When you run a report, the query created by your report tab selections extracts the data from the system and loads it into a temporary database.  The Report Form you selected on the WHERE tab uses the data in the temporary database and applies formatting to produce the final report. 

Very often the query extracts data for the report that is not visible on the reports themselves, but is loaded into the temporary database.  These extra data elements can be used by the report form to calculate values based upon formulas to display on the report or to apply conditional formatting.

Let’s take a closer look at the different report file types available in VTA:

PDF

  • This is the default file type
  • All base report forms “ _0” versions were designed for pdf
  • Use the PDF file type when you need to print a report for distribution or post a report to a website
  • PDF versions of reports contain only fields shown in report form

CSV

  • The application takes the data from the temporary database and creates this comma separated values file that can be easily opened in Excel
  • This file type by-passes the report form so no formatting or formula fields are included
  • Use the CSV version when you need to analyze or filter data using Excel
  • CSV file type is ideal for quickly seeing the temporary database in Excel (no ODBC needed)
  • Use with Caution – especially in History, Schedule and Requirements reports, as well as custom report templates

    Can contain duplicate rows to accommodate multi-instructor sessions

    Can contain both in-progress and completed training history

    Does not contain formula fields derived in report forms – this practice is used heavily in requirement reports and custom report templates

HTML (4.0)

  • Created by exporting to HTML from the report form
  • Contains only fields shown in report form
  • This report will look like the PDF version because all formatting in report is retained during export
  • Hidden rows will NOT be seen
  • Could be used if posting a report to a website, but this could also be accomplished with PDF file

MS Excel (Raw)

  • Created by exporting to MS Excel (Raw) from the report form
  • Contains only fields shown in report form
  • All formatting in report is removed during export therefore any rows or other data hidden by conditional formatting in PDF version will be visible in MS Excel (Raw) version
  • Formula fields in PDF version will be visible
  • Use with Caution – unless report form was designed specifically for Excel export the data may not align in columns well

MS Excel 8.0

  • Created by exporting to MS Excel 8.0 from the report form
  • Contains only fields shown in report form
  •  All formatting in report is retained during export therefore any rows or other data hidden by conditional formatting in PDF version will NOT be visible in MS Excel 8.0 version
  • Ideal for getting data exported to Excel as seen in the PDF version
  • Use with Caution – unless report form was designed for Excel Export data may not align in columns well

MS Word

  • Created by exporting to MS Word from the report form
  • Contains only fields shown in report form
  • Can be used when you need to export and edit a report in MS Word

Output to Team

  • Adds employees included in the raw report data to a selected team
  • This file type by-passes the report form so logic used in custom report templates is not applied when adding students to the team
  • Assignment date will NOT be updated for students already on team
  • Use this file type when you need to build a team based upon report data
  • Use with Caution – We recommend running the report to CSV to see the students that will be added to the team by this file type.

Rich Text

  • Created by exporting to Rich Text from the report form
  • Shows only the fields displayed in the report form
  • Can be used when you need to export and edit a report in MS Word
  • This file type is preferred over MS Word

XML

  • Temporary data used to generate the report is exported to XML
  • This file type by-passes the report form so no formatting or formula fields are included
  • This file type can be used for interfaces with other applications

Temporary Tables (zip)

  • Temporary data used to generate the report is exported as Visual FoxPro Data Tables
  • Report form is by-passed so no formatting or formula fields are present
  • Ideal for running queries in MS Access or MS Excel (ODBC data source need
  • This file type is also used when modifying your own report templates in Crystal Reports
  • Use with Caution – especially in History, Schedule and Requirements reports
  • Can contain duplicate rows to accommodate multi-instructor sessions

Share This Page:
Duncan Welder IV
Mr. Welder holds a Master’s of Education from Texas A&M University in Educational Technology and has more than 15 years experience in implementation of Learning Management Systems, both domestically and abroad. Mr. Welder has been recognized for his application of Learning Management Systems to manage regulatory-compliance in industries ranging from petrochemicals to finance and has provided presentations to professional organizations including the Gulf Coast Process Technology Alliance, the Northwest Process Technology Alliance and the American Society of Training and Development.
Mr. Welder’s career is founded in traditional instructional design and computer-based training development. He is a certified Development Dimensions International facilitator, a Kirkpatrick Certified Evaluator and facilitator of the Ohio State University curriculum development program. In addition to working in industry, Mr. Welder has held adjunct faculty positions at Bowling Green State University, Ohio and the College of the Mainland, Texas. Mr. Welder has been published in both Training Magazine as well as US Business Review.
Menu