Express Custom Reports

Click here to view the quick tutorial

Express Custom Reports enables the user to create powerful reports with any of the fields on the Evidence Log or Asset Log.   Access to Express Custom Reports is restricted and only accessible to those whom have the ‘Admin’,‘Reports’, or ‘Asset’ permission selected in the User Admin screen.

Express Custom Reports can be an invaluable tool allowing you to create reports based on different criteria. You may, for example, want to know which pieces of evidence were collected by a specific officer in a specific year.  You may want a report listing all pieces of evidence in your property room that have been marked for destruction. You may want to create a report that will list all of the “drugs” or “guns” that were collected within a certain time frame and where they are stored in the property room. To access this option simply click onto the ‘Express Custom Report’ selection under the Report tab and the following screen will be displayed.

Create a Custom Report

You can design a new custom report using any of the fields in the Evidence Log.  There are on screen instructions to help you populate the ‘Select’, ‘Where, and ‘Order By’ sections. First, click the down arrow on the right side of the ‘From’ field to select which database you want to use in your report.  After selecting the desired database the left column will be populated with the available fields, from which you can select to be included in the report.

Click on ‘Select’ and then click the fields that you want included in your report from the fields listed in the left column. The order the fields will be shown on the report is based on the order the fields were selected. To remove a field from the report, simply right mouse click on it. If you want selected field information to be included only if certain conditions are met, you will need to click on ‘Where’ and choose the field(s) you want to use as a filter.

There is no limit on the number of fields you can have in a report that are used as filters. Click on the field you want from the column on the left and then the down arrow to the right of the ‘Like’ field. Select what you want to use as your filter. If you want your report to only include data on evidence collected between two dates, select the filter ‘Between’ and enter the two dates.

Comparison Filters

= (use date or text fields for an exact comparison) (if you want to set a filter where a field is blank you need to use the = for the comparison and then leave the criteria field blank. Not applicable for date fields)
Not = (use date or text fields for an exact comparison)
Greater than (used for date fields)
Less than (used for date fields)
Greater than or equal to (used for date fields)
Less than or equal to (used for date fields)
Not equal to (use date or text fields for an exact comparison)
Like (you choose the Like comparison to do a word search)

Criteria Formulas

•    Date form – mm/dd/yyyy
•      Wild Card Search – When using the “Like” filter you need to use a % as a wild card along with the key letter(s) or word(s). If the input is a% the results will find all text matches that start with an ‘a’. If the input is %gun% the results will find all matches that contain ‘gun’ in any part of the text string. If the input is %B3 the results will find all matches where the text string ends with ‘B3’.

To sort the data order by a specific field(s), click ‘Order By’ and select the field that you want to use to sort by. The sort sequence is determined by the order that the field(s) were selected.

If you click on the green ‘Run’ button the results will be displayed in the grid at the bottom of the screen. It will also give you the number of records in your report. Click on the ‘Report Viewer’ and the report will be created and displayed on the screen.

You can either print the report or save it in a .pdf or Excel format. To save the new report click onto the ‘Save’ button and enter the name you want to give the new report and then click onto the ‘OK’ button.  This will save the new report and will return you to the custom report design screen. To create another new report click onto the ‘New’ button and begin the process again.

Edit Custom Reports

To edit or modify an existing custom report, click onto the ‘Express Custom Report’ tab in the ‘Reports’ menu.  Click on the ‘Load Report’ button and select the report that you want to edit.

Make the desired changes and save your results.

Delete Custom Reports

To delete an existing custom report click onto the ‘Custom Report’ tab in the ‘Reports’ menu. Select ‘Delete’ Report and then scroll down to the desired report name and move the cursor arrow to the gray box to the left of the field and double click the left mouse button.  Click ‘OK’ to delete the report.