Quick Reports Panel
The Quick Reports feature panel uses Word Templates, in XML format, which can be run to extract data through individual pages or exemplars. Templates can be designed either as letters or as documents.
A template can be created independently in Word or by selecting Template from Blank Report from the Action menu.
Clicking the Action icon initially offers you the New menu option to open Template from Blank Report (this is a blank template in which to construct your report design) or Import Template (this option allows you to share a common template, with a customised design, in which to add data items).
Once created or imported the templates are specific to your computer.
Clicking on the new Word template now shown in the panel and then the Action icon, the menu is extended to offer Edit, Copy and Delete options. This is also achieved by right mouse clicking on the template; this method extends the menu to also include the Run options.
At run-time the output can be either Word or PDF. This option is called by clicking the Run icon and selecting the preferred output.
The Data Source for each individual form/screen can be summoned by clicking the Data icon. This opens the Data Selection window listing Data items used on the current form/screen. Data items are used in the construction of a template for the actual information to be displayed at run-time.
CCS-Entity-CommLogCorrespondence.Parent Notification.ReportTemplate.Xml
It is not possible for One to provide a Quick Report data item which calculates ‘Current Day + nn’, where you want, for example, to send a letter such as Parent Notification, advising that a response will be required by a date that is typically 29 days after the log date, as this would be hard coded to a specific number of days, which would not be editable by end Users. We have provided a sample Word letter which contains a Word ‘field code’ which can be copied into any letter of your own choice and modified as required. Our sample letter contains the Field Code ‘Current Day + 29’.
The letter can be found in the One ICS\My Report Templates folder within My Documents and is named CCS-Entity-CommLogCorrespondence.Parent Notification.ReportTemplate.Xml.
The system searches for the My Documents folder which can be on a network, server or PC.
To bring this into the One application, go to the Communications Log and create a new Communication Log entry. Press New on the Quick Report panel, and select ‘Import from Template’ and browse to the above location. The current day + nn field code is found within the letter and can be freely copied and modified.
To edit the value of 29 we have used, highlight ‘Current Day + nn’. Use ALT+F9 to display the details of the code including the value we have set of ‘29’. To edit 29, simply highlight and replace the 29 with a value of your choice. Press ALT+F9 again.
Click the F9 button to update the field with a real date.
If you copy this field into a letter of your own choice, you may find it does not calculate the date correctly unless you make some changes to your printing options within Word. You have to set your printing options so that the Update fields before printing check box is selected. To do this in Word 2007, go to the Word Office icon (in top left hand corner of Word screens) select Word Options, then Display, then Printing Options then check the box for Update Fields before Printing. Once this Word option is set, the field will update dynamically for you using today’s date rather than the date that was ‘today’s date’ last time the letter was produced.
More information on using Word Field Codes and setting the option for Update Fields before Printing in versions of MS Word other than Word 2007 can be found within MS Word Help files.
Legal Actions Involvement Form (Penalty Notices Panel)
A Quick Report which will allow letters to be produced for the Legal Actions Involvement Form, which the Local Authority may choose to produce from a Timeline Workflow Activity.
Since there could be one or more records for Attendance Monitoring / Warning Letters, Penalty Notice, Parent Contract and Court Orders the system will link the individual Letter Activity and the Person that the letter is being sent to.
The Penalty Notices panel shows:
- Current Day + 30
- Current Day + 40
Sample Attendance Timeline
As the Sample Attendance Timeline is focused around the issue of letters, some sample letters have been included that ensure the sample Timeline will work. It is possible, of course, to replace or amend the sample letters, with those of your own choice.
The list of sample letters that have been included for the Sample Attendance Timeline are as follows:
- Accompanying letter for Penalty Notice
- Attendance Home Visit
- Attendance School Meeting
- Attendance Final Warning
- Attendance First Warning
- Parenting contact letter
After upgrading to the latest release Quick Reports are automatically deployed to the following location for every client user: One ICS\My Report Templates.
The One ICS folder can be found within the My Documents folder of the user’s machine.
Attendance Monitoring Quick Report letters are available within the One application in the following locations:
- Within the Attendance Monitoring Correspondence area of the Quick Reports panel, if the user is currently within Communication Log and has a Communication Log item opened
- Within the report selector of a Letter or Email Act within a Timeline(route: Tools | Administration | Timeline Design)
Tip: After installing new Quick Report templates, you will need to close and re start the application.
How to use Quick Reports
The Quick Reports feature panel enables you to save and/or import Word templates, in XML format. These can be run to extract data from individual exemplar forms or data from a focus page, eg Person Details. Templates can be designed either as letters or as forms/documents.
All free text fields with more than 1000 characters are converted to Memos, with full memo functionality: Undo, Redo, Font Format, Alignment, Cut, Copy and Paste. A Spell-Checker is also available.
A memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen.
To create a Quick Report utilising CSS specific data items, you must either select an existing Communication Log item or create a New Communications Log item.
Opening an existing item or choosing to create a new item will cause a second Quick Report panel to appear entitled Communications Log Correspondence. This is where you will see/store letters that can be linked to Timeline Correspondence Activities.
Clicking the Action button initially offers you the New menu option to open Template from Blank Report (this is a blank template in which to construct your report design) or Import Template (this option allows you to share a common template, with a customised design, in which to add data items).
Once created or imported the templates are specific to your computer.
Template from Blank Report
- Select Template from Blank Report.
This option will open the Template File Name window (the title of this window will display the database identifier). - In the Create Template File as box type in the document name and click OK.
A Template icon for the new report will then be shown in the Quick Reports panel. Clicking on the new template and then the Action icon again, will open an extended menu offering Edit, Copy and Delete options. This is also achieved by right mouse clicking on the template; this extends the menu to also include the Run options. - Select the Data icon.
This will open the Data Selection window showing data items to be used as merge fields. This window will stay on top while you open the template. - Select Edit.
This will open a blank document in which to construct your report, using normal Word formatting. See Data Selection for guidance on inserting Data items into your template. - Click Save and close the template document
All templates are stored (C:\Documents and Settings\<Your Name>\My Documents\One ICS\My Report Templates) on your computer which allows you to work offline.
If your Local Authority require report templates to be stored centrally please see your System Administrator.
Import Template
- Select Import Template.
This will open the Import Report Template File window. - Locate your Template file and click Open.
The Template file will be shown in the Quick Reports panel.
The same options, as described in Template from Blank Report, will then be available to you.
Run
The Run menu enables you to generate an imported report or a template report with merge fields in Word or as a PDF, using run-time data, for the current form (Exemplar or Focus) or screen. Highlight the Word Template displayed in the Quick Reports Default panel and select the required output. This report can then be saved.
For Correspondence reports generated against a Timeline highlight the Word Template in the Communication Log Correspondence panel, select the required output and click the Save button.
Data Selection
Data items are used in the construction of a template for the actual information to be displayed at run-time.
The Data Selection window is designed to be displayed on top of a report template to allow the Data items to be easily transferred to the document as merge fields.
When constructing a report template you must copy and pastecopy and paste the Data items to your template. You cannot ‘type’ the Data item when constructing a report template; you must use Copy and Paste.
Data items are in UPPERCASE and are preceeded by the @ symbol, eg @SUBJECT.GENDER, @GROUP2 (ZB001 Question Code) with no spaces or where a Data Group is repetitive, such as Family Members, the Data item will be preceeded by the # symbol, eg #GROUP6 (ZC005 Question Code).
The Data items displayed in this window will vary according to the form, eg Person Details, or Form you currently have on screen. The list of Data items will include all items stored in the database which are associated with a Data Group. For example, a Correspondence address might not show the Country but this may be stored in the database and be available for selection, if required.
A Data item is available for Default Address Type for ICS; this will display in the ICS Person’s Principal Address and will correspond to the address in the header.
Moving the mouse over a data item reveals the question on an Exemplar associated with the field or the data name for a report using merge fields on a Focus page.
Data items may be a single item, eg Family Name; a single item of data that occurs multiple times; a group of items that occurs once or a group of data that occurs multiple times.
All free text fields with more than 1000 characters are converted to Memos, with full memo functionality: Undo, Redo, Font Format, Alignment, Cut, Copy and Paste. A Spell-Checker is also available.
A memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen.
Spell Checker
A spell checker control is available called Keyoti RapidSpell. RapidSpell is available for use in:
- All memo fields
- Questions where Spell Check has been set to - On
- Certain hard coded fields
RapidSpell is permanently set to ‘on’, so that it will always check those fields where spell checking is required.
If a user types an incorrectly spelt word the system will highlight it, by underlining it with a red line. If the user hovers over the misspelt word and “right clicks” it, the system will present a list of correct words for the user to select.
You can request that RapidSpell display correct spelling options (in Dialog window format) be run for all the words in the field which is “in focus” by selecting F7.
RapidSpell will move from one misspelt word to the next until all the highlighted words are checked.
Spell Check enables you to:
- Ignore the misspelling once
- Ignore all of the same spelling entries in the field
- Enter the correct spelling manually
Spell Checker will present you with one or many suggestions.
You will be able to change the incorrectly spelt word once in the field or request that the system corrects all the same words in that field in one action.
You can edit “Options” of Spell-Check, whilst in the Spell-Check routine, and after having completed this action then resume the running of the Spell Check Tool.