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You can select which records to include in your report. In the Reports wizard, the Selection window displays tabs that relate to the report you selected. On the tabs, you can select a group of records based on certain conditions.

You can sort your data and include active/inactive records in your report.
  

Additional Field Information

Sortation
The Sortation section determines the order of the printed report data. The available options change depending on the type of report you select. Print options are also included in the Sortation section. Options display only if they pertain to the selected report.

Email the Letter/Item If
Email the letter/item to individuals instead of printing a copy for regular mail. Then select one of the following options:

  • To include individuals whose Pref. check box is selected in the Emails section of the record, select Preferred is Checked.
  • To email to individuals who have an email address entered, select Has an Email Addr.

Useful Information

This check box is saved per report and is not part of the saved selection. The options default to the same options you selected last time you ran the report.

Send to Multiple Emails
If you're emailing the letters/items, you can send them to multiple emails. If selected, the letter/item is sent to all email addresses associated with the individual. If cleared, the letter/item is only sent to the preferred email address (if you selected Preferred is Checked) or the first email address in the list (if you selected Has an Email Addr).

Include Billing Copies
If a billing address is entered in the Billing Address section of the family's record, select this option to print billing copies.

Include Family Marked as Loose Collections
Loose Collections is a designation that can be used to record non-documented donations, such as loose coins and bills given by visitors. Select this option to include special family loose collections in the report.

Fund Restrictions
This option only displays when a financial report is selected. Select this option to limit the families printed to those with a specific fund or funds.

Include Courtesy Copies
Select to include families whose statements are set to include courtesy copies in the Statements drop-down list of the Billing Address section on the family's record.

On the following tabs, you can select families, individuals, parishes/facilities, or events to include in a report:

  • Family Selections
  • Member Selections
  • Donor Selection
  • Parish of Family
  • Personnel Selections
  • Clergy/Rel. Selections
  • Staff/Vol. Selections
  • Teacher Selections
  • Catechist Selections
  • Position Selection
  • Parish/Fac. Selections
  • Institution Selections
  • Event Selections

 

To select records to include in reports

  1. On the selection tab, select one of the following options:
    • Include ALL <records>
    • Include <records> with ID Numbers (available with the Family, Institution, and Parish/Facility selection tabs)
    • Include ANY of the following <records>
  2. If you select Include <records> with ID Numbers, enter the ID Number(s).

    Tip

    Separate IDs using a comma, such as "1, 2, 10, 30, 100". You can also enter a series of IDs separated by a colon, such as "30:100".

  3. If you select Include ANY of the following <records>, select each record you want to include. Inactive records display in red.
  4. To locate a record quickly, click Quick Lookup.
  5. To view the report with the selections you've made, click Preview.
  6. If you plan to use these report criteria in the future, click Save.

 

Select families who have balances past due. You can search up to five categories, and you can set a minimum balance due based on the categories.

To select delinquent accounts

  1. Under Delinquency Day Categories, enter the number of days past due you want to include.
  2. Under Delinquent, to include all families with any balance, select Every Selected Family. To restrict families to a minimum balance due, select Families with an outstanding balance of more than, and click the drop-down list to enter an amount. For example, if you want to avoid printing delinquent statements for accounts less than $5.00, enter "$4.99".
  3. Click Preview.
  4. If you plan to use these report criteria in the future, click Save.

 

If you created EZ-Mail lists and selected the EZ-Mail sortation option, this tab displays. This is available with label, envelope, letter, and list reports.

Select All Trays and Pieces to include all the trays and pieces included when you built your EZ-Mail list. Click Range of Trays and Pieces, and select a start and end range of pieces from the drop-down lists to include only those pieces in your report.

 

Use the Additional Selections tab to create a specific set of criteria for a report. The fields and values available depend on the type of report being run. You can use the selections on this tab to filter your list of report criteria to a very specific level, for example:

  • Families living in Phoenix
  • Members in the 12th grade who play an instrument
  • Families who gave $1000 or more in the current year

Practice using the Additional Selections tab to learn more about how to use it efficiently. Right-click field names to see a description.

 

 View information about conditional relations.

Useful Information

Some relationships are not available for certain fields such as remarks.

  • Is equal to — Field = Value. Ex: Fam City is equal to Phoenix.
  • Is not equal to — Field ≠ Value. Ex: Fam State is not equal to Arizona. This relationship is useful when you want everything other than a specific value.
  • Is less than — Field < Value. Ex: Fam ID/Env Number is less than 3000.
  • Is less than or equal to — Field ≤ Value. Ex: Famy ID/Env Number is less than or equal to 3000.
  • Greater than — Field > Value. Ex: Fam ID/Env Number is greater than 3000.
  • Greater than or equal to — Field ≥ Value. Ex: Fam ID/Env Number is greater than or equal to 3000.
  • Is in list — The field is within a list of values. Each value must be in quotation marks and separated by commas. Ex: Fam City is in list "Phoenix", "Glendale".
  • Is not in this list — The field is not within a list of values. Each value must be in quotation marks and separated by commas.
  • Starts with — The field has the same beginning character or characters as the value in question. Ex: Fam Name starts with A.
  • Does not start with — The field has a different beginning character or characters than the value in question. Ex: Fam Zip does not start with 85.
  • Contains — The field includes the value. Ex: Fam E-Mail contains "hotmail". This returns a list of all family email addresses that include the word "hotmail."
  • Is not between — The field falls outside of two values. Ex: Fam ID/Env Number is not between 300 and 800.
  • Is between — The field falls between two values. Ex: Fam ID/Env Number is between 300 and 800.
  • Is ever equal to — The value in the field is equal to at least one of the fields entered. You could, for example, enter three conditions: Ministry is ever equal to Choir, Ministry is ever equal to Hospitality, and Ministry is ever equal to Baby Sitting. When you run the report, if Ministry is ever equal to Choir, Hospitality, or Baby Sitting, the member’s name is included in the report.
  • Is never equal to — The value in the field is not equal to one at least one of multiple fields entered. You could, for example, enter two conditions: Sac. Confirmation is never equal to Yes, and Sac. Confirmation is never equal to Approximate. When you run the report, if Sac. Confirmation is never equal to Yes or Approximate, the member’s name is included in the report.
 View information about the numbered button menu items.

As you add conditions on the Additional Selections tab, a numbered button displays beside the statement. When you click the numbered oval , the following options are available:

  • Add Condition — Adds a new field, relation, and value for your condition line.
  • Add Sub-section — Adds a new set of criteria to be considered as a group. Condition statements within the subsection are evaluated, in order, before condition statements outside of the subsection.
  • Enable/Disable Row — Condition lines can be turned on and off without being deleted. This way, you can test conditions and combinations more quickly. Any disabled rows are considered when the report is run. Disabled rows are gray.

  

Additional Field Information

Clear Additional Selections
Removes all condition lines.

Exclude rather than include selected records
When selected, the main condition phrase at the top of this window changes from Choose records to Exclude records. All items that match the given conditions are excluded, and the rest are printed.

Use Optimizer
In most cases, to improve the speed with which PDS searches for records that match the conditions you set, select Use Optimizer.