Designing reports

No matter what your role in Longview Analysis and Reporting and Longview Input, you can view templates, DataViews, and input views in report format.

In this chapter, you can find information on these main topics:

• “Understanding reports and their features”
• “Viewing files in report format”
• “Selecting new symbols for reports”
• “Navigating reports”
• “Formatting reports”
• “Viewing input comments”
• “Printing reports”
• “Saving reports”

Understanding reports and their features

The following illustration shows a report with its main features.

A report consists of the following features:

Viewing files in report format

No matter what your role in Longview Analysis and Reporting and Longview Input, you can view templates, DataViews, and input views in report format.

However, the way in which you access the report view may differ according to your role.

To view a file in report format, follow these steps.

1. Open the file you want to view in report format.
2. In the template, DataView, or input view, choose View > Report. The report view appears, showing your file in report format. (If you are an Input Publisher, the data appears as blanks only.)
   

Selecting new symbols for reports

Depending on your role and the properties of the file on which the report is based, you may be able to change the symbols that appear in a report.

To change the symbols in a report, follow these steps.

1. In the report view, choose Format > Choose Symbols. The Symbol Selections dialog may appear, or you may have to select other dimensions first. (Alternatively, you can right-click on a symbol name or description, and in the menu that appears, choose Choose Symbols. The Symbol Selection dialog appears, showing the dimension you chose.)
   
2. Select symbols, as required.
3. When you are finished selecting your symbols, click OK. The report view appears showing the symbols you selected.

Navigating reports

You can use various features within the report to navigate and configure your reports.

Navigating through the pages of a report

The reports you open may contain many pages. If so, you can easily navigate through these pages using the navigation buttons in the report toolbar.

Note: A report contains more than one page only if you selected the With Page Breaks view mode. Otherwise, the report contains one page only, and the navigation buttons are inactive.

Changing the magnification of a report You can change the magnification of a report, to make it easier to read on your computer screen. The magnification setting does not change how the report is printed or saved.

To change the magnification of a report on your computer screen, select the appropriate percentage in the Zoom field.

The default value is 100%.

Changing the level of symbol detail

Depending on your role and the properties of the template, you may be able to increase or decrease the level of hierarchy detail within a report.

To do so, place the arrow pointer over a parent symbol. If a minus sign appears, you can collapse the hierarchy.

If a plus sign appears, you can expand the hierarchy. If you expand a down dimension, the hierarchy expands downwards; if you expand the across dimension, the hierarchy expands to the right.

Expanding and collapsing a hierarchy

You can expand and collapse hierarchies in the down and across dimensions of a report by clicking the plus and minus signs beside parent symbols, as described in “Changing the level of symbol detail”.

However, you can also choose a menu command to expand a selected parent symbol to show every level of symbol detail within it. For example:

You can also choose a menu command to display one level of detail within each occurrence of a selected parent symbol.

For example, if you have two outer dimension symbols, each inner dimension symbol occurs twice. You can expand each occurrence of the same parent symbol in the down or across dimensions to show one level of detail below the selected parent. For example:

Expanding hierarchies

To expand hierarchies in a report, follow these steps.

1. Right-click a parent symbol. A pop-up menu appears.
2. Do one of the following:
   • Choose Expand All For Selected Symbol. The hierarchy expands to show all symbols within the selected parent symbol, but only for the selected occurrence of that parent symbol. Other occurrences of that parent symbol are not expanded.
   • Choose Expand One Level for All Occurrences. The hierarchy expands to only the first level of symbols under the selected parent symbol, for all the occurrences of that parent symbol.
   • In a template that includes an inner dimension, expand the inner dimension to display the symbols you want, and then right-click its corresponding symbol in the outer dimension and select Expand One - Match Inner Detail. This expands the outer dimension symbol one level down, and for each outer dimension child symbol, the inner dimension expands to match the inner dimension expansion of the parent symbol.
   • In a template that includes an inner dimension, expand the inner dimension to display the symbols you want, and then right-click in the outer dimension and select Expand All - Match Inner Detail. This expands all symbols visible in the outer dimension all levels down, and for each outer dimension child symbol, the inner dimension expands to match the inner dimension expansion of the parent symbol.
   • Click Expand All For All to expand all the symbols in all the dimensions in a given direction.

     Caution: Depending on the number of symbols in your template, the Expand All For All function has the potential to retrieve huge amounts of data, which may adversely affect the performance of your system. Use this function with caution.

Collapsing hierarchies

To collapse hierarchies in a report, follow these steps.

1. To collapse all hierarchies in a dimension, right-click any symbol in that dimension, and click Collapse All. All hierarchies in that dimension are collapsed.
2. To collapse the parent of a symbol, right-click the symbol whose parent you want to collapse and click Collapse Parent. The parent is collapsed.

Finding a specific symbol in a report

To navigate through a report, you can use the standard method of pressing the arrow keys and scroll bars. However, this can be time-consuming in a large report. If you know the name of the symbol you want to find, you can go to it directly.

To find a specific symbol, follow these steps.

1. In the report view, choose Go > Find Symbol. The Find Symbol dialog appears, showing a list of all symbols in the down dimension and across dimension of the report.
   
2. Complete these fields:

   Field	Description
   Dimension	Select the dimension containing the symbol.
   Symbol List	Select the symbol.

3. One or more of the arrow buttons become active, showing the direction in which, the symbol can be found. Select one of these buttons. The viewing area of the report shifts to display the symbol you selected, demarcated with a red marker.
   
4. To return to the report, click Close in the Find Symbol dialog.

Viewing additional information through links

The Publisher of a template may have set up external links to provide additional information about the template. The additional information may be available through a link to another web site, or perhaps to a pdf file containing additional information.

There are two types of links:

To view additional information through links, follow these steps.

1. Make sure you are working online. You cannot view links if you are working offline.
2. If any template-level links are associated with this template, all template links are listed in the Links menu. (If you are not a Publisher, and no template-level links are associated with this template, the Links menu does not appear at all.)
3. To view additional information related to a particular cell, right-click the cell. If any links of either type are associated with this template, they appear at the bottom of the pop-up menu.

Formatting reports

After you have opened a report, you may be able to change any or all of its features.

Specifying a title

Depending on your role and the properties of the template, you may be able to create a title for the report. The title provides a brief description of the report’s contents.

To specify the title of a report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears, with the Title tab in view.
   
2. Click one of the following tabs:

   Field	Description
   Left	To place the report title on the left side of the page.
   Center	To center the report title at the top of the page.
   Right	To place the report title on the right side of the page.

3. If you want the title to contain text, do the following:
   1. In the Text field, type a title for the report.
   2. Complete these fields:

   Field	Description
   Font	Select a font for the report title.
   Font Style	Select a font style for the report title.
   Size	Select a font size for the report title.

4. You can insert additional items whose values may change—for example, the page number or current date. The application inserts a token as a placeholder, to ensure that the date shown on the report, for example, is always current when saved. The token appears in the format:

   %%TokenName%%

   To use a token to insert information into the title, click the following icons as required:

   Icon	Description
   	To insert the schedule name, description, or both, into the report title. This option applies only if the report contains schedule information.
   	To insert the date into the report title.
   	To insert the time into the report title.
   	To insert the page number into the report title.
   	To insert the page number and total number of pages into the report title—for example, “2 of 10”.
   	To insert the name of the template into the report title.
   	To insert the current user’s full name into the report title.
   	To insert a list of the report’s root symbols for a particular dimension into the report title. Make sure you select the appropriate dimension in the Dimension field.

5. You can insert attribute values into the title by inserting an attribute token. To insert an attribute token into the title, enter the following into the Text field:

   <%[[ATTRIBUTE,AttrClass,AttrName,ObjectName]]%>

   where:

   • AttrClass is the attribute class. It can be SYSTEM, SYMBOL, USER, or GROUP.

     Note: The GROUP attribute class can be used only with DESCRIPTIONs specified for the AttrName parameter, which retrieves the current user group description.

   • AttrName is the attribute name.
   • ObjectName is the attribute object. System attributes and the GROUP attribute class do not require an object. ObjectName is mandatory for symbol attributes and specifies the symbol name. ObjectName is optional for user attributes and specifies the user ID. If no ObjectName is specified, the current user ID is used.

     Note: You can also specify other tokens for the ObjectName parameter; for example, %%TIMEPER%%. For this token to resolve correctly, the dimension must have one symbol selected and only the symbol name displayed. For more information, see “Specifying general settings”.

     For example:

     <%[[ATTRIBUTE, SYMBOL, ZGPNativeCurrency, %%ENTITIES%%]]%>

     For more information on attribute tokens, see the Longview Dashboard Designer Guide.

6. To insert an image, such as your company logo, into the title, do the following:
   1. Select Image.
   2. For Image File, type the name and path of the image file you want to use. If you are not sure of the file’s name or location, click Browse.
7. To see what the report looks like when printed, click OK. The report view appears, showing your changes.

Specifying a header

Depending on your role and the properties of the template, you may be able to create a header to provide more information about the report. The header may provide additional information such as the date and time the report was created.

To specify the header in a report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Header tab.
   
3. Click one of the following tabs:

   Field	Description
   Left	To place the report header on the left side of the page.
   Center	To center the report header at the top of the page.
   Right	To place the report header on the right side of the page.

4. If you want the header to contain text, do the following:
   1. In the Text field, enter text for the header.
   2. Complete these fields:

      Field	Description
      Font	Select a font for the report header.
      Font Style	Select a font style for the report header.
      Size	Select a font size for the report header.

5. You can insert additional items whose values may change—for example, the page number or current date. The application inserts a token as a placeholder, to ensure that the date shown on the report, for example, is always current when saved. The token appears in the format:

   %%TokenName%%

   To use a token to insert information into the header, click the following icons as required:

   Icon	Description
   	To insert the schedule name, description, or both, into the header. This option applies only if the report contains schedule information.
   	To insert the date into the header.
   	To insert the time into the header.
   	To insert the page number into the header.
   	To insert the page number and total number of pages into the header—for example, “2 of 10”.
   	To insert the name of the template into the header.
   	To insert the current user’s full name into the header.
   	To insert a list of the report’s root symbols for a particular dimension into the report header. Make sure you select the appropriate dimension in the Dimension field.

6. You can insert attribute values into the header by inserting an attribute token. To insert an attribute token into the header, enter the following into the Text field:

   <%[[ATTRIBUTE,AttrClass,AttrName,ObjectName]]%>

   where:

   • AttrClass is the attribute class. It can be SYSTEM, SYMBOL, USER, or GROUP.

     Note: The GROUP attribute class can be used only with DESCRIPTION specified for the AttrName parameter, which retrieves the current user group description.

   • AttrName is the attribute name.
   • ObjectName is the attribute object. System attributes and the GROUP attribute class do not require an object. ObjectName is mandatory for symbol attributes and specifies the symbol name. ObjectName is optional for user attributes and specifies the user ID. If no ObjectName is specified, the current user ID is used.

     Note: You can also specify other tokens for the ObjectName parameter; for example, %%TIMEPER%%. For this token to resolve correctly, the dimension must have one symbol selected and only the symbol name displayed. For more information, see “Specifying general settings”.

     For example:

     <%[[ATTRIBUTE, SYMBOL, ZGPNativeCurrency, %%ENTITIES%%]]%>

     For more information on attribute tokens, see the Longview Dashboard Designer Guide.

7. To insert an image, such as your company logo, into the header, do the following:
   1. Select Image.
   2. For Image File, type the name and path of the image file you want to use. If you are not sure of the file’s name or location, click Browse.
8. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Specifying a footer

Depending on your role and the properties of the template, you may be able to create a footer to provide more information about a report. The footer may provide additional report information such as page numbering and total number of pages in the report.

To specify a footer for a report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Footer tab.
   
3. Click one of the following tabs:

   Field	Description
   Left	To place the report footer on the left side of the page.
   Center	To center the report footer at the bottom of the page.
   Right	To place the report footer on the right side of the page.

4. If you want the footer to contain text, do the following:
   1. In the Text field, type text for the footer.
   2. Complete these fields:

      Field	Description
      Font	Select a font for the report footer.
      Font Style	Select a font style for the report footer.
      Size	Select a font size for the report footer.

5. You can insert additional items whose values may change—for example, the page number or current date. The application inserts a token as a placeholder, to ensure that the date shown on the report, will always be current when saved. The token appears in the format:

   %%TokenName%%

   To use a token to insert information into the footer, click the following icons as required:

   Icon	Description
   	To insert the schedule name, description, or both, into the footer. This option applies only if the report contains schedule information.
   	To insert the date into the footer.
   	To insert the time into the footer.
   	To insert the page number into the footer.
   	To insert the page number and total number of pages into the footer—for example, “2 of 10”.
   	To insert the name of the template into the footer.
   	To insert the current user’s full name into the footer.
   	To insert a list of the report’s root symbols for a particular dimension into the report footer. Make sure you select the appropriate dimension in the Dimension field.

6. You can insert additional items whose values may change—for example, the page number or current date. The application inserts a token as a placeholder, to ensure that the date shown on the report will be current when saved. The token appears in the format:

   <%[[ATTRIBUTE,AttrClass,AttrName,ObjectName]]%>

   where:

   • AttrClass is the attribute class. It can be SYSTEM, SYMBOL, USER, or GROUP.

     Note: The GROUP attribute class can be used only with DESCRIPTION specified for the AttrName parameter, which retrieves the current user group description.

   • AttrName is the attribute name.
   • ObjectName is the attribute object. System attributes and the GROUP attribute class do not require an object. ObjectName is mandatory for symbol attributes and specifies the symbol name. ObjectName is optional for user attributes and specifies the user ID. If no ObjectName is specified, the current user ID is used.

     Note: You can also specify other tokens for the ObjectName parameter; for example, %%TIMEPER%%. For this token to resolve correctly, the dimension must have one symbol selected and only the symbol name displayed. For more information, see “Specifying general settings”.

     For example:

     <%[[ATTRIBUTE, SYMBOL, ZGPNativeCurrency, %%ENTITIES%%]]%>

     For more information on attribute tokens, see the Longview Dashboard Designer Guide.

7. To insert an image, such as your company logo, into the header, do the following:
   1. Select Image.
   2. For Image File, type the name and path of the image file you want to use. If you are not sure of the file’s name or location, click Browse.
8. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Formatting the report body

The body of the report contains your data. Depending on your role and the properties of the template, you may be able to specify the underlines, gridlines, grid-shading, and frames used to accentuate your data, as well as the number formatting in which your data is displayed.

To specify the fonts in which your data is displayed, see “Formatting columns”, and “Formatting rows”.

To format the body of the report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.

   Note: To display the report view, select View > Report.

2. Click the Report Body tab.
   
3. In the Appearance section, complete these fields:

   Field	Description
   Automatic Underline	Select this field if you want parent symbols automatically separated from their children with an underline.
   Frame	Select this field if you want the body of the report framed with a border. Select the type of border in the drop-down list.
   Show Gridlines	Select this field if you want gridlines separating each row and column.
   Gridshade	Select this field if you want alternating rows or columns shaded. Then, select one of the two corresponding options in the drop-down list.
   Show Conditional Display Highlights	Select this field if you want the conditional highlighting and colors to be carried over into the report view and Web reports. Note: Conditional display highlights are overridden by symbol shading.

4. For Alternate Zero Indicator, select this field if you want a character other than 0 to represent zero values, and then select the alternate character in the drop-down list.
5. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Formatting columns

Depending on your role and the properties of the template, you may be able to specify the font in which column headings appear as well as the width of a report’s columns.

To specify the font of column headings and the width of columns in a report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Columns tab.

   

3. In the Column Headings section, complete these fields:

   Field	Description
   Font	Select a font for the column headings.
   Font Style	Select a font style for the column headings.
   Size	Select a font size for the column headings.
   Underline headings for inner dimension	Select this to underline inner dimension headings.
   Underline headings for outer dimensions	Select this to underline outer dimension headings.
   Bold headings for expanded parentsUnderline	Select this to bold the parents in the column headers when the parent is expanded.

4. In the Column Widths section, complete these fields.

   Field	Description
   To Fit - columns adjust to widest content	To specify the width of the report columns as the width of the column with the longest description or largest number.
   Specify Width – enter value below	To specify the width of the report columns as something other than the default. Enter the number of spaces in the field.
   Wrap Text	If you want text to wrap to the width of columns, select this option.

5. In the Column Options section, complete the following.

   Field	Description
   Display column headings on all pages	Select this field if you want the column headers displayed on all pages of the report. Otherwise, clear this field and the column headers appear on the first page only.

6. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Formatting rows

Depending on your role and the properties of the template, you may be able to specify the font in which both leaf symbol and parent rows appear, as well as the width of row headings in a report.

To specify the font for leaf and parent rows, and the width of row headings in a report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Rows tab.
   
3. In the Leaf Row Font section, complete these fields:

   Field	Description
   Font	Select a font for the leaf rows.
   Font Style	Select a font style for the leaf rows.
   Size	Select a font size for the leaf rows.
   Vertical Align	Select a row alignment for the leaf rows from one of: Top Middle Bottom

4. In the Parent Row Font section, complete these fields:

   Field	Description
   Font	Select a font for the parent rows.
   Font Style	Select a font style for the parent rows.
   Size	Select a font size for the parent rows.
   Vertical Align	Select a row alignment for the parent rows from one of: Top Middle Bottom

5. In the Default Row Heading Width section, complete these fields.

   Field	Description
   To Fit - columns adjust to widest content	To specify the width of the report columns as the width of the column with the longest description or largest number.
   Specify Width – enter value below	To specify the width of the report columns as something other than the default. Enter the number of spaces in the field.

Displaying scaling settings

The format in which the data in a report appears is called scaling. For example, if you are dealing with very large numbers, you may want to view those numbers in, say, thousands or millions. This makes the numbers easier to read.

Depending on your role and the properties of the template, you may be able to specify whether the scaling setting used in the report is displayed.

To specifying whether the scaling setting of a report is displayed, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Scaling tab.
   
3. Complete these fields:

   Field	Description
   Display Global Scaling	To display an indicator of the scaling used in the report, select this field.
   Position	Select the position within the report in which you want to display the scaling indicator.
   Display on all pages	Select this field to display the scaling indicator on all pages of the report. Otherwise, the scaling indicator appears on the first page only.
   Font	Select a font for the scaling information.
   Font Style	Select a font style for the scaling information.
   Size	Select a font size for the scaling information.

4. To see what the report looks like when printed, click OK. The report view appears showing your changes.
5. In the Row Heading Options section, complete these fields.

   Field	Description
   Indent	Use the radio buttons to select whether Parent Rows or Leaf Rows are indented in the report, and the drop-down list to specify how many spaces (0-5) each row should be indented relative to next level of the hierarchy. If Parent Rows is selected, leaf symbols in the hierarchy are displayed furthest left in the report, with parent symbols increasingly indented right the higher in the hierarchy they reside. If Leaf Rows is selected, the root symbol of the hierarchy is displayed furthest left in the report, with child and leaf symbols increasingly indented right the deeper in the hierarchy they reside.
   Display row headings on all pages	Select this field to show row headings on all pages of the report. Otherwise, row headings appear on the first page only, while all other pages in the report show data only.

6. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Changing the position of row headings

Depending on your role and the properties of the template, you may be able to move the row headings in a report to a new position.

The following illustration shows the row headings in the default position.

To change the position of the row headings, follow these steps.

1. In the report view, do one of the following:
   • For View Mode, select Without Page Break.
   • Enable the Fit to page option so that the report’s contents fit to one page. To do so, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Other tab.
   
3. Make sure Fit to is selected, and select 1 page wide by 1 page tall, in the corresponding fields.
4. Right-click on the heading of the column beside which you want to place the row headers. A pop-up menu appears.
5. Choose Insert Row Heading, followed by either Before Column or After Column. The row headings appear in the location you specified.

Specifying fixed symbols

Each dimension needs a reference to an individual default symbol in the dimension. The fixed symbol is a single symbol selected in one of the fixed dimensions.

By default, each fixed symbol in a report is displayed on all pages of that report, below the data. Depending on your role and the properties of the template, you may be able to change the position of these symbols, display them on the first page of the report only, or leave them out of the report altogether.

To specify the fixed symbols of a report, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Fixed Symbols tab.
   
3. In the Font section, complete these fields:

   Field	Description
   Font	Select a font for the fixed symbols.
   Font Style	Select a font style for the fixed symbols.
   Size	Select a font size for the fixed symbols.

4. In the Display Options section, complete these fields.

   Field	Description
   Display fixed symbols	To display the fixed symbols in the report, select this field.
   Position	You can display the fixed symbols either above or below the data.
   Display on all pages	To display the fixed symbols on all pages of the report, select this field.

5. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Formatting an individual symbol

Depending on your role and the properties of the template, you may be able to edit the appearance of individual symbols in a report. For example, you may want to underline a specific symbol, add shading to another, or change the font of another.

For example, in the following illustration, the Total revenue symbol is outlined and shaded, for easier identification.

To edit the format of an individual symbol, follow these steps.

1. In the report view, choose Format > Edit Symbol Format, and select the dimension containing the symbols you want to change. (Alternatively, you can right-click on a symbol name or description, and in the menu that appears, choose Edit Symbol Format.) The Symbol Format dialog appears, with the Font tab in view.
   
2. In the drop-down list in the Symbol Format section, select the symbol whose format you want to edit. This symbol appears in the list box above, which lists all symbols with special formatting in the report.
3. Make sure the symbol whose format you want to edit is selected in the list box.
4. Clear the Use Global Font field. The other fields on this tab become active.
5. Complete these fields:

   Field	Description
   Font	Select a font for the symbol.
   Font Style	Select a font style for the symbol.
   Size	Select a font size for the symbol.

6. To revert back to the original font, select Use Global Font.
7. Click the Display Options tab.
   
8. Make sure the symbol whose display options you want to edit is selected in the list box, and complete these fields:

   Field	Description
   Outline	Select this if you want the symbol’s row or column outlined. Then, in the corresponding drop-down list, select one of the following: Data Only: To outline the data only. Data and Header: To outline both the data and heading. Data and Bordered Header: To outline both the data and heading, and to add a border around the header. This option is available only for column symbols.
   Shade	Select this if you want the row or column shaded. Then, in the corresponding drop-down list, select one of the following: Data Only: To shade only the data. Data and Header: To shade both the data and header. Header only: To shade only the header.
   Underline	Select this if you want the row underlined. Then, in the corresponding drop-down list, select one of the following: Single: To underline the data for the symbol with a single line. Double: To underline the data for the symbol with a double line.
   Vertical Align	This option is available only for row symbols. Select this if you want to change the vertical alignment of the row. Then, in the corresponding drop-down list, select one of the following: Use Global Setting: To use the global alignment setting. Top: To align the symbol to the top of the report. Middle: To align the symbol to the middle of the report. Bottom: To align the symbol to the bottom of the report.
   Prefix	If necessary, type a character to precede the data in the cell. For example, you may want to place a dollar sign ( $ ) before the data.
   Left Justify	Select this to left justify the prefix within the cell. This is useful if you want to align the prefixes in the report. If you do not select this, the prefix appears immediately to the left of the first digit in the value.
   Suffix	If necessary, type a character to follow the data in the cell. For example, you may want to place a percent sign ( % ) after the data.

   If you are editing the format of a column symbol, the Vertical Align option is not available and additional fields are available under Column Widths.

   
9. In addition to the fields listed above, complete the following fields:

   Field	Description
   Use Global Width	Select this option if you want to use the global width for columns.
   Specify Width	To specify the width of the report columns as something other than the default. Enter the number of spaces in the field.
   Wrap Text	If you want text to wrap to the width of columns, select this option.

Formatting an individual cell

Depending on your role and the properties of the template, you may be able to edit the format of individual cells in a report, to make specific intersections of data stand out for easy identification.

For example, in the following report, the cell containing total revenue for the third quarter of 2003 stands out from the rest of the report.

To edit the format of an individual cell, complete these steps.

1. In the report view, choose Format > Edit Cell Format. (Alternatively, you can right-click on a cell, and in the menu that appears, choose Edit Cell Format.) The Cell Format dialog appears, with the Font tab in view.
   
2. In the Symbol section, select a symbol for each dimension in the database, to specify the cell’s coordinates.
3. Click New. The cell’s coordinates appear in the large field above. This field lists all the cells in the report that have special formatting. To delete special formatting from a cell at any time, select it in this field, and click Delete.
4. If you do not want to use the default fonts, clear the Use Default Font field. The other fields become active.
5. Complete these fields:

   Field	Description
   Font	Select a font for the data in the cell.
   Font Style	Select a font style for the data in the cell.
   Size	Select a font size for the data in the cell.

6. To revert back to the original font, select Use Global Font.
7. Click the Display Options tab in the Cell Format dialog.
   
8. Complete these fields:

   Field	Description
   Outline	Select this option to outline the cell.
   Shade	Select this option to shade the cell.
   Prefix	If necessary, type a character to precede the data in the cell. For example, you may want to place a dollar sign ( $ ) before the data.
   Left Justify	Select this option to left justify the prefix within the cell. This is useful if you want to align the prefixes in the report. If you do not select this, the prefix appears immediately to the left of the first digit in the value.
   Suffix	If necessary, type a character to follow the data in the cell. For example, you may want to place a percent sign ( % ) after the data.

9. Click OK. The report view appears showing your changes.

Adjusting spacing in reports

To make a report easier to read, you may be able to separate certain symbols by inserting a blank row or column between them. Depending on your role and the properties of the template, you may be able to insert blank rows or columns.

Creating a spacing row or column in a report

To make a report easier to read, you may want to separate certain symbols by inserting a blank row or column between them.

To create a blank row or column in a report, follow these steps.

1. In the report view, find the symbol beside which you want to create a blank symbol.
2. Right-click on the symbol. A pop-up menu appears.
3. Choose Insert Blank Symbol. The Create Blank Symbol dialog appears.
   
4. Complete these fields:

   Field	Description
   Before	To insert the blank symbol before the symbol you selected in step 1, select this field.
   After	To insert the blank symbol after the symbol you selected in step 1, select this field.

5. If you don’t want to use the global font, clear the Use Global Font field. The other Display Options fields become active.

   Field	Description
   Column Width	If you don’t want to use the global column width, select Specify Width from the drop-down list, then type in your desired width in the adjacent field. Note: The column width field is only displayed when creating a blank symbol for a column.
   Font	Select a font for the blank symbol description.
   Font Style	Select a font style for the blank symbol description.
   Size	Select a font size for the blank symbol description.
   Description	If necessary, type a description for the blank symbol. This description is only shown in the report view.

6. Click OK. The report appears, showing the extra spacing.
   

Editing a spacing row or column in a report

You may want to edit a blank row or column in a report.

To edit a blank row or column, follow these steps.

1. In the report view, find the blank symbol you want to edit.
2. Right-click on the symbol. A pop-up menu appears.
3. Choose Edit Blank Symbol. The Edit Blank Symbol dialog is displayed. Make your required changes to the blank symbol.

Deleting a spacing row or column from a report

You may want to delete a blank row or column in a report.

To delete a blank row or column, follow these steps.

1. In the report view, find the blank symbol you want to delete.
2. Right-click on the symbol. A pop-up menu appears.
3. Choose Remove Blank Symbol. The report appears, with the blank symbol deleted.

Viewing input comments

You can view the comments associated with data included in a report.

You cannot create comments in Longview Analysis and Reporting. You can only view the comments that others have created in Longview Input.

You can view comments only if the data cells they are associated with are currently visible in the report.

To view input comments in a report, follow these steps.

1. In the template, DataView, or input view, choose View > Report. The report view appears.
2. Select one of the following in the Display drop-down list.

   Field	Description
   Data Only	To view only the data in the report.
   Comments Only	To view only the comments in the report.
   Data and Comments	To view both the data and comments in the report. If you select this option, you may have to use the navigation buttons to find the page containing the comments.

   The comments appear in the report, showing the cell coordinates, the date, and the author, of the comments.

   
3. To revert back to viewing data only, select Data Only in the Display drop-down list.

Printing reports

Once you have prepared a report, you can print it.

Working with page breaks

In reports that span multiple pages, the application automatically inserts page breaks so that the report can be easily printed. However, these page breaks may not be where you want them.

Depending on your access, you can manually insert page breaks wherever you want in a report.

Note: Manually inserted page breaks do not appear in reports or templates accessed on the web.

Adding a page break

To add a page break to a report, follow these steps.

1. In the report view, select Without Page Break in the View Mode drop-down list. The report appears in Without Page Break mode.
2. Right-click anywhere in the body of the report. A pop-up menu appears.
3. Choose Show Page Break Grid. The report is outlined with a blue frame.
   
4. Right-click on the row or column heading next to which you want to add a page break. (For symbols in the across direction, the page break is added to the right of the selected symbol. For symbols in the down direction, the page break is added below the selected symbol.) A pop-up menu appears.
5. Choose Add Page Break. A dashed blue line appears beside the symbol, signifying a page break.
   
6. Repeat step 4 and step 5 for each page break you want to add.
7. When you are finished adding page breaks, select With Page Break in the View Mode drop-down list. The report appears in With Page Break mode, divided into the pages you defined.

Removing a page break

To remove a page break, follow these steps.

1. In the report view, select Without Page Break in the View Mode drop-down list. The report appears in Without Page Break mode.
2. If the page break grid is not already showing, right-click anywhere in the report. A pop-up menu appears.
3. Choose Show Page Break Grid. The page break grid appears displaying all existing page breaks.
   
4. Right-click on the symbol next to which you want to remove a page break. (For symbols in the across direction, page breaks appear to the right of the selected symbol. For symbols in the down direction, page breaks appear below the selected symbol.) A pop-up menu appears.
5. Choose Remove Page Break. The page break is removed.

Note: The only way to remove all manually created page breaks in a report is to remove each one individually using the steps in this procedure.

Specifying print order

Depending on your role and the properties of the template, you may be able to specify the order in which the pages of a report are printed—either from left to right, or top to bottom. Also, you can specify whether the entire contents of the report fit onto one page or not. Settings in this dialog are automatically used for printing Web reports and templates.

To specify the order in which the pages of a report are printed, follow these steps.

1. In the report view, choose Format > Edit Global Format. The Global Format dialog appears.
2. Click the Other tab.
   
3. Complete these fields:

   Field	Description
   Print Order	Select the direction in which you want to print the report.
   Adjust to	Select the print size in the report as a percentage of the normal size.
   Fit to	Select this field to have the entire contents of the report fit into the number of pages you specify in the corresponding fields.

4. To see what the report looks like when printed, click OK. The report view appears showing your changes.

Specifying printer options

You can specify printer settings for reports—page width, page orientation, printer tray to use, and so on. You specify printer options in the Page Setup dialog. Paper and orientation settings specified in this dialog are used automatically when printing the report from the web.

To specify your printer options, follow these steps.

1. Choose File > Page Setup. The Page Setup dialog appears.
   
2. Complete these fields:

   Field	Description
   Size	Select the paper size for the report.
   Source	Select the printer paper tray containing the correct paper for the report.
   Orientation	Select an orientation for the report.
   Margins (inches)	Select the top, bottom, left, and right margins for the report.

3. When you are satisfied with the printer settings, click OK. The report view appears.
4. Proceed to “Printing a report”.

Printing a report

Once you have prepared your report, you can print it. Before you do, make sure you have specified your printer settings. For more information, see “Specifying printer options”.

To print a report, follow these steps.

1. In the report view, choose File > Print. The Print dialog appears.
   
2. Specify your printing options as required.
3. Click OK. Your report is printed, and the report view appears.

Saving reports

Once you have prepared your report, you can save it.

Saving a report in Acrobat (pdf) format

You can save a report in Acrobat format. An Acrobat document appears in portable document format and is identified by its file name extension pdf. Reports that you save in Acrobat format are read-only and can be viewed on any platform.

This is an ideal format for reports you want to post on the company network or intranet.

To view Acrobat documents, you need to have the free Acrobat Reader software, version 6.0 (or later), installed on your computer. If necessary, you can download the latest version of the software from: http://www.adobe.com

To save a report in Acrobat format, follow these steps.

1. In the report view, choose File > Save As. The Save dialog appears.
   
2. Complete these fields:

   Field	Description
   Save in	Select the folder in which you want to save the report.
   File name	Type a name for the report.
   Save as type	Select Acrobat PDF (*.pdf).

3. Click Save. The file is saved, and the report view appears.

Saving a report in portable network graphics (png) format

You can save a report in portable network graphics format. This type of file is read-only and is viewed as a graphic file through a web browser.

This is an ideal format for reports you want to post on the company network or intranet.

To save a report in portable network graphics format, follow these steps.

1. In the report view, choose File > Save As. The Save dialog appears.
   
2. Complete these fields:

   Field	Description
   Save in	Select the folder in which you want to save the report.
   File name	Type a name for the report.
   Save as type	Select PNG File (*.png).

3. Click Save. The file is saved, and the report view appears.