Step 2 - Select Data for Report

Display Fields - These fields define what to display in the report

An example of a display field might be Employee Name and Number. If Employee Name and Number is selected as a Display field and there are no selection fields, all employee names and numbers would display on the report.

1. On the Field Selection Screen, Display Fields is the first column (header highlighted in light purple). These fields will appear on the report. 
2. If unsure of where to find a required field, try the Find Field button under the Data Tables. 
3. Choose Display Fields from the Data Tables on the left. Data tables may be expanded by clicking on the + sign beside the folder. Click on the desired fields and drag to the Display Fields column. The new item will appear in the Display Field column. This step may be repeated for as many Display Fields as required. Multiple fields can be selected at once by clicking on each field, placing a green checkmark on each field, then dragging any one of the selected fields:
4. To change the order of the Display Fields chosen, click on the field to move then drag it to the appropriate spot. To delete an item, click on the field then drag it to the trash icon on the right side of the screen.
5. Literal Numbers Data Table –These can be used in formulas to manipulate the data. For example this could be used for an Employee Pay Rate Projection where the display fields would be employee name, salary grid description, pay code description, pay rate and pay rate * 1.5 (this number would be entered in the Report Title on the Field Characteristic Screen OR it can be entered into the selection field on the Selection Screen. Entering the literal numeric value on the selection screen allows the value to be dynamically changed each time the report is run as opposed to having to edit the report each time the value needs to be changed). The report will then show the employees' current rate in one column and then the rate multiplied by 1.5 in the next column.
6. Display Merge Prefix will display the merge prefix for each field. So for example, when fields are entered on the main merge document in Word, F_1, F_2, F_3, etc. would be chosen where the number portion of the field represents the order of the field in the Display Fields column. Checking the Display Merge Prefix makes it much easier for the user to know what "F_#" fields relate to what fields in the report writer.
7. Display Table Names will the data table sources that the field came from.
   For example, it can be seen above that the Salary_Grid_Desc field is coming from the Multiple_Function_Lines table. This is extremely useful when multiple fields can have the same name (i.e. Location Code in Demographics vs. Location Code in Assignments in HR).
8. Conflicting Fields - When data fields are selected that are in conflict (not compatible to be reported on together), a warning will immediately appear. The warning message indicates "The following tables can not be selected on the same report".

Selection Fields - These fields define what records to select (or to provide criteria on) in the report

The Status Code field from the Employee Demographics table would be used, for example, to only report on Active employees. Continuing from the example from the Display fields, if Employee Name and Number is selected as a display field and Status Code is a selection field; the report would only display employee names and numbers depending on whether they fit the specified status.

1. The next step is to choose the Selection Fields (highlighted with a pink background). These fields will be revisited in Step 3 - Selection Criteria Screen of the report creation process.
2. Choose Selection Fields from the Data Table on the left. Select an appropriate Selection Field and drag it to the Selection Fields area. Repeat for as many Selection Fields as required.
3. To change the order of the chosen Selection Fields, drag and drop the fields to the appropriate spot. To delete a field, drag and drop the field to the trash icon.

Payroll Report Writer and Finance Report Writer have a group of selection fields that default when a new report is created. They are as follows:

Sort Fields - These fields define how to sort the information into the report

The last step on this screen is to review/choose the Sort Fields (highlighted with a green background). The Sort Fields allow information to be organized according to the chosen fields. 

• Data can be grouped by using sort fields. For example, if the report is to be grouped by location, Location_Name would be the first sort field (the opportunity to specify this as a group is on the next screen of report writer).
• The Report Writer will ensure that required fields are selected. For example, if an absence field is chosen, the report writer will force Absence_Date to be chosen as a Selection Field. If Year_to_Date_History table is used, a Pay_Period will be required. If the required fields are not selected, the following warning messages will appear: "You have selected field(s) from the YEAR_TO_DATE_HISTORY table. This requires you to select at least one of the following as SELECTION fields: /YEAR_TO_DATE_HISTORY:PAY_PERIOD/." Or "You have selected field(s) from the ABSENCES table. This requires you to select at least one of the following as SELECTION fields: /ABSENCES:ABSENCE:DATE/."

Listed below are some of the other dependencies:

Human Resources (HR)

• Assignments - ASOF date selection or ASOF date range selection
• Absences - Absence Date
• Dispatch - Dispatch Date
• Absences and Dispatches - Date

Payroll

• Year To Date History – Pay Period
• GL History – Pay Period
• Storage Bank History – Pay Period
• Contract History – Pay Period

Once the Field Selection Screen is completed, proceed to the Field Characteristic Definition Screen by clicking on the Next button on the bottom of the page.