Generate Report turns your search results into a report you can print, save or share. The report is an Excel workbook or a PDF and shows the same columns as the search results screen, with the search's chart when the search has one.


Creating a report

  1. Search for a Record Type. Generate Report is available when the search is for one Record Type and found at least one Record.
  2. Open the action menu at the top of the search results and choose Generate Report. It is in the All Searched Records part of the menu, below Download CSV of Records.
  3. Choose your options in the Generate Report window and click Generate. The file downloads like any other file.


The report always covers every Record the search found, not just the page on the screen and not just checked Records.


Report options

  • Format - Excel creates a workbook you can sort, filter and total. PDF creates a document ready to print.
  • Title - The large heading at the top of the report. It starts as the Record Type name; change it to anything you like. The downloaded file is named after the title.
  • Subtitle - The smaller line under the title. It starts with who ran the report, today's date and the number of Records, and you can change or clear it.
  • Include - Shown only when the search has a chart. Choose Chart and Data, Chart Only or Data Only.


What the report contains

  • The chart - The same chart the search results screen shows, built from all the Records the search found. To set up a chart for a search, see Charting Search Results. A Polar Area chart appears as a pie chart in the report. In an Excel report the numbers behind the chart are on a second sheet named Chart Data.
  • The data - One row per Record with the same columns as the search results screen, in the same order, and sorted the way the search results are sorted, including a sort you chose by clicking a column heading. Fields you cannot see on the search results screen are not in the report, and image fields are left out.
  • Values as you see them - Linked Record names and user names appear as they do on the screen, and Social Security numbers stay masked. Numbers and dates are real numbers and dates, shown with the field's format and your browser's language settings, so an Excel report can sort and add them up. The Created and Changed columns are shown in your own time zone.
  • Totals - When Show Column Footers is turned on for the search results, the report adds a Total row that adds up each number column. Percentage columns are not totaled.


An Excel report puts the data in an Excel table, ready to sort and filter. A PDF report is landscape, fits the columns to the page width, repeats the column headings at the top of every page and numbers the pages.


Limits

  • An Excel report holds up to 50,000 Records and a PDF report up to 2,000. If the search found more, the Generate Report window says so and Generate is unavailable. Narrow the search, choose Chart Only, or use Download CSV of Records, which has no limit.
  • Chart Only has no limit, because it does not list the Records.
  • Line item fields are not included. To export line items, use Download CSV of Records.