900 in database a1
Database
Database
d6
Database d6
a1
Database a1
System
Not applicable
Not applicable
4.3 Report Type File
Each function with a CR report, form, or merge has a report type defined for it. The Report Type File
determines which External File Types (see page 13) can be used with which type of form, report, or
template. The file is pre-populated with the report types needed for standard COINS Ti functions. When
you run a report, the Report Type File Combo box is based on the Report Type File and only displays
report definitions associated with the function’s report type.
It is rare that you would need to add report types to this file.2 When you customize one of the
standard forms, you don’t create a separate report type. Instead you use the User Defined External Files
tab. For example, if you added a second logo to the RFI form, you would update the User Defined
External Files tab for the tx28-1 report type. When a COINS Ti update is installed, it refreshes the
Primary Info and External Files tabs (i.e., the reserved information). Anything you add to the User
Defined tabs will be preserved.
The Report Type File contains 4 tabs: Primary Info, External Files, User Defined External Files, and User
Defined Hooks. This document provides sample screens and field definitions for all 4 tabs.
2
The exception is when developing a client-specific report from scratch. The report type needs to be
included in all the programs related to the new report and added to the Report Type File. Programming
new reports is beyond the scope of this document; please contact your Account Representative.
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4.3.1 Report Type File: Primary Info tab
This tab provides a description and identifies the maximum hierarchical level. It is view only for
“Reserved” report types.
Figure 7: Report Type F/M – Primary Info tab
Field Definitions
Report Type
This is a unique identifier for the report type that matches the code in the corresponding COINS Ti
program. Examples of some standard report types and their associated functions are:
bx063-1 Standard Invoice
ix14-1 Purchase Order Form
tx24-3 Transmittal Letter
Description
This field contains a brief description, typically describing where the report type is used.
External File Hierarchical Maximum Level
This field displays the maximum hierarchical level for the report type using one of the following
designations:
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1.
2.
3.
4.
5.
System
Database
Company (Co)
Company/Division (Co/Div)
Job
Different levels of hierarchy are applicable to different types of documents. For example, it wouldn’t
make sense for the Serviced Equipment History Report to retrieve information from the company
level since the report might contain information for more than one company. Therefore the
maximum hierarchical level for this report is Database.
Reserved
This field is display only. The Report Types provided with COINS Ti are marked as reserved. This
means that you can view the entry but you cannot delete it. You may edit the information on the
User Defined External Files tab and the User Defined Hooks tab. The information on the Primary Info
and External Files tabs is display only.
4.3.2 Report Type File: External Files tab
This tab lists the external file types that can be used for this report type and specifies their position by
associating them with specific form fields. It is view only for “Reserved” report types.
Figure 8: Report Type F/M – External Files tab
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Field Definitions
External File Type
An .rpt file may use up to 10 fields for external files: 5 binary fields (typically graphics, such as logos
or signatures) and 5 text fields. This screen identifies which external file type applies to each
external file field that is used in a standard .rpt file.
Use the User Defined External Files tab if you want to use additional external files for a report type.
Label
The label identifies the purpose and sometimes the position of a specific external file field in the .rpt
file.
4.3.3 Report Type File: User Defined External Files tab
This tab is used with customized forms and templates. It lets the user specify additional external file
types that can be used for this report type and associates them with specific fields that you added to
your customized version of the .rpt file.
Figure 9: Report Type F/M – User Defined External Files
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Field Definitions
External File Type
If you make a customized version of an .rpt file, you may include up to 10 additional external files
using the fields listed here: 5 binary fields (typically graphics, such as logos or signatures) and 5 text
fields.
For example, let’s say that the standard, COINS USA-supplied version of a form provides space for
one logo (External File Type = LOGOF), but you want to print two logos on the forms. After creating a
copy of the .rpt file, you add the extra logo to a specific place on the form and associate it with one
of the 5 binary user defined fields. Once that is done, update the report type to identify the external
file type that applies to the user defined external file field.
Label
Enter a label to identify the purpose or position of each external file.
4.3.4 Report Type File: User Defined Hooks tab
This tab is used with customized forms and templates. Hooks are client-specific programs that can be
used for various purposes. In this case, they can return data elements that aren’t included in the
standard data set but that you need for your customized version of the .rpt or .dot file.
Figure 10: Report Type F/M – User Defined Hooks
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Field Definitions
Result Data To Be Included in Report
COINS USA provides a schema or standard data set for each form, report, and merge template. The
data set contains more data elements than are used in the standard version of the form/report so
that you can more easily customize your version.
If you need an element of data that is not part of the standard data set for a Report Type, a small
custom program that “hooks” into the function can extract or calculate the desired item of
information. On the User Defined Hooks screen, you would specify the program name that sends
that data element to the form.
For example
To add the customer’s purchase order number and the job’s retainage percent to the RFI form:
1. Develop two programs to extract the data from the Job File. Let’s call the programs
JobCustomerPO.p and Retention.p.
2. Add the program names to the Report Type as shown in Figure 10.
3. Add the data to your customized version of the RFI form using the fields UserHookChar01 and
UserHookDec01. The field names refer to the program positions that are shown in Figure 10.
Omit the program name extension (.p).
See Customizing a Form or Report beginning on page 35 for more information about customizing
forms and reports.
4.4 Report Definition File
The Report Definition File is where CR report definitions (.rpt files) and Microsoft Word template files
(.dot files) are cataloged and associated with specific report types. When you install COINS Ti, the file is
pre-populated with the standard .rpt and .dot files that come with the product.
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Figure 11: Report Definition File Show screen
If you create your own version of a form, report, or merge template, you need to add it to this file
before you can generate it.
Tip
COINS recommends that you inactivate the standard COINS Ti version of the report to remove
it from the dropdown list in the function after the custom one is set up, unless you wish to use
both versions.
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Figure 12: Report Definition F/M
Field Definitions
Report Id
Enter a unique, identifying code for each report definition.
Description
Enter a short description to identify the report definition. The description appears on the function’s
dropdown list to help you select the appropriate form or report.
Report Type
Use the dropdown list to find and select the desired report type from the predefined report types
associated with specific COINS Ti functions. This determines which report definitions are listed in
that function when you print a document.
File Name
Specify the file name for the report file or template. You only need to enter the file name, not the
full path name, since the system uses the propath to find the file.
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Report Status
If the report definition is marked as Active, it is available for selection in the dropdown list for the
designated function.
Setting a report definition to Inactive removes it from the dropdown list. It remains inactive unless
you update it again, even when new releases are installed.
4.5 External File Hierarchical Order
The External File Hierarchical Order function determines which external files are used and their relative
hierarchy for COINS Ti functions that use CR-based report and form definitions. By cross referencing the
External File Definition and the Report Definition, this function shows the files and report definitions at
each level and lets you set the files to be used for specific documents. The only thing you can update is
the In Use setting for a field that is included in the Report Definition. If other information needs to be
updated, use the External File Definition File (see page 15) or the Report Type File (see page 18).
Only one external file can be used for a specific report definition at a specific hierarchical level.
However, you can use other logos, signatures, etc., for the document at a different Hierarchical
Level/Level Value combination.
To review the files for multiple hierarchical levels and values, use the Show option by clicking the Show
button or pressing Crtl + O. The Show screen shows all the logos that have been checked for use. You
may sort the entries by clicking on a column heading. The COINS Ti Columns, Filters, and Sort Editors
help you view specific entries or types of information. For example, Figure 13 shows external files
related to RFIs (filtering on Report Definition Types beginning with tx28) with a column set that has been
customized according to the user’s preference.
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Figure 13: Using Filter and Column Sets with the External File Hierarchical Order Show Screen
To use a file for a specific document at a specific hierarchical level and value, specify the level and value
on the main screen as shown in Figure 14. In this example, we are looking at all the external files set at
the Database level for database a1. Only Active files are shown. You must click the In Use box for each
Report Definition that you want to use the file with.
Figure 14: Selecting External Files to Use on a Form
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5 Printing Standard Forms, Reports
and Letters
There are several functions for printing and merging when a COINS Ti menu option has CR-based forms
or reports. They are pointed out in Figure 15 below.
Figure 15: Menu Options in P/M Related to Printing and other Output
A
If you click the Print button on the standard COINS Ti menu bar, a selection screen will appear.
You can use it to select a range of data to print, or choose from among multiple report types
associated with the function. For example, you could print either a RFI Report (Report Type
tx28-2) or some RFI forms (tx28-1).
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B
The Print button on the secondary menu generates a form for the record that is displayed on
the screen; in the example shown in Figure 15, it would print an RFI form (tx28-1). This button
is dimmed if you have not selected a specific record, or if a form is not available in a given
function.
C
The Merge button on the secondary menu generates a letter based on the record that is
displayed on the screen; in the example shown in Figure 15, it would print an RFI Generic
Letter (tx28-3). This button is dimmed if you have not selected a specific record, or if a letter
template is not available in a given function.
5.1 Printing a Standard Form
When you print a Crystal Reports document using the Print button on the standard COINS Ti menu bar,
you may be able to use selection criteria to retrieve data from the database, such as starting/ending
fields, open/closed, or active/inactive flags, as shown in Figure 16. You won’t see selection options that
affect the version of a report, such as for detailed vs. summary versions. The document’s appearance on
paper is controlled by the Crystal Reports form and external files set up in Report Configuration, as
described earlier in this document.
The system uses the External File Hierarchical Order to determine which external files to use, starting
with the most specific level for the report type. For example, it will use the job-level record if a valid one
exists. If not, it drops back to the company/division to find the logo. If not, it drops back to the company
level, then to the database, and finally to the system level. That is why it is important that there always
be a system-level file to use as a “fall back” when a more specific file cannot be identified. Different
functions have different report types and levels of hierarchy available.
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Figure 16: Report Criteria
Figure 17: Crystal Report Print Options
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Field Definitions (Selected Fields)
Report Definition
The applicable report type is predetermined in the COINS Ti program. When this screen prompts for
the desired report definition, the dropdown box is based on the Report Type File and lists only
Report Definitions for that report type. Any reports you defined and set up for the function will also
appear on the dropdown list.
Print To
Crystal Reports documents have Printer, File, Screen, COLD, and E-mail as the valid “Print to”
options.
Printer
Used to print the document on any printer set up for your PC. This option replaces
the Printer and Local Printer options for standard COINS Ti reports.
File
Used to send the document directly to file, choosing one of several supported file
formats: PDF, Microsoft Excel, Microsoft Word, and RTF. This option replaces the
File and PDF File options for standard COINS Ti reports.
Screen
Displays the document in the Report Viewer. From the Report Viewer, you may
print, export, or email the document.
COLD
Archives the document to the system COLD folder.
E-mail
Sends a copy of the document to up to five email addresses using the email
application configured for your PC.
5.2 Printing a Letter
COINS Ti interfaces with Microsoft Word for the printing of letters relating to P/M functions where a
letter report ID is defined, including Correspondence (Report Type = tx20-3), Issues (tx22-3), Requests
for Information (Report Type tx28-3), and others.
To generate letters from one of these functions:
1. Go to the specific transaction for which you want to generate letters. For example, we want to
generate a letter about an unresolved safety violation, so we are using the Correspondence
function as shown in Figure 18.
2. Click the Generate Letter
icon on the menu bar.
There are several templates for the Correspondence function (Report Type = tt20-3), so use the
dropdown list to select the Safety Violation letter template.
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3. Select the contacts to receive the letter by finding them on the Available Contacts list. Click Add
to move them from Available Contacts to Selected Contacts.
A letter will be generated for each contact in the Selected Contacts list. See Figure 19.
4. Click the Generate button.
Microsoft Word opens and displays the letter as shown in Figure 20: Sample Letter. If multiple
contacts were selected, there is a separate letter for each recipient.
5. In Microsoft Word, add any other information to the letter. For example, the letter shown in
Figure 20 needs the sender’s last name and title.
6. Use Word’s commands to print copies of the letters or to save them to your PC.
Figure 18: Correspondence Record
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Figure 19: Generate Letter
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Figure 20: Sample Letter
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6 Customizing a Form or Report
This section briefly describes how to customize a standard CR-based form and use it in lieu of the
standard form. Contact COINS USA to arrange for training if you want more detail on this process, or if
you want to create CR-based forms and reports for a function not already set up for use with Crystal
Reports.
There are 7 steps to the process:
1.
2.
3.
4.
5.
6.
7.
Download the Standard RPT file from the COINS Server
Rename the RPT File
Edit the Renamed File on the PC
Place the new RPT File on the COINS Server
Set Up Report Configuration for the New Form
Test the New Form
Inactivate the Standard Form
6.1 Download the Standard RPT file from the COINS Server
Start with a copy of the standard version of the form. Transfer a copy of the .rpt file from the COINS
server to your PC. If using FTP (e.g., Multiview File Transfer or WS_FTP Pro), be sure to use binary
transfer mode. As you work with Crystal Reports on your PC, this will be the basis for your customized
report definition.
The standard definitions are stored in the COINS module folders according to the module to which they
are related, for example:
Module
Project Management
Folder
tt
Sample File Name
tt24.rpt
P/M Transmittal Form
tt24r.rpt P/M Transmittal Report
Service Management
mt
mtr03.rpt SM Serviced Equipment History Report
Billing
bt
bx063-1
BI Invoice - Cost Basis
Purchase Order/Inventory
it
ix14-1
PO/IN Purchase Order Form
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Starting with a standard form gives you access to a data set that has been predefined by COINS USA for
your convenience. These data sets contain all sorts of fields that COINS USA thinks may be useful for a
specific form or report, many of which are not used on the standard version. If you need data elements
that aren’t part of the data set, you’ll need to 1) create a small program to extract it from the system
and 2) add the program to the Report Type as a User Defined Hook as described in Report Type File on
page 18.
6.2 Rename the RPT File
Make your changes to a copy of the original file and save your version under a different name. For
example, if working with the Transmittal Form, you might rename the copy on your PC from tt24.rpt to
my_transmittal.rpt. This is important because COINS USA periodically changes standard form or
template definitions and adds new ones. The new and updated .rpt and .dot files are included when we
send out a release. If you modify the .rpt file (or .dot template) provided by COINS USA, your changes
may be overwritten when the next COINS Ti update is installed.
6.3 Edit the Renamed File on the PC
Using Crystal Reports, edit the renamed version of the .rpt definition on your PC. As mentioned in
Software Requirements on page 5, you must have Crystal Reports XI to do this. For example, to add a
field:
1.
2.
3.
4.
5.
6.
7.
8.
Open the report definition in Crystal Reports. Make sure you are in the Design view.
Click View > Field Explorer if the Field Explorer panel is not already open.
Click the plus sign (+) next to Database Fields in the Field Explorer. This opens the fields list.
In the Field Explorer, click the + sign next to the category of field you want to add to open the
field list.
In the Field Explorer, click on the field you want to add. Drag the selected field to the desired
position on the form in the Design view.
Add a field label to the added field.
Change the formatting of the added field, if desired. An easy way to make the new field look like
an existing one is to use the Format Painter.
Select a field that has the desired formatting.
9. Click the Format Painter icon ( ) on the Standard toolbar.
10. Click on the new field to change it to the same font face, size, color, etc., as the first field.
11. Save the file.
Figure 21 shows how the project manager’s name was added to the header area of the Transmittal Form
by dragging it from the list in the Field Explorer. Consult the Crystal Reports documentation for more
specific information about working with report definitions.
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Figure 21: Adding Project Manager to Transmittal Form
6.4 Place the new RPT File on the COINS Server
Place a copy of the new file in the cust directory on your COINS server. If using Multiview File Transfer or
WS_FTP Pro, be sure to use binary transfer mode.
Make sure the file has read/write permission set for it. This will prevent problems when you set up the
Report Definition for the new file.
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6.5 Set Up Report Configuration for the New Form
Set up the new form by adding an entry to the Report Definition File, which is where CR report
definitions (.rpt files) are cataloged and associated with specific report types. Figure 22: Report
Definition for Custom Transmittal Form shows how our new transmittal form uses the same Report Type
as the standard system form. It is also marked Active, to make the definition available when you print
the form.
If the form uses any external files, use the External File Hierarchical Order screen to specify which files
to use for which areas of the form. Figure 23: Specify External Files for New Form shows how to select
the system default logo for the new form..
Figure 22: Report Definition for Custom Transmittal Form
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Figure 23: Specify External Files for New Form
6.6 Test the New Form
Print copies of the new form or report to make sure it meets your requirements. Repeat Steps 3 through
5 as necessary until you are satisfied. The general process is:
1. Use the File > Print command or the Print button on the upper menu bar for the steps below.
2. Print the original form/report. Make sure that both the old and new definitions are listed on the
Report Definition dropdown list, as shown in Figure 24.
3. Repeat the print, selecting the new version of the form and using the same selection criteria as
for the first form/report.
4. Verify that data shared by both forms is the same.
5. Verify that the changes you made appear on the new form. In our example, you would verify that
the Project Manager appears in the report’s header section (see Figure 25: Customized Version of
Transmittal Form).
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Figure 24: Report Definition Options Include New Form
Figure 25: Customized Version of Transmittal Form
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Use the Printer icon on the secondary menu bar (labeled B in Figure 15 on page 28) if you customized a
form that can be printed from a transaction screen:
1. Go to the function and view a record.
2. Select the printer icon on the secondary menu bar.
3. Verify that the system makes you pick the report definition to use because there are two active
definitions for the form, as shown in Figure 26: Select Form to Print.
4. Print the old version of the form, then the new version.
5. Verify that data shared by both forms is the same and that the changes you made appear on the
new form.
Figure 26: Select Form to Print
6.7 Inactivate the Standard Form
If there are multiple forms – standard and customized – for a given option, the system prompts which
one to use as shown in Figure 26. To avoid this prompt, inactivate the standards COINS version of it.
1. In the Report Definition File, select the standard COINS report definition.
2. Set its Active/Inactive status to Inactive.
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