Editing Break Field in Reports

Double-click the Sort Header

A section in a report that holds the labels, filters, and break filters for the section or for the corresponding detail section. section title. The Sort # Header dialog box appears.

Click Break Fields. The Break Field Section dialog box appears.

Click Data Field; the Select a Field dialog box appears. You can construct a simple break field. For example, Contact1->AccountNo

The Account Number field uniquely identifies a contact record and is the common field value that links the Contact1 table to Contact2, Cal, ContSupp, ContHist, and OpMgr. (see Report Break Fields) and can also use macros for break fields, for example, &Sort2&Suppfile="csp" to define the break field for Sort 2 Header.

&Suppfile Chart:

TABLE	CHARACTERS 1 AND	CHARACTER 3
Calendar -- ca	&suppfile="cax"	Where x = a : appointment c : call back t : next action d : to-dos m : E-mail s : forecasted sale o : other action
ContSupp -- cs	&suppfile="csx"	Where x = c : additional contacts p : details r : referrals l : linked documents o : organizational chart
ContHist -- ch	&suppfile="chx"	Where x = a : appointment c : call t : next action d : to-dos m : message s : completed sale o : other action

NOTE: Generally, only data fields from the database file specified by the macro are used within that section of the report.

Example of Break Fields in a Report:

Select the contact report Contact Profile (Detailed) and display the layout. By double-clicking each section title in turn and clicking the Break Field button, it is possible to see the break field of each section.

Many of these sections cannot utilize a break field; others use the &suppfile macro.

○ Page Header: No break field available.

○ Sort 1 Header: Contact1 and contact2 information. Break field: Contact1->AccountNo. This is the primary break field—it groups together all information for one Contact record on a report before moving onto a report for the next Contact record.

○ Sort 2 Header: Labels and header information—no data fields. Break field: &sort2&suppfile=”csc”. This break field first groups together everything alphabetically according to the contents of the &sort2 field and then groups together all additional contacts for the current Contact record.

○ Sort 3 Header: Labels and header information—no data fields. Break field: &sort3&suppfile=”csp”. This break field first groups together everything alphabetically according to the contents of the &sort3 field and then groups together all details for the current Contact record.

○ Sort 4 Header: Labels and header information—no data fields. Break field: &sort4&suppfile=”csr”. This break field first groups together everything alphabetically according to the contents of the &sort4 field even though this is not defined and then groups together all referrals for the current Contact record.

○ Sort 5 Header: Labels and header information—no data fields. Break field: &sort5&suppfile=”ca”. This break field first groups together everything alphabetically according to the contents of the &sort5 field even though this is not defined and then groups together all scheduled activities for the current Contact record.

○ Sort 6 Header: Labels and header information—no data fields. Break field: &sort6&suppfile=”ch”. This break field first groups together everything alphabetically according to the contents of the &sort6 field even though this is not defined, and then groups together all completed activities for the current Contact record.

○ Sort 7 Header: Labels and header information—no data fields. Break field: &sort7&suppfile=”csl”. This break field first groups together everything alphabetically according to the contents of the &sort7 field even though this is not defined and then groups together all linked documents for the current Contact record.

○ Detail 1-6 Section: No break fields available.

○ Sort 1 Footer: No break field available.

○ Page Footer: No break field available.

If break fields did not appear in the sort headers for multiple information sections, only the first piece of information for that category would be included. Multiple instances of the same type of information such as details would be omitted, as the report would move to the next section and/or Contact record.

Click Calculation Field and the Comp_XXX dialog box appears. A section break field can be a calculated field that lets you generate complex sort breaks. The expression dialog box contains these options:

○ System Field: Inserts a system field in the expression.

○ Dialog Field: Inserts a dialog field in the expression.

○ Data Field: Launches the Select a Field dialog box where you select a field or macro to insert in the expression.

○ Operator Specifies the value a field must have in order to be included in a record selection criteria. Examples of operators include the following: equal to, greater than, lesser than or equal to.: Launches the Select an Operator dialog box where you select an operator such as <, >, =, .AND., etc.

○ Function: Launches the Select a Function dialog box. Select a predefined argument that return sa value of a predefined type.

○ Calc Field: Inserts a predefined calculation field in the expression.