Reports
What is a Report?
askSam reports let you view information from multiple Documents in an organized and summarized manner. To create a report you need to decide:
· What Documents you will select to include in the report.
· How these Documents will be sorted and grouped.
· What fields you'd like included in the report.
· How the report will be laid out.
Once you know this information, creating, editing, and running a report is simple.
Reports are stored as Report Documents in your askSam file. A single askSam file may contain many different reports, each designed to serve a specific purpose.
The Applicant Profile and Resume, Requisitons, Clients and Skills databases all contain predefined reports and stored searches
Running a Report
1. Open the database in which you want to run the report.
2. Choose TOOLS -> REPORTS (or press CTRL+R).
3. Choose the name of the report you want to run.
4. Choose the RUN button.
The report you selected is run and one of three things will happen:
If it is a report with a defined layout:
The Report Output window will open and the report will be displayed in this window. If you double click on any line in the report, you return to the Document containing the information in that line. By choosing the “Switch Back to Original File” button (or pressing CTRL+TAB), you can move between the report and your askSam file. You can also Print, Edit, and Save the contents of the report.
If you created a report with a Search or Sort request but without a layout
The Search Results Window will open at the bottom of the screen. The Documents selected by the report are listed in the Search Results Window. The first selected Document will be displayed in the top portion of your screen.
If askSam does not find any Documents that meet your search criteria
A Message Box will appear informing you that no matches were found. If this happens, check your selection criteria.
Report Links
When a report is output to a window, the information in the report remains linked to the information in your file. You can double click on any line in the report, and you return to the Document containing the information you clicked on. Your report remains open in another window. By pressing CTRL+TAB you can move between your file and the report. This is a convenient way to generate an overview of the information in your database and jump back to specific Documents.
Reports in askSam RTS
Each of the databases in askSam RTS contains predefined reports.We've listed the reports along with brief descriptions below.
The predefined reports are fully customizable. You may edit the existing reports to suit your needs or create new reports. For more information on creating and editing reports see Chapter 11 of the askSam User's Guide.
Reports in the Applicant Profile and Resume Database (resumes.ask)
Report Description
Applicant Listing by Job lists your applicants organized by Requisition Number.
Req.
Applicant Listing with alphabetical listing of applicants and applicant notes.
Notes
Applicant Telephone List sorted list of home and work phone numbers.
Callback / Todo lists Todo items sorted by the callback date.
Experience Search provides experience notes about applicants.
Multiple Search Request - enter three search requests for searching in experience Experience field.
Proximity Search search on two words in proximity to one another.
Quick Search search on any word or phrase.
Resumes Sent to Client list of companies who've receive an applicant's resume.
Search in Resume search for a word or phrase in the resume.
Secretary Search (Example for secretary applicants.
of Stored Search)
Skills Search lists skills for each applicant.
Source Report - Where are lists source of each resume.
our resumes coming from?
Reports in the Requisition Database (requistitions.ask)
Report Description
Callback / Todo lists Todo items sorted by the callback date.
Company Contact List sorted list of company contacts.
Cost Center Analysis itemized total of costs and expenses.
Date Required Report enter date range for searching Date Required field.
Job Requisition List - By List Job Requisitions sorted by Company.
Company
Job Requisition List - By List Job Requisitions sorted by Location.
Location
Job Requisition List - By List Job Requisitions sorted by Recruiter.
Recruiter
Quick Search search on any word or phrase in the file.
Resumes Received by sorted list of resumes received by clients.
Clients
Reports in the Skills Database (skills.ask)
Report Description
Personal Information sorted list of employee data.
Report
Quick Search search on any word or phrase in the file.
Telephone Directory sorted list of employee phone numbers.
Reports in the Clients database (clients.ask)
Report Description
Detailed Contact List sorted list of client contact information.
Labels (3 Wide) print 3 wide mailing labels
Labels (Continuous) print continuous mailing labels
Phone List by Company list of client phone numbers sorted by company
Phone List by Contact list of client phone numbers sorted by contact name
Creating A New Report
You can create new reports as needed in any of your RTS databases. Reports are created from the Report Manager Dialog Box. The Report Manager lets you create a new report, and switches to the new Report Document. You can then take the steps necessary to create the report:
· Select Documents to include in the report
· Sort and group the Documents
· Define a layout for the report.
A report does not require all three of these elements. In fact, a report may consist of any one element, any combination of elements, or all three elements combined.
To Create A New Report:
1. Choose TOOLS -> REPORTS (or press CTRL+R).
The Report Manger Dialog Box will appear.
2. Enter a name for the report and choose the Create button.
A new Report Document will be created, and you switch to the Report Editor.
When you switch to the Report Editor, you'll notice the following changes on your screen:
· The REPORT menu replaces the DOCUMENT menu.
· The Search Line is replaced by the Report toolbar
· The Field List is opened. A list of the fields in your file will be displayed.
Report Editor
3. Choose REPORT -> SELECT DOCUMENTS to determine which Documents
will be included in the report. You can choose either:
COMMAND DESCRIPTION
ALL All Documents are output in the report.
SEARCH Lets you select which Documents are output in the report by entering a search request.
STORED SEARCH Lets you select which Documents are output in the report by choosing a stored search request. The report uses this stored request to select the Documents that are output.
NOTE: The REPORT menu command is only displayed when you switch from Data Documents to Report Documents. You can switch by creating a new report or by choosing VIEW -> DOCUMENT TYPE -> REPORTS.
4. Choose REPORT -> SORTING AND GROUPING to set how the Documents in your report will be sorted and grouped.
The Sorting and Grouping Dialog Box will appear. (The chapter on Sorting and Outputting Lists describes the Sort Dialog Box or see Chapter 11 of the askSam Users Guide.)
5. Enter your Sort command and choose OK
You are now ready to define the layout for your report. You can insert fields, define which fields will be totaled and grouped, as well as define headers and footers. This example will show you how to insert a field.
6. Select the field you want to place in your report from the Field List. Drag and drop the field name to the position where you want it in your report.
7. Repeat step 6 until you have placed all the fields you want in your report.
8. Choose FILE -> SAVE (or press CTRL+S) to save the report.
9. To run your report, choose REPORT -> RUN.
The report will be run and output to a new Window. See "Running a Report" for details.
Note: There are various formats and report settings that affect the appearance of your report. For a complete list see Chapter 11 of the askSam User's Guide.
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