Set the following options:

Name

The name of the report.

Description

A short textual description of the report.

Download Filename

The name of the file containing the Downloadable Results. Standard industry best practices suggest the filename should be all lowercase and contain no spaces. The name shouldn't include an extension, because the extension will be added automatically when the file is created.

Filters

Table 142.1. Report filtering options

Name	Description
Fixed filtering	A fixed filter employs a field set to a fixed value, so the search always (and only) returns records that contain this value. Define a fixed field to restrict query results by selecting the field in the 'Fixed' column. You will set the value of the fixed field on the next step.
Searchable fields	Fields displayed on the Search Form that the Report Admin can set when running a report.
Viewable fields	Fields displayed in the Viewable Results.
Downloadable fields	Fields included in the Downloadable Results.

Note

Field availability may be restricted. Fields that display values other than a checkbox cannot be selected.

If 'N/A' is displayed, the field isn't available for that particular type of filter, but is available for at least one other type. Item key fields are an example of this. They aren't available as either fixed or searchable filters, nor are they available for viewable results. However, they are downloadable. This also applies to the 'Name or Email' User Field and the 'Company (List)' Company Field, which are both search tools and therefore not appropo to the results.

If 'Disabled' is displayed, options in the Set Organizational Properties that control field configuration are set to disable these fields. A couple of common examples are user and company address fields.

Filter types:

Fixed

Fixed fields are not common, but if you want to designate a fixed field to restrict query results, select the field for which you would like to specify a fixed value. You will set the fixed value on the next step.

Fixed fields are rarely used. The most common use case is a "Primary Contact" report. Add a report based on the 'User' Report Type, designate the 'Company Administration and Contact Type' field as a fixed field and set the value to 'Primary Contact'. The query will retrieve every user designated as a Primary Contact (i.e., every user who has been assigned this Company Administration and Contact Type).

Since a fixed field has a preset value, the field doesn't appear on the Search Form when running a report.

Searchable

Select fields in the 'Searchable' column that you want to appear on the Search Form used to run reports. Be sure to select every field that you want to be available for use in searches.

Viewable

Select the fields you want to have included in the Viewable Results displayed to an administrator when a report is run. If you limit the number of viewable fields to 15 or less, the Viewable Results can be sorted by field. Since on-screen "real estate" is relatively limited, it's best to select a moderate number of fields anyway. The number of fields in the Viewable Results may exceed 15, but the fields won't be sortable.

Downloadable

Select fields to be included in the Downloadable Results when a report is run. This can include a more extensive set of fields than those in the Viewable Results, and may include fields that aren't selected in other columns.

Options:

Display Order

Set the order in which these fields will appear on the Search Form displayed to administrators when they run reports.

Default Operator

If you set a default value for a field, you should also select a default operator to finish configuring the preset search parameters for this field. The Report Admin can reset this operator when running a report.

The set of operators displayed for any given field depends on the valid values for that field. These may include 'is' or 'is not', or 'contains' or 'does not contain'. If the specified value is a date, operators may also include 'is before' and 'is after'.

When you designate a field as searchable and it displays 'Show results for' as an operator, the values will be displayed as a set of checkboxes on the Search Form. Any checkboxes you select while configuring the Search Form will be prechecked when they are displayed to the Reports Admin. These fields are in an 'or' relationship, so when a report is run, the results will include records that contain any of the selected values. If none of the checkboxes are preselected by the Super Admin and the Report Admin doesn't check any when running the report, the field will be ignored (i.e., the results will not be restricted by the values in this field). Ironically, the result of running a report with all the field values selected is the same as the result of running a report with none of the field values selected.

Default Value

Set a default value for any field where a Report Admin commonly inputs a certain value on the Search Form. The Report Admin can set a different value when running a report.