Lotus Notes Reporting - Tutorials

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Installing Notes Reports

Notes Reports is supplied as a single application executable (EXE) which is installed to the Lotus Notes / Domino software directory (same location as nnotes.dll).

The executable is named NotesReports.exe

Once the executable has been installed simply start the application, either by choosing the Start Menu link or directly clicking the executable and the main Notes Reports screen will be displayed.

Notes Reports

Opening a Notes Database

The first step in working with Notes Reports is to locate the required Notes database and browse for a Notes view.

The Notes Reports interface presents a database browser for locating Notes databases and views, which when "dropped down" allows a user to find the appropriate database.

The database browser interface is a familar "directory" style browser, providing an easy method to select; 1. a Domino Server / Local Notes client, 2. a Notes database and 3. a Notes view.

Notes Reports

Once the appropriate view has been located, simply double-clicking on the entry in the database browser will instruct Notes Reports to open the view and present the columns / fields ready for use.

Notes Reports

Building Notes Reports

Building reports with Notes Reports is as easy as dragging and dropping fields to regions in the report layout.

To construct the required report layout, you need to drag fields to the correct region, such as Row, Column or Data.

Notes Reports

Once fields have been dragged to the appropriate region Notes Reports will automatically present the data in the related hierachy.

Notes Reports

More than one field can be dragged to a region to produce a grouped layout of data with multiple results or aggregation.

Notes Reports

Grouped fields can be collapsed and expanded by clicking on the Plus (+) and Minus (-) icons next to the field. All fields can be expanded or collapsed by selecting View > Expand All or View > Collapse All from the menu bar.

Controlling Report Intervals

When field values are merged into groups you can right click on any field header and adjust the Interval calculations.

For example, with date fields you can group date-time values by months, quarters, years, etc.

Notes Reports

Once an interval has been selected Notes Reports immediately updates the report to reflect the change.

Notes Reports

Along with date-time group intervals, NotesĀ Reports allows you to group values using numeric intervals or alphabetically.

Notes Reports

When grouping alphabetically, text values are joined into groups by comparing their starting characters.

Notes Reports

Controlling Report Summaries

When field values are merged into groups you can right click on any field header and adjust the Summary calculations.

Automatic summary calculations are made based on field data values and you can choose how the summary is calculated by right clicking on any field header.

Notes Reports

For all fields you can display the Count, Minimum and Maximum values.

For numeric and date / time fields you can display the Sum, Average, Sample Standard Deviation, Population Standard Deviation, Sample Variance and Population Variance values.

Sorting Report Data

Clicking on any field header allows you to sort the data accordingly and the values in rows and columns are adjusted automatically.

Notes Reports

Sorting makes it much easier for users to find desired information and lets them adjust the flow of data before printing a report.

Filtering Report Data

Notes Reports can filter out the values used to calculate a report on the fly.

With the visual report filter users can manipulate reports using an easy to understand operation.

Users can focus on only the important data in a report by choosing how to filter values as required.

Notes Reports

Notes Reports also provides an advanced filter dialog allowing users to filter values to a much lower level.

Notes Reports

Ranges of values, partial matches, blanks, forecasting and advanced expressions allows data to be filtered in any combination.

Notes Reports

Advanced filters can be quickly applied from the filter bar at the bottom of the application and a history list of filters is maintained for quick and easy access.

Notes Reports

Printing Reports

Reports can be easily printed or previewed with Notes Reports.

Select the Print Preview action on the toolbar or the File > Print, File > Page Setup and File > Print Preview actions from the menu bar.

Notes Reports

Exporting Reports

Notes Reports can export report data to a range of different file formats.

Microsoft Excel (XLS), HyperText Markup Language (HTML), Extensible Markup Language (XML) and Text (TXT) file formats are all supported.

Notes Reports

Select the Export action on the toolbar or the File > Export action from the menu bar to export to the appropriate file type.

Creating Charts and Graphs

Notes Reports simplifies data analysis by allowing you to visualize summary data using charts and graphs in a range of different formats, such as Column, Bar, Line, Area and Pie charts.

Charts and Graphs are viewed by selecting the Chart View tab in Notes Reports.

Notes Reports

Charts are automatically calculated based on visible data values in the Pivot View.

Sorting or filtering values in the Pivot View is automatically represented in the Chart View providing a powerful data representation tool.

By default all data values are used as the basis of a chart, however selected values only can be used by choosing the Chart > Data Source > Selected Cells option.

Notes Reports

By highlighting or selecting specific values in the Pivot View the chart will reflect values accordingly. Multiple or non-related cells can be selected by holding down the CTRL key and clicking with the mouse.

Notes Reports

As charts reflect data in the Pivot View users can control whether data Columns or Rows are used for a charts category source by choosing the Chart > Category Source option.

Notes Reports

The chart series and axes will change automatically to reflect the category source change.

The type of chart presented, such as Column, Bar, Line, Area and Pie, can be selected by choosing the Chart > Chart Type option.

Notes Reports

Chart hints are displayed when the mouse is hovered over a chart to help understand the underlying values and data.

Notes Reports

Charts can be printed in exactly the same manner as normal reports by selecting the Print Preview action on the toolbar or the File > Print, File >> Page Setup and File > Print Preview actions from the menu bar.

Notes Reports

Report View Options

Report View Options controls how a report appears and behaves.

Notes Reports

Selecting View > Field List will display the field list dialog for selecting hidden fields. The Field List can also be displayed by right-clicking on the action panes.

Notes Reports

Fields can be dragged back and forth between the field list and the report area or the Add To action can be used to add fields from the Field List to the selected area.

Selecting View > Filter Dialog will display the advanced filter controls.

Selecting View > Best Fit will resize all columns to fit their contents. The action button on the toolbar can also be selected for quick access.

Selecting View > Column Fields, View >> Row Fields, View > Data Fields and View > Filter Fields allows control of the appropriate panes visibility.

Selecting View > Totals Location > Far or View > Totals Location > Near controls where in the report the Totals columns appear. Either to the left or right of data columns accordingly.

Selecting View > Totals Visibility >> and the various options allow full control over how grand total, total and summary columns are displayed.

Notes Reports

Selecting View > Expand AllĀ or View > Collapse All provides control for quickly expanding or collapsing all grouped columns in a report.

Notes Reports API

Notes Reports exposes a custom Application Programming Interface (API) to allow programmatic control of the application.

The API is exposed as an OLE interface to Notes Reports, allowing it to be "controlled" by a wide range of third part applications and scripting environments.

As an example, LotusScript can be used to interface with the Notes Reports application and provide methods to Open, Print, Preview, Export and Close all files created with Notes Reports.

Detailed below is a sample LotusScript agent demonstrating the Notes Reports API interface.

Sub Initialize()

Dim NotesReports as Variant

Set NotesReports = CreateObject("NotesReports.NotesReports")

Call NotesReports.Hide
Call NotesReports.Open("c:\sales-report.nrf")
Call NotesReports.Export("c:\sales.xls")

Set NotesReports = Nothing

End Sub

The API methods exposed by the Notes Reports OLE interface are detailed below.

NotesReports.Hide - Hide the active Notes Reports application window.

NotesReports.Show - Show the active Notes Reports application window.

NotesReports.Open(Filename) - Open the Notes Reports file specified in Filename.

NotesReports.Print - Print the current Notes Reports data without displaying any UI interaction.

NotesReports.Preview - Print Preview the current Notes Reports data in a modal UI interface (processing will not continue until the user closes the Print Preview screen).

NotesReports.Export(Filename) - Export the current Notes Reports data to the file specified in Filename.

The export file type is determined by the extension specified in Filename.

Supported extensions include .XLS, .HTML, .XML and .TXT.

If no extension is specified or an invalid extension is specified the default .TXT will be used.

Read 27366 times Last modified on 07 August 2012
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