Report Wizard I Training Guide

MS*Health/CMHC

MS*Health Software Corp.

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Class Rules:
Participate!
Listen to others points of view.
Keep discussion on subject.
Be patient with others.
Dont make changes to Windows Desktop Settings!

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Whats for lunch?

Note: We do not have a dining area. Please plan to enjoy

your lunch break at one of Hackettstowns eateries.

Lunch break is 1 hour.

The Pan Dan Room- Great little Thai restaurant that has also serves up a terrific Asiago
burger with sweet potato fries! Closed Monday. Turn left out of the driveway and make a
right onto Main St. Turn right at the first light and youll see the PanDan room on your
left. Parking is on the street and in municipal lot just past restaurant on the left.

Charlie Browns - Turn left out of the driveway and right at the light onto Main Street.
Make a left at the 2nd light. Steaks and a salad bar.
Panera. Bakery-Caf - Turn left out of the driveway and left at the light and keep right
onto Mountain Avenue/Rte 517. Turn right at the 3rd light onto Route 57. Panera is 1.1
miles on your right.
Pronto Pizza - Just past Panera in the Shop-Rite plaza. Good pizza, stuffed artichokes,
Italian hotdogs, grilled veggies, etc.
Subway follow directions to Pronto Pizza.
Fast Food - Turn left out of the driveway and left at the light and keep right onto
Mountain Avenue/Rte 517. McDonalds, Burger King, KFC, Friendlys, White Castle,
Wendys, Stewarts Root beer and Golden Skillet.
Hong Kong Palace - Our favorite Chinese restaurant. Follow directions to Fast Food
above just before McDonalds in shopping plaza on the right.
Greenes Beans Coffee Roasters Turn left out of the driveway and make a right at
the light onto Main Street. Make a right at the 2nd light onto Rte 517/High St. Greenes
Beans is just a few blocks down on your left just before the RR tracks. While you
wont get a big meal here they typically serve soup. Youll also find bagels, muffins, and
other coffee fare. Great place to grab a cappuccino, read the paper, and recharge for the
afternoon.

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Welcome
This training guide was developed to help you become
familiar with MS*Health/CMHC Report Wizard and as a
resource after the class. In addition to this guide your
organization also has the following materials:
MS*Health/CMHC Users Guide The Users
Guide shows you how to install MS*Health/CMHC
and is your main MS*Health/CMHC reference.
MS*Health/CMHC Implementation Guide The
Implementation Guide shows you how to set up
codes and begin to enter data.
MS*Health/CMHC Report Wizard Guide The
Report Wizard Guide shows you how to write new
reports and modify existing reports.
Guide addenda may also be published from time-to-
time. These accompany updates or are mailed. Check
with your system administrator.

About todays class

Todays class is scheduled to begin at 9:30 AM and end by
4:00 PM with a one-hour lunch break. Coffee and leg
stretches will be offered throughout the day.

Prerequisites
Mastery of application conventions or completion of
Beginner I.

Class Completion
Upon completion of the project in the final pages in this
guide you will receive credit for the class which may be
required for more advanced topics.

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Agenda
1. Accessing the Report Wizard & the Request Manager
2. Creating a New Request
3. Selecting Data Items
4. Filtering Requests
5. Sorting and Grouping
6. Specifying Output Options
7. Copying report requests
8. FAQ
9. Assignment

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 1. Accessing the Report Wizard & Request Manager
The Report Wizard is accessed from the Reports pull
down menu. Once selected the Request Manager
displays.

Control Name Description

Run Runs a selected report request.
Preview Previews a selected report request.
New Creates a new report request (within the selected
folder). The pull down enables selection of the
To select a request type (Detail, Summary, etc.).
request, click Edits a selected report request. The pull down
on it with the Edit enables direct selection of the area of the report
mouse or move to edit (Data Items, Filters, etc).
the cursor to Delete Deletes a selected report request
highlight it.
Exit Exits the Report Wizard.
Displays the Report Wizard Data Item
A selected Dictionary
Dictionary.
request is one
Req Tree Toggles the Request Tree window on and off.
that is
Varies the view of the report requests listed. The
highlighted. Views
pull down displays a list of view types.

Each row in the Request Manager identifies a stored

Request. Several items are displayed for each Request:
Short name (requests are displayed in this order by
default in the Request column)
Description

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 Type of Output (report, file, spreadsheet, etc)
Type of Request (cross tab, label, etc.)
User who created it (as coded in the Security Users file)
Creation date

Request Folders:
The Report Wizard Request Manager launches a Request
Tree in addition to the Request List. The Request tree
lets you sort your requests into folders so you can
organize them by type or other category.

Exercise Creating folders

1. Open the Report Wizard.

2. Right click on the Request Root folder.

3. Select New Folder.

4. Enter a name for your Request Folder. Example:

Finance

Right click on the

Request Root folder
to display this menu.

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 5. Click the OK control button.

Exercise Renaming a folder

1. Right click the Finance folder created in the

previous exercise.

2. Select the Rename Folder option.

3. Type Accounting in the prompt.
4. Click the OK control button.
Exercise Deleting a folder

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 1. Right click the Accounting folder created in the
previous exercise.

2. Select the Delete Folder option and the following

message will display:

3. Select Cancel.

Important: If you Delete a folder the contents of the folder

will also be deleted. Later on you will learn about moving report
requests between folders. Be sure to move reports you intend to keep
out of a folder before deleting it.

Exercise Creating sub-folders

Each folder can have as many sub-folders as you need to sort and organize
your reports. Example: A statistics folder might contain sub-folders
labeled; Admission Data, Termination Data, Program Utilization, etc.
1. Right click the Accounting folder created in the
previous exercise.

2. Select New Folder.

3. Enter Reconciliation Reports as the name for the new

folder.

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 4. Click OK.

Your Request Tree should look similar to the one in the following sample:

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 Click the Expand
or Collapse
control button to
show or hide the
content of sub-
folders.

Click a folder name

to show the report
requests contained
therein.

Each folder may have

numerous sub-folders.

When a folder is selected,

only report requests within
that folder display.

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 Exercise Moving Report Requests between folders

1. Select the Request Root folder.

2. Find the MSCHRG1Charges and Credit Register

Report and right click it.

3. Select the Move Request option.

4. Select the Accounting folder, This Folder option.

This folder indicates the top level of a folder. Example:

This folder in this example is the Accounting folder. This
feature is only available when the folder selected has sub-
folders.

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Moving Report Requests: When you move a report request from one
folder to another, you are doing just that moving it. The report request will
no longer be available in the folder you moved it from. If you prefer, you can
copy report requests, then move the copy to a sub folder. Copying report
requests will be covered later in this class.

The Request Tree option controls the availability of

the request folders window.

You may choose not to use the Request Tree to organize your report
requests. To turn off the Request Tree feature (or turn it back on)
complete the following exercise:

Exercise Turning the Request Tree on and off

1. Click the Req Tree control from the Report Wizard

toolbar. Notice what happens to the Request Manager.

2. Click the Req Tree control again to redisplay the

Request Tree.

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 Note: Turing the Request Tree on and off will not alter your folders
but it will control access to the report requests therein. Example: If
you toggle the Request Tree off only the report requests within the
folder selected will be available until you toggle the Request Tree
back on and select another folder.
Exercise Hiding Request Folders

1. Double-Click Request Root in the request tree folder. Notice

that the sub-folders are hidden.
2. Double-Click Requests Root again to show the sub-folders.

2. New Reports & the Request Editor

Request Type Selector

When you create a new request the New Request Type & Style
form displays. This is where you specify what kind of results a
new Request creates:
Detail displays a row for every qualifying record in the
Request. Use for most list reports.
Summary groups records and then summarizes and calculates
information about that group. You specify how to group the
records. The result shows one row for each group. Use for
reports where calculations are required. Summary reports
generally take longer to run.
Cross-tab calculates the relationship between two variables.
The report builds a matrix showing the results for each value of
each variable. (For more information, see Cross-tab Requests.)
Labels - you can print just about any label you need. Most
Avery brand formats are supported. Use this type when you
want to print envelopes too.
To specify the type of result for the new Request, select the radio
control button for the report type you want to see (Detail,
Summary, Cross-Tab, or Label), and click OK.
Note: Once a request type is selected - it cannot be
changed.

Selecting a Report Layout Style

After selecting a Report Type you choose one of
several pre-defined layout styles for Request results.
Your choice will make a difference in the fonts used
and how the information is physically placed.
Unlike Request Type you may change the Layout
Style at anytime using the Request Editor Output
control button. Styles include:

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 Presentation uses a proportional Arial font.
Executive uses a proportional Times New Roman
font.
Ledger uses a very tall, narrow non-proportional font
to place maximum text on the page

Using the Report Wizard

The Report Wizards Wizard helps new users by taking them
step-by-step through report creation. Once the request type
(Detail, Summary, Cross-tab, or Label) and Layout Style
(Presentation, Executive, or Ledger) or selected you can use
the Wizard to help build your request.

Upon Clicking New (and not

selecting a Request Type form the
pull-down) the option to select a
Request Type and Use Wizard
control displays.

A welcome screen displays and

explains the process...

The user clicks Next to advance...

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The user is instructed to
name the request

Help is available on each form further explaining each

step...

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Optional Filters are created...

Optional Sorts and Groups

are created...

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Optional Output options are
selected...

The user can then Preview

their report request or return to
the menu....

Working without the Report Wizard

The Request Editor is where you define all the
characteristics of a Request:
Name Type a name for the request. The name will be
used for all output files created by the Request.
Description Type a description of the Request.
Data Items Specify the data or fields to appear on
this Request.

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 Filter Criteria Select which records to include.
Sort/Grouping Specify the order in which this
Request will arrange records. You may also specify how
to group records for subtotals.
Options Specify subtotals, counts, averages and other
calculations that will appear in the group break and
summary areas of reports. You can also control when a
new page starts, page numbering, etc.
Output Specify whether to send the results to a
report, browse table, labels, graph, spreadsheet, mail
merge, ASCII, or stored data formats, etc.
Exercise: Starting a new request
1. If it is not already open, start the Report Wizard from the
Reports pull down menu.
2. Click the New control button.
3. Select Detail as the request type.
4. Select Presentation as the request style and select OK
to advance to the Request Editor.
5. Enter DXANAL in the name field.
6. Enter Diagnosis analysis in the description field.

3. Selecting Data Items

Every request is composed of a series of data items,
which you specify to appear in your output. You
specify these data items using the Data Item
Selector.

Specifying Data Items

Clicking the Data Items control button in the Request Editor
displays two lists, Available and Selected. The Available list
contains every data item available for inclusion in a request
in alphabetical order. The Selected list shows data items as
they are selected, in the order they where selected and will
print. Find a data item by typing the first letter in the name.

Exercise: Selecting Data Items

1. Click Data Items.

On the left side of the screen is the Available list. These
are data items from which you may choose.

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2. To select data items, highlight the first data item you
want to appear in the output. Select CHARGES Diag.
You can double click on an item or highlight it and press
enter. Your item should now appear in the Selected list.
3. Repeat the previous two steps for CHARGES Start
Date
4. When you are done, click OK. The Request Editor
displays.

5. Click the Preview control button to

display the records selected.

Note: Hide Option. If you click Hide

while a data item is highlighted in

the Selected list, the data item remains in the
Request, but will not be visible in the output. This
feature is useful for advanced reports when you want
to create special calculated data items that depend on
these excluded or hidden data items. Hidden data
items will appear in the data item list with a
symbol. To reveal a hidden data item, highlight it

and click Show.

Changing the Layout Order of Data Items

The order in which you arrange the Selected list data
items determines the order of the data in the output.
If you choose Name, then Client ID, then First
name, the data will list Name, Client ID, First
name.
To reorder data items:
1. In the Selected list, highlight the data item you want to
move.
2. Drag the data item up or down into position using either
the mouse or the keyboard:
Using the mouse:
Place the mouse cursor over the control button
to the left of the data item you want to move. A
double headed arrow appears on the control
button when selected.

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 Click the left mouse button down and hold it as
you slide the mouse up or down to the new
position.
Using the keyboard:
Hold down the Ctrl key
Repeatedly click the Up arrow or Down
arrow until the data item is in the desired
position in the Selected list.

Removing Data Items

After you build a list of selected data items for a
Request, you may want to eliminate some of the
items.
On the right side of the Data Items screen is the
Selected list. On the left side is the Available list.
To remove a selected item:
1. Move into the Selected list of data items and highlight
the data item you want to remove from the selected list.
2. Press enter or double click on the item.
The data item moves from the Selected list to the
Available list.

Controls in the Request Editor

Once data items have been selected the following options
become available in the Request Editor:

Run Executes the Request.

Preview Displays the report on screen.
Count Displays the number of records the Request
will produce.
Show SQL Shows the Structured Query Language
(programming code) that the request generates.
Save Saves the Request.
Save as... Saves the Request with another name. This
new Request will also appear in the Request Manager.
Save as is used to make copies of requests.
Cancel/Close If changes have been made to a request
the Cancel button displays. Selecting Cancel will
abandon any changes you have made to the Request
during this session. If a request has not been changed,

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 the Close button will display. Selecting Close will close
the request editor and display the Request Manager.

Knowing which data item to use

Knowing what data item to select is key to creating accurate
reports. This section will help you understand how your data
is presented in the Report Wizard.
MS*Health/CMHC is a based on a Relational Database. A
database consists of tables, or files. A table consists of
records. A record consists of data items or fields. Example:
Data items (fields) - client last name
Records - a set of information about one client
Tables - a set of records about all clients
Database - a set of tables about clients, services,
staff, appointments, etc.
Relational Databases usually take advantage of several tables
to store information that may be specific to one item.
Example:
Client file or table - contains most client
information.
Client payor file or table - contains payors assigned
to clients in the Client table.
Client history file or table - contains service history
information about clients in the Client table.
Calendar file or table - contains appointment data
about clients in the Client table.
The relationship between all these tables is the Client. Thus
the term Relational Database.
In MS*Health/CMHC the same data item may appear in
several different files. Example:
Staff code on the Client Staff file - these are the staff
assigned to clients.
Staff code in charge history - these are the staff who
performed the service.
Staff code in the Staff File - these are all the staff
you have on file.
Staff code in the Calendar file - these are staff who
have appointments.
Staff code in the Client Fees file - these are staff
who are authorized to perform services within a
managed care agreement.

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 Staff code in Pre-admissions - these are staff who
took the intake data.
Staff code in the Client Notes file - these are staff
who entered the notes.
and so on.
If you wanted to create a list of staff who performed client
services and selected the Staff Code data item from the
Client file (CLI/STF Staff Code) - although your report may
appear to be accurate it would not produce the desired
results. Each service would list but the staff would be the
staff assigned to the client, not the staff who actually
performed the service.
To clarify which tables or options data items are from, each
data item is prefixed by a Option Prefix. This prefix
indicates what menu option or file the data item is stored in.
Generally the Option Prefix is begins with the same name as
the Menu Option. Example: the prefix for Client
Registration is CLIENT. When menu option names are
similar another prefix is used.
An abbreviated list of Option Prefixes and their definitions
follows. A complete and current list is available for printing
via the MS*Health web site at www.mshealth.com, FAQs.

Prefix Description

ADMIT Program admissions & terminations

CHARGES Charges and unapplied credits.

CLI/EVENT Events entered under Client Registration.

CLI/FEES Fees & authorizations under Client Registration.

CLI/MEDS Medications entered under Client Registration.

CLI/PAYORS Payor organizations entered under Client Registration.

CLI/REL Related entities under Client Registration.

CLI/STAFF Staff assigned under Client Registration.

CLI/DIS Client discharges entered under Client Registration.

CLIENT Client Registration.

INTAKE Pre-Admission data.

NOTES Notes as found in Client Registration.

PAYOR Maintenance menu, Payors.

STAFF Maintenance menu, Staff.

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Also available at the MS*Health website FAQ section is a
listing of each menu option followed by all the Option
Prefixes used for the data items from the option. A sample
listing follows:
Pre-admissions:
INTAKE - All tab data except Notes - see NOTES.
INTAKE/PAY - Pre-admission Payor control button
data.
INTAKE/FEE - Pre-admission Fee control button data.
Appointments:
CALENDAR - appointment data
CAL/STAFF - Staff from calendar
GROUPS Appointment groups
GRPDET Group detail, group members
Client Registration:
CLI/DIAG Dx codes
CLI/EVENT Events
CLI/FEES Fees & authorizations
CLI/MEDS Medications
CLI/PAYORS Payor organizations
CLI/REL Related entities
CLI/STAFF Staff assigned
CLIAXD Client object descriptions
CLI/DIS Client discharges
CLIENT Client Registration data from most tabs

Data Item Groups

Data Items have been grouped into categories to help you in
the selection process. So instead of looking for CLIENT
data items to locate an item from Client Registration you can
choose the CLIENTS group. The Data Item list will then
only display data items from the Client Registration and its
components.

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4. Filtering Requests
Filtered requests return only the group of records
you want to include in your request. Without filters
every record in the tables selected will be returned.
Each row in the Filter screen represents an individual
condition or test that comprises part of the filter. In this
section we will discuss how to add filter conditions and how
to modify them.

Selecting a Data Item to Filter

To select a data item portion of the filter condition:
1. Choose the Add control button.
The Data Item list appears.
Note: Data items that are indexed have an (R)
appearing to their right. The (R) also
indicates that filters you build with this data
item automatically employ Visual FoxPros
Rushmore technology to speed up the
filtering process. For very large files,
Rushmore optimization can mean the
difference between seconds/minutes and
hours of waiting for filtering to be
completed.
2. Select the data item you want to use in the filter.

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Selecting the Is (Not) Operator
You use the Is/Is Not operator to indicate whether
the condition is positive (Is equal to, Is After) or
negative (Is not equal to, Is not After).
To change the Is/Is Not operator:
1. Highlight the filter condition you want to change and
choose Edit.
2. Move to the Is(Not) portion of the filter condition using
the mouse or the Tab key.
3. Press the space bar or click the left mouse button.
The operator toggles from Is to Is Not (or from Is Not to
Is).

Selecting the Filter Relationship

In constructing a filter you must specify a
relationship between the contents of a data item and
the values you are seeking. Example:
Are the balance amounts more than $50? Is the
service code exactly like GRP?
Each of these is a comparison that the Report
Wizard makes for each record it filters for a report.
The Report Wizard displays an appropriate list of
comparison relationships based upon the data item
type (character, numeric, logical or date). These are:
Character Numeric Logical Date
Like Equal to Equal to Equal to
Exactly Like Less than Before
Before Less or = to On or Before
Before or = More or = to On or After
= or After More than
After Between After
Between In the list Between
In the list In the list
Contains
Blank Zero Empty

Filter Comparison Value Options

The Value(s) portion of the filter condition is where
you indicate the value against which all records in
the database will be compared.
Example: Is the balance more than $70 or less than $90?

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You can take one of the following five options at
this point. You can choose either of the following
two main options:
Type a constant value (a number, a date, character string,
or yes/no choice). (Examples of constant values are 70,
Individual Therapy, Yes, 08/20/51.)
Note: The Value case must be as the data stored. Example:
typing a value of YES would not return data stored as
Yes or Y.
Ask at Runtime every time you run the Request, the
Report Wizard presents a dialog where you will fill in
the blank with a constant value. This option lets you
generate reports with varying results depending on the
values you specify. This is particularly useful for reports
where you want to choose the start and end dates each
time the report is run or for various clients or
departments and locations.
Or choose one of the following options:
Compare the first data item to Another Data Item in the
same record. Example: All records where the Charge
Balance data item is equal to the Charge Amount data
item.
View only those records lacking values in the data item
you specified. (For data items with character these are
Blank, numeric are Zero and date types are Empty)
Build Expression you invoke the Visual FoxPro
Expression Builder to help you construct more complex
Xbase expressions. This option requires Visual FoxPro
programming expertise.

Specifying the Filter Value

To tell the filter condition what value to use, do one
of the following:
Type a value into the Value(s) input field, or
Click on one of the radio control buttons (Blank, Zero,
Empty, Ask at Runtime, Another Data Item, Build
Expression).
Specific instructions for each of these options
follow.

Filtering for Empty Values

Sometimes you will want a report consisting of
records lacking an entry in a particular field. For
example, records with an empty Termination Date

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field would yield a list of active clients. You can
filter data with empty fields with the following data
item types:
Data Item Corresponding Empty Value to
Type Specify
Numeric Zero
Date Empty
Character Blank

Specifying a Value at Runtime

If you direct The Report Wizard to do so, it will prompt you
to fill in a comparison value every time you execute a
Request.
To use the Ask at Runtime option:
1. After selecting or adding a filter data item, move to the
Value(s) column and select Ask at Runtime.
A dialog appears, asking Is the runtime entry required?
3. Choose Yes or No.
4. Choose OK to save your change; or choose Cancel to
abandon your change.

Specifying Another Data Item for Comparison

Sometimes you want to compare values of data
items within the same record. Example: You want a
report showing service codes where the Medicare
Fee is less than the Standard fee, or a list of clients
where the Last Service Date is After the Termination
Date.
To create a filter using a comparison to a value in
another data item:
1. Select Another Data Item from the Value(s) column.
A list of data items appears.
2. Select the data item to use in the comparison.
3. Choose OK to save your change; or choose Cancel to
abandon your change.
Note Depending on the type of data item you choose to
filter building this type of filter operation can be very slow.
As you select the Another Data Item. option the
application builds a list of all tables with comparable data
items from which you can choose. If you choose to filter on
a character data item there are thousands of other character
type data items to choose from, and the selection will be
slow as a result. Filtering on date or logical type data items

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will be quicker as there are fewer of these data item types in
the application. Once built, the request will process as any
other.

Wildcard Searches
When building a filter using the Like operator
with a character or memo data item, you may use
wildcard characters to specify a partial filter value
entry. The wildcards (by default) are % and _
(the underscore character). The % wildcard may
take the place of any number of characters, while the
_ takes the place of only a single character. If you
need to search for a character string which really
does include one of these wildcard characters, you
may tell the Report Wizard to treat it as a non-
wildcard by preceding it with a ~ (the tilde
character). Thus a search value of A_ would
search for two-letter strings beginning with A
while A~_ would look for the exact string A_.
Example:
CLIENT Lastname IS LIKE BL%
Would retrieve names like Blackstone,"Bligh,
and Bly, while
CLIENT Lastname IS LIKE BL_
would retrieve only Bly, since only one character
may be matched.

Exercise: Adding a Filter Condition

1. Click the Filter control button from the Request Editor.
2. Choose Add.
3. Find CHARGES Clinician data item.

4. Select IS

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5. Select In the List as the Relationship.

6. Enter CS in the Value(s) field.

7. Choose the Ask At Runtime indicator.

8. Choose OK.
9. Choose OK again to close the Filters.
10. Choose the Preview control button.
11. Enter a comma in the prompt after the CS staff code
and enter A1234 so your response looks like this:

12. Choose OK and review your results.

13. Choose the control button on the toolbar to

close the preview.

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14. Choose Close from the Output Choices form to return to
the Request Editor.

Using the And Connector

Every time you add a new filter condition, the
Report Wizard assumes that you want to narrow the
potential result set.
Example: The existing filter condition in the Filter
specifies CALENDAR Client ID Is Like
13548. You add a filter condition:
CALENDAR Start Date Is After 05/12/2001.
With the initial filter condition, the report lists all
appointments for the specified Client ID. But as
soon as you add the second filter condition to the
first, you narrow the results to show only
appointments after the specified date.

Note: When you add a new filter condition, you dont have to
do anything additional to set up an AND connector; the Report
Wizard assumes this is what you want. If you want to broaden the
potential set, you will want to add an OR connector.

Other Filter Options

After clicking the Filter control button the following control buttons
display:
Edit permits you to edit existing filter conditions.
Or breaks two filter conditions into an either/or pair.
(Either Active or Wait List clients.)
(and ) let you control the order in which conditions
are evaluated when an OR is used to combine
conditions. Filters within parenthesis are evaluated first.
Delete removes the currently selected filter condition.
OK saves the current state of the Filter.
Cancel abandons changes since you last saved the filter
conditions.

Ask at Runtime Options

As seen in the previous exercise, Ask at Runtime
Options allow you to control whether runtime
prompts are required or optional.
You can allow the user to edit the entire filter when
running the report. The Filter form displays and the
user can add new filters, delete filters, etc. Edits to

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the filter are not saved. After the report is run the
original filter is restored.

Add Help to the Ask at Runtime form

Adding a help prompt provides a way for you to lead
the user through running the request. You may or
may not have access to editing help messages
depending on your security settings.

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Exercise: Further narrowing the filter
1. Choose the Filter control button from the Request
Editor.
2. Choose Add control button.
3. Select the CHARGES Start Date data item.
4. Select IS.
5. Select Between as the operator.
6. Select Ask At Runtime as the Value.
7. Choose OK.
8. Repeat adding new filter items for CHARGES Void IS
Blank, and CHARGES Record Type IS Like CH
9. Close the Filter.
10. Choose the Preview control button from the Request
Editor.

Using the Or Connector

The Report Wizard uses AND connectors between
each condition in the Filter. But what happens when
you want to broaden the potential set of records?
Example: The existing condition in the Filter specifies
CLIENT Axis I.a. is Like 305.10. You add a
filter condition: CLIENT Axis I.a. Is Like
295.10.
If you leave the two conditions in the Filter exactly
like this, you are never going to see any records in
the output. You are stating that in each record that
the Axis I.a. field must have two different diagnosis
codes in the same field. Such a thing is not possible.
What you want is that either the Axis I.a. can be
295.20 or Axis I.a. can be 295.30. This requires you
to insert an OR connector.
To insert an OR connector:
1. Click OR.
A row that looks like this is inserted into the filter list:
---------------------------OR-------------------------------
2. To move the OR row between the two filter conditions
you want to connect, place the mouse button on the
double headed arrow at the left of the OR row and drag
the mouse up or down .
Note: In many cases, using an In The List operator gives
you the same results as using the OR connector.
When this is the case, you can create the filter
condition more quickly. Filter conditions using In

34
 The List are easier for most people to understand,
see Using the In the List Operator.

Using an Or Connector When There are More Than

Two Filter Conditions
There are significant differences between AND and
OR connectors. Therefore, when you have several
filter conditions and you want to include some OR
connectors, you need to specify which portions are
connected by the OR and which parts are connected
by the AND.

Filtering Tips
To help you create correct filters, this section
presents a few tips and observations.

Using the In the List Operator

When you want to compare one data item to a set of
possible values, you dont have to create a series of
rows with OR connectors. Use the In The List
operator instead.
Example: You want a report of red, blue, and green cars.
You can build the filter condition as CHARGES
Service Code Is In The List GRP1, GRP2,
GRP, GRPT.

Connecting Is(Not) Conditions

Avoid building two Is Not conditions connected by
an OR whenever possible. Connecting two filter
conditions containing negatives is logically valid,
but can be confusing even to database experts.
If you must connect two filter conditions having
negatives, think carefully about the meanings of
AND OR connectors. It is preferable to use a
positive expression of the same condition.
Example: To select only Service codes that are neither IT1
nor IT2, use AND, not OR:

Incorrect (CHARGES Service Code Is Not IT1

OR
CHARGES Service Code Is Not IT2)
Correct CHARGES Service Code Is Not IT1
CHARGES Service Code Is Not IT2
Even CHARGES Service Code Is Not In The
Better List IT1, IT2

35
Reason: Each record is examined against all the rules.
The OR condition is incorrect because IT1
services will be selected by the expression
CHARGES Service Code Is Not IT1 and IT2
service codes will be selected by the expression
CHARGES Service Code Is Not IT2. This
expression actually selects any service codes!
Note: If you have an OR in the filter specification,
rearranging the order of the filter criteria can
completely change the effect of the filter. If you do
not have an OR, changing the order of the criteria
has no effect on the querys results or execution.

Other filter options:

Omit Duplicates
When selected, identical records will be omitted in the
output.

Union

This feature lets you combine the results of

two reports when conflicting filters are required to achieve
the desired results.
This feature is not available if an Outer Join is specified
(joins are discussed later in this class).
To combine results click the Run Request check box and
specify the request name.
The secondary request must have the same number of data
items selected as the current request and the data items must
correspond.

Top N

Number of data item values: This allows

you to specify a limit of the number of records to display for
a selected data item. This is helpful when records are sorted
to rank results. Example: to produce the top 5 delinquent
accounts, top 10 services performed, first client admitted
to a program, etc.

36
 1. To use this feature choose Top N, check the Include
only the first.. check box.
2. Select the number of lines to include.

Frequently used Wizard filters

There are an almost unlimited number of filters you can
create to limit your requests to just the information you need.
The following are a few popular filters are included to help
you get started.
Active clients only:
CLIENT DATE TERMINATED IS EMPTY
Or you can use:
CLIENT STATUS IS Equal To T (or is not A,
depending on your agencys Status coding).
Inactive clients only:
CLI:DATE TERMINATED IS NOT EMPTY
Or you can use:
CLIENT STATUS IS NOT T (depending on your
agencys Status coding).
Charge information (charges and credits are stored in a
common table):
To include charges only:
CHARGES RECORD TYPE IS LIKE CH
To include credits only:
CHARGES RECORD TYPE IS LIKE CR
Void Charges:
CHARGES VOID ISNOT LIKE EMPTY
Charges not Void:
CHARGES VOID IS LIKE EMPTY
Specific Services:
CHARGES SERVICE CODE IS LIKE then supply
the service code.
(you can also use in the list, between, etc., to include a
group of service codes).
Activity in a specific program:
ADMIT:PROGRAM IS LIKE then supply the code
for the program.
ADMIT:TERMINATION DATE IS NOT EMPTY

37
 Activity in a specific program within a date range:
ADMIT:PROGRAM IS LIKE then supply the code for
the program.
ADMIT:TERMINATION DATE IS NOT EMPTY
- Or you can use:
ADMIT: TERMINATION DATE IS BETWEEN
supply your date range)

Miscellaneous filters
Heres a popular filter useful for determining collection
amounts. Goal: to show clients whose total open balance is
greater than a given amount:
First youll need to create a Summary report.
Include CHARGES BALANCE as a SUMMED data item
Filter: At the top of your filter list youll see a new selection
item: Sum of Charges, Extended Amount. Use this item as
follows:
SUM OF CHARGES IS GREATER THAN 50.00
CHARGES RECORD TYPE IS LIKE CH (you only
want to show charges)
If you attempted this result without filtering on the summed
amount your report would not take the clients total open
balance into account, just individual charges.

Determining if a co-payment was charged:

CHARGE: CO PAY FEE IS GREATER THAN 0.00
- Or you can use:
CHARGE: CO PAY TYPE IS NOT BLANK
You may adjust this filter to suit. In this case I wanted to see
all services where a co-payment would apply, even if the co-
payment amount was waived (the fee zeroed out). If it was,
a co payment charge type would still be recorded. If you
only want charges where a co-payment had an amount you
could eliminate the OR and the second statement.

Payments & Adjustments:

Payments & adjustments are stored in the PAY/ADJ file.
Adjustments only:
PAY/ADJ ADJ AMOUNT IS NOT ZERO
Payments only:
PAY/ADJ:PAYMENT AMT IS NOT ZERO

38
 Unduplicated admissions:
Using data from the ADMIT and CLIENT file, Sort and
Group on the CLIENT Client ID.
Use any filter you choose to limit dates of admission,
programs, etc.
Use the Output Options SUPPRESS DETAIL LINES option.
Even though each client may have many admissions, each
client will only appear and be counted once.

Clients with seen within a date range with an open balance:

This report is easy but if you dont want a detail line of every
service it may be tricky if you dont use Suppress Detail
Lines (in the Output section discussed later in this class)
and group and total correctly.
Using data from the CLIENT file, Sort and Group on the
CLIENT Client ID.
Use any filter you choose to limit dates of service, charge
type, etc.
If you created a Detail report Sum the CHARGES Extended
Amount using the <Options> control button, be sure to add
the calculation to all selected levels.
If you created a Summary report Sum the CHARGES
Extended Amount as you select the data item.
Use the Output Options SUPPRESS DETAIL LINES option.

Joins
Relational databases contain tables of data that is frequently
related. For example the Client and Client Payor tables have
information about the client, but both do not contain the
same data. These two tables are related or joined by a
common field to enable results from both tables in the same
request.
Typically when a request includes data items from more than
one table it is assumed that only records with corresponding
data in both tables will be included. Example: a request
includes the following data items:
CLIENT Client ID
CLI/PAY Payor Code
Every client with a CLI/PAY record will be included in the
request results. If a client does not have a payor, the client
will be excluded from the request.

39
You can control whether the records without joined data in
the tables selected is included in the request results by
changing the Join options.

Exercise: Adjusting a Join

1. Create a Detail type report. Enter CLIPAYJ as the
name and Clients and their Payors as the description.
2. Choose CLIENT Full Name (LFM) and
CLI/PAYORS Payor Code as data items for the
request.
3. Sort on CLIENT Full Name (LFM)
4. Preview the request and note how many clients are
included in the result. Note that they all have payors.
5. Close the preview and click the Joins control button
on the Request Editor. The Joins form displays as below:

6. Click the Right Join (C4CLIENT) and review the Join

Description. Click the Right Join (C4CLIENT) again,
review the Join Description and note the difference.
Why would using the Left Join (C4CLIPAY) be inefficient
in this request?
When adjusting Joins note that they may slow down the
processing time of your request.

40
5. Sorting and Grouping Requests
Sorting and grouping lets you select the order in
which your data is presented.
Sort Organizing the information so that detail lines
appear in a specific order. The details can be organized
in ascending or descending order.
Group A way to break detail lines into subsets of the
report. You specify a data item upon which to group the
report. When the Report Wizard encounters a change in
this data item, it starts a new group.
For example, you could specify Staff Code as the group
criteria. The Report Wizard sorts the output primarily on
Staff Code. After displaying all services performed by
the first staff code selected, the report produces a group
break. It subtotals and then generates a new group
header for the next staff code.
Only Data Items included in the report may be used as
Group items. If you dont want to show the data item in
the body of the request, highlight it in the Selected Data
Item list and click the Hide control button.

Setting Sort Orders

To access the Sort/Group screen, click Sort/Group
from the Request Editor.

Selecting Data Items for Sorting

Similar to the Data Item selector, the left window
contains the Available list of data items.
1. If you want an Available list of all data items, choose
All. Otherwise The Report Wizard displays just the data
items you specified for the data items detail line of the
Request. To switch back from all data items to just the
selected detail items, choose In Request radio control
button.
Note: In some cases, you may want to sort a
Request based on a data item that does not
appear in the Request. In such cases, choose
All.
2. Double click on the data item you want to sort on.
The Selected list displays the data item you chose and
the Available list no longer includes that data item.
3. Perform the previous step as many times as necessary to
specify the sort criteria.

41
Note: The order of sort criteria is significant. The Report
Wizard sorts the output first on the data item at the
top of the list, then the second. If you need to reorder
the data items to correct the sort order you can do so
using the same mouse or keyboard shortcuts used to
reorder Data Items and Filters.

Ordering Sort Criteria

The order in which you specify data items controls
how the sorting is performed. The first item in the
list is the primary sort, the second is sorted within
the first, etc.
Example: The first item in the Selected list is Last Name.
The second is First Name, such as in a phone
book.

Specify Ascending/Descending Order

Each item in the sort criteria can be sequenced in
ascending or descending order. A single-headed
arrow appears just to left of each Selected data item
name.
An upward pointing arrow indicates that the data item
will be sorted in ascending order (A through Z).
A downward pointing arrow indicates that the data item
will be sorted in descending order (Z through A).
Ascending is the default sort order for Selected data
items.
You can toggle the sort order control button back
and forth from ascending to descending for each
item.
To toggle the sort sequence to and from descending
order, highlight the data item whose order you want
to change in the Selected list and choose
Descending or Ascending (located below the
Selected list).

Specifying Group Breaks

A group break occurs in a report when the contents
of a certain data item changes.
Example: You want to list charges by date. At the end of
the listing for each date, you want a subtotal of
the charge amounts. You would specify a group
break on CHARGES Start Date.

42
In the output, a Group Break triggers the following
actions:
A horizontal line is printed under each numeric data
item.
A sub-total is printed for each numeric item that is
flagged in the Data Items table as Sub-total on Group
Break. (Other types of calculations may also be
specified.)
A Group heading is printed to identify each new group.
Because the group ID prints the Data Item name, it isnt
always necessary to include the data item in the Data
Item Selected list. Doing so would list the data item
twice for each category on the report.

Creating Group Breaks

To create a group break:
1. Place the data item you want to group on in the Selected
list by double clicking it in the Available list.
2. Choose Group, located below the Selected list.
The Grp indicator appears to the right of the data item
name.
Note: Group breaks only appear in reports. the Report
Wizard ignores group settings for labels, browse, all
file exports, and graphs.

Exercise: Adding a Sort and Group

1. Edit the request that you created in an earlier exercise.
Choose the Sort/Group control button from the Request
Editor.
2. Add the CHARGES Diag Code in the Available list to
the Selected list by double clicking it.
3. Choose the Group control button.
4. Select the Display Data Items All control button.
5. Select the CHARGES Clinician data item.
6. Choose OK to close the Sort Group option and
Preview your report.
7. Close the Preview and choose Data Items.
8. In the selected list choose the CHARGES Diag data
item and click the Hide control button.
9. Close the Data Items and choose Filters.
10. Click Top N and click the Include only first option.
Select 3 as the number, and click OK.
11. Click OK to close the Filters and choose Preview.

43
 12. Review the request preview, when done close the
Preview, return to Filters and click Omit Duplicates.
Click OK to close Filters and Preview the request
again. Note the difference.

Sort & Group Options

The Options control is available from within the Sort
Group form. The Sort/Group Options provides
summary and page formatting options.
Using the radio control buttons across the top of the
form you can choose from:
Calculations - add summary calculations to a
request.
Formatting - format page breaks and other page
controls.
Show all selections - displays both summaries and
page formatting options selected

Calculations
The Report Wizard generates automatic summary
calculations when you create a group break. You can
also add custom calculations to the group break area
using the Option Types Calculations dialog. These
are useful to average data, count items in a group, or
perform statistical analysis. These data aggregation
controls also display in the Data Items selector when
a Summary type report is created.
For the overall request:
Count The number of items within the group are
counted.
For numeric data types only:
Sum
Average
Weighted Average
Minimum
Maximum
Standard deviation
Variance
Note: You may add as many calculations as you want.
Each occupies one line in each group break (or in the

44
 report summary area). You can rearrange the
summary calculations in the Report Layout Editor if
you want.

Which Data Items to Display

By default, the Available list displays only the data
items that have been selected for inclusion in the
request.
You can choose from other data items by clicking
the Show Data Items All radio button on the
Calculations form. .

Where the Summary Appears

Ordinarily the Report Wizard totals numeric data
items down to the grand total. But you can also add
counts for non-numeric data items or other statistical
operations for numeric data items.
Summaries can be placed in either of two areas:
In the group footer (group summary) after every detail
line is shown for the group.
At the conclusion of the report (summarizing all detail
lines in the report).
To place the summary in a group footer only:
1. Highlight the group break band in the Add
Calculations to: list.
There may be several levels of group footers.

2. Choose Highlighted Group Break.

3. . Follow the steps in Selecting Summary Items section
that follows.
To place the summary at the end of the report
only:

45
 1. Highlight the Grand Totals break band in the Add
Calculations to: list.
2. Choose Highlighted Group Break.
To place the summary in all bands:
1. Choose All Breaks.
2. Follow the steps in Selecting Summary Items section
that follows.

Selecting Summary Items

To summarize a data item:
1. Highlight the data item in the Show Data Items list.
2. Choose the control button for the type of summary
calculation you want.
The data item appears in the Add Calculations to list.

Exercise: Adding a summary item to show the number of items

in a group.
1. Choose Sort+Group, choose the Options control button.
2. Choose Add Calculations to: - All Breaks
3. Choose the Show Data Items - All indicator.
4. Choose the CHARGES Units data item.
5. Choose the Sum control button.
6. Choose the CHARGES Units data item again, and
choose the Count control button.
7. Choose the OK control button.
8. Preview the report.
Why is one summary total different from the other?

Formatting
Formatting allows alternate page breaks, controls page
overflow (widows and orphans), and page numbering in
conjunction with groups.
New Page - inserts a new page after a selected summary
option.
Reset Page # - resets the page number to 1 after a
selected summary option
No Group Header - suppresses the group header on a
selected summary option

46
 No Group Footer - suppresses the group footer on a
selected summary option
Repeat Header if Group Continues - repeats the
header banner if the group continues beyond the end of
the page.
New Page if <# Lines for Group - automatically starts
printing on a new page if there are fewer than any
number of lines left on the current page.

New Page
You can automatically insert new pages after a Group in
your requests. Use this option when you have one report
that is to be distributed to several recipients. Example: a
Client by Staff listing that groups by Staff Code. Inserting a
New Page after each staff code would appear to create a
different report for each staff. When using this feature
consider using Reset Page # as well to avoid confusion.
To insert a New Page after a group:
1. Complete the Sort Group criteria.
2. Choose the Options control button within Sort + Group.
3. Choose Formatting radio control button.
4. Highlight the Group in the Apply Option to: list.
5. Double click the New Page option in the Formatting
Options list.
6. Click OK to return to the Sort + Group, then OK
again to return to the Request Editor.

Reset Page #
You can automatically reset the page number back to 1 when
a new Group starts in your request.
To reset the Page # after a group:
1. Complete the Sort + Group criteria.
2. Choose the Options control button within Sort + Group.
3. Choose Formatting radio control button.
4. Highlight the Group in the Apply Option to: list.
5. Double click the Reset Page # option in the Formatting
Options list.
6. Click OK to return to the Sort + Group, then OK
again to return to the Request Editor.

47
No Group Header/Footer
Each Group starts with a header band that contains the data
item used for the header on a separate line. In requests with
numerous groups this may take up too much space.
To use No Group Header or No Group Footer for a
group:
1. Complete the Sort + Group criteria.
2. Choose the Options control button within Sort + Group.
3. Choose Formatting radio control button.
4. Highlight the Group in the Apply Option to: list.
5. Double click the No Group Header or No Group
Footer option in the Formatting Options list.
6. Click OK to return to the Sort + Group, then OK
again to return to the Request Editor.

Repeat Header if Group Continues

When a grouping continues from one page to the next you
can force the header for the group to repeat on the next page.
To insert Repeat Header if Group Continues option for a
group:
1. Complete the Sort + Group criteria.
2. Choose the Options control button within Sort + Group.
3. Click Formatting radio control button.
4. Highlight the Group in the Apply Option to: list.
5. Double click the Repeat Hdr if Grp Continues option
in the Formatting Options list.
6. Click OK to return to the Sort + Group, then OK
again to return to the Request Editor.

New Page if < lines for Group

If there are less than a specified number of lines available for
a group on a page you can automatically advance to a new
page before the group starts printing. For example your
report lists services grouped by client name. If a group
started on the last two lines of the page only the group
header would contain only the client name, then the detail
lines for the client (the services) would be on top of the next
page. If this option was used and set to 3 lines - a minimum
of two detail lines would follow each group.
To insert a New Page if < lines available for a group:
1. Complete the Sort + Group criteria.

48
 2. Click the Options control button within Sort + Group.
3. Click Formatting radio control button.
4. Highlight the Group in the Formatting Options list.
5. Double click the New Page < Lines for Grp option in
the Apply Option to: list.
6. The Number of Lines Follow Header entry form
displays. Enter the minimum number of lines that
should be available after the group before a new page is
begun.

7. Click OK to return to the Request Editor.

Show all Selections

The Show all Selections radio control button on the Sort +
Group Options form simply compiles all summary
calculations and page formatting for the request and displays
them for review. No options are available.

6. Specifying Output Options

The Report Wizard offers you enormous flexibility
in both the range and variety of request output, and
your ability to customize them.

Selecting the Output Type

Access Output options by clicking the Output
control button from the Request Editor.

The result of your Requests can take the form of:

49
 Report Creates four kinds of reports you can view on
screen, print, or save to disk files for later use.
Browse Creates a table view of the data through
which you can then navigate. This is handy if you want
an overall view of the data without storing the Request
results. (This browse view is Read Only; you cannot
make changes to the data.)
Labels Print labels and envelopes of virtually any
size for clients, staff, Payor organizations, etc.
Graph Sometimes a bar chart or pie graph is the
perfect way of illustrating the results of your Request.
The Report Wizard supports virtually any Windows add-
on graphing products.
Spreadsheet Outputs data to spreadsheet files (your
choice of Lotus WKS, WK1, or Excel).
Mail Merge Creates data files suitable for text merge
with popular word processors. Once you have the
results in text merge format, use the word processor to
add to a memo, incorporate additional text, or format the
appearance of the resulting document. For details on
completing a mail merge see your word processors
documentation.
ASCII Export the results of the Request to a text file.
Choose from two alternatives. (Fixed length creates
neatly formatted columns. Delimited offers a more
compact way of storing the data than does fixed length.
Many applications, including Visual FoxPro, Access,
etc., are able to import data in delimited format.)
Data You can export the results of your Request to
DBF/FoxPro, FoxPlus, dBase IV, Fox 2.x, cursor and
array files.
XML You can export the results of your Request to
an XML file for web publication. You can choose from a
Default Style sheet, none, or a custom Style sheet.

To specify an output format:

1. In the Request Editor, click Output.
The Output Selector form displays.
2. Click the Output Type pull down.

50
 A menu of output choices displays.

3. Choose the output type you want to use.

Specifying Output Types (Report)

To choose the Report output type:
1. Follow steps 1-3 in the previous section.
2. Choose Report from the pull down menu.
A submenu appears that lists the report output types to
choose from:
Columns Displays columns for every data
item in the request.
Form- Displays one detail record at a time with
its data items stacked vertically.
Master/Detail- Displays group breaks and
formats the other data items as columns below
the group break. This output format is available
with two variations: Group Headings and Page
Headings. As the names indicate, your choice
determines whether the report displays a new
heading for each new group or only at the top of
each new page.
3. Choose the output type from the Report submenu.
If you select Master/Detail, a second submenu appears
for selecting heading placement. Choose Group
Headings or Page Headings.

Specifying Output Types (Labels)

Choose Labels from the popup menu. A secondary
pull down menu is available to the right. You can
choose from the many Avery label formats
displayed. You can use the Label Types Displayed
to select from 1 across, 2 across, 3 across, or 4
across labels.
The 1 across listing contains layouts for several envelopes
and Rolodex forms as well.

51
 You can also use the radio control buttons displayed to
control the sort list options.

Specifying Output Type (Spreadsheet)

Choose Spreadsheet from the popup menu, and
then direct the data items to a spreadsheet file in the
following formats:
Excel - XLS file only - creates an XLS file and returns
control to the Report Wizard.
Excel - XLS launch - creates an XLS file and launches
into Excel. When Excel is exited control is returned to
the Report Wizard.
Excel - XLS launch pivot table - creates an XLS pivot
table file and launches into Excel. When Excel is exited
control is returned to the Report Wizard.
WKS- Lotus 1-2-3
WK1- Lotus 1-2-3 version 2.x

Specifying Output Type (Mail Merge)

Choose Mail Merge from the popup menu, and then
direct the data items to a mail merge file in the
following formats:
Microsoft Word
WordPerfect 5.x
Generic word processor
Once a type is selected the Send To section of the form will
automatically select File radio control button. A default file
name and location will display. Follow the Mail Merge
directions in your word processors documentation. When
prompted for an input file - specify the file name identified
here.

Specifying Output Type (ASCII)

Choose ASCII from the popup menu, and then
direct the data items to an ASCII file in the
following formats:
SDF These are evenly spaced columns with one row
for each record.
2448 ABLESKI 5000 110291 301.10 1500.00
2018 ABLESKI 92836 B0LU4 301.10 1500.00
2387 ABLESKI 5000S 129127 301.11 2000.00
2389 ABDONAVICH 5000K 73767 295.10 1205.00

52
 Standard Delimited These are one record per row,
with commas between records and quotes around
character fields.
"2448", "ABLESKI"," 5000","110291,"301.10","1500.00"
"2018","ABLESKI"," 92836","B0LU4","301.10","1500.00"
"2387","ABLESKI","5000S","129127","301.11","2000.00"
"2389","ABDONAVICH","5000K","73767","295.10","1205.00"

Custom Delimited You specify the character to be

used as the separator between data items. In this case we
have specified the vertical pipe character:
2448|ABLESKI|5000| 110291|301.10|1500.00
2018|ABLESKI|92836|B0LU4|301.10|1500.00
2387|ABLESKI|5000S|129127|301.11|2000.00
2389|ABDONAVICH|5000K|73767|295.10| 1205.00

Once a type is selected the Send To section of the form will

automatically fill in the File radio control button. A default
file name and location will display. Use any file utility to
use the file.

Specifying Output Type (Data)

Choose Data from the popup menu, and then direct
the data items to these data storage formats:
DBF/FoxPro A format that can be used by Visual
Foxpro
DBF/FoxPlus (db4) A format that can be used by
dBASE III Plus, dBASE IV, Clipper and FoxBase Plus.
DBF/Fox 2.x A format that can be used by FoxPro
2.x.
Cursor This is a Visual FoxPro DBF file opened in
exclusive, Read Only mode and released when it is
closed.
Array Creates and populates an array in memory
with the Request result set. These formats are most
useful to programmers.

Selecting Layout Style

When you first began your report you selected a
layout style; Presentation, Executive, or Ledger.
You can apply a different layout style at any time. If

53
 you modified the layout of your request those
changes must be re-applied.

Layout Options

The Options control button on the Output form contains

special features to help further control your printed request
formatting and printing. These options are only available for
Report Output Types.

These are as follows:

Show filter conditions on report These control
whether the filter selection criteria were used when the
report was run show on the report.
Detail Line Spacing Controls the number of lines
between each detail line.
Column Spacing Controls the number of spaces
between each column printed.
Formatting Use these options to prompt the user for
a header each time the report is run, suppress detail lines
for summary reports, or force the font/pitch to adjust to
fit the page.
Suppress Repeat Values Eliminate duplicate data
from printing in the number of columns specified.
Display Item Counts As Change the default labels
on Item, Count, or Total summaries.

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Show Filter Conditions
You might run the same request responding to filters
differently each time. The same request might have
drastically different data as a result. This feature
includes the Filter Conditions at the beginning of
each request for reference. These are the choices:
None Disables printing of filter conditions in the
request header.
All The filter condition prints in the header of the
request every time it is executed.
Ask-at-Runtime conditions only If you enable this
feature, your request will display the Ask at Runtime
responses supplied when the request was executed.

Detail Line Spacing

Requests are set to 1 space per detail line by default.
You can change the line spacing by increasing the
value displayed.

Column Spacing
By default columns are separated by one space. To
enhance readability on any request increase the
value displayed.

Formatting (Always prompt for header)

When selected, an optional heading prompt will
display each time the report is run. The heading
supplied will show on the first page of the request.

Formatting (Suppress detail lines)

This is an easy way to turn any report into a summary type
report. When selected, all group headings and summary
calculations will display but the detail lines will not. An
example follows:
Request without detail lines suppressed:
Group: CLIENT 10939 Akers
Charge Date Name Service Amount
05/01/1999 Akers IT1 109.50
05/01/1999 Akers IT2 109.50
05/01/1999 Akers GPT 109.50
05/01/1999 Akers GP2 109.50
Group subtotal: CLIENT 10939 438.00

Same request with detail lines suppressed:

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 Group: CLIENT 10939 Akers
Group subtotal: CLIENT 10939 438.00

Formatting (Fit to page)

When a request contains many data items Fit to Page will
attempt to reduce the font size. You may also change the
page orientation to landscape to accommodate more data.
Also try selecting a different Output Type, such as Report
Form.

Formatting (Suppress repeat values)

When checked and a value supplied this option removes
redundant data from your request on a column, by column
basis. An example follows:

Request without detail lines suppressed:

Request without repeat values suppressed:
Group: CLIENT 10939 Akers
Charge Date Name Service Amount
05/01/1999 Akers IT1 109.50
05/01/1999 Akers IT2 109.50
05/01/1999 Akers GPT 109.50
05/01/1999 Akers GP2 109.50
Group subtotal: CLIENT 10939 438.00

Same request with repeat values suppressed in the first 3

columns:

Group: CLIENT 10939 Akers

Charge Date Name Service Amount
05/01/1999 Akers IT1 109.50
IT2 109.50
GPT 109.50
GP2 109.50
Group subtotal: CLIENT 10939 438.00
Notice that the service does not change because each one is
unique. In other words there are no repeat values in column
3. If 4 columns were specified the report would display as
follows:
Group: CLIENT 10939 Akers
Charge Date Name Service Amount
05/01/1999 Akers IT1 109.50
IT2
GPT
GP2
Group subtotal: CLIENT 10939 438.00

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Output Destinations
From the Output Selector screen you can select to
output a Request to one of three destinations.
The destinations are:
Printer
Screen
File
Email To

Send to Printer
The request will print when Run is selected from
the Request Editor or Request Manager.
When run, the Windows Print dialog is displayed to
let you control output production. The dialog
displays the printer name and other options such as
number of copies, page orientation, etc.

Send to Screen
To preview results on the screen, choose Screen.
When you run a Request with Screen set as the
destination, the Report Wizard displays the result in
a window.

Send to File
When you want to store the results of a Request to
disk, use this option.
To save the results to a file:
1. Choose File.
A dialog appears that prompts you for a file name and
location for the Request output. The default file name
uses the same name as the Request. (If the Request is
called BALSUM1, the default file name will be
BALSUM1.RPT.)
2. Type a file name or accept the default name and click
Save.

Send to Email
When Send to File is selected you can supply an e-
mail address to send the request results to. Type a
valid email address in the place provided. When the
request is run your email application will send the
file as an attachment.

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 Printing Options
The Printing Options control button on the Output form may
be used to select a specific printer for the request.

Your default printer will display and may be modified using

the Modify control button. See your system administrator
for information on selecting printers, setting page
orientation, etc., for your specific printer type.

Advanced users can use the Customization items to modify

report layout. These topics are covered in the Report Wizard
II class.

Preview
You can Preview a request at any time by clicking
the Preview control button from the Request
Manager or from the Request Editor.
Preview runs your request to a scrollable form. A
Preview Control Toolbar is available to advance
pages, print, or cancel the preview.

Preview Control Toolbar

Once a report is displays on the screen in Preview
mode the Control Toolbar options are available. In
addition the form controls on the side of the form
can be used to maneuver throughout the report.

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 First page Displays the first page of text. If the first
page is already displayed the control button is faded.
Previous page Displays the previous page of text. If
the first page is already displayed the control button is
faded.
Go to page Accepts a page number value and
advances to the page specified.
Next page Advances to the next page of text. If the
last page is already displayed the control button is faded.
Last page Advances to the last page of text. If the
last page is already displayed the control button is faded.
Zoom Provides a wider view of the text. Accepts a
percent value.
Close preview Closes the preview and displays the
Output choices form dialog.
Print Displays the Windows print dialog form.

The Output Choices Dialog

This dialog displays when you close the Preview
Window.

Print Displays the same Output Type options as on the

Output form. When any file type is selected Email to: is
available. Supply an email address and select Go to send.

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 Go Runs the request to the Output type selected
above.
Edit Layout Displays the Visual FoxPro report layout
editor. Details are covered in the Report Wizard II class.
Preview Displays the output on the screen.
Show SQL Displays the SQL language generated by
the report. SQL is generally of interest to programmers and
developers.
Close Closes the Output Choices dialog.

7. Copying Reports
Just as you can save several versions of a
spreadsheet or word-processing document, you can
save multiple versions of a request. The Save As
control button displays a form which allows you to
make a copy of a request. Save As is also useful for
saving interim versions of a complex Request, or
one in which you want to explore numerous
successive filters.
In the Save As panel, enter a new name and
description for the request. The list of existing
Requests is presented for reference. Each Request
name must be unique.
Up to three sub-panels may display, based on the
specific details and ownership of the Request.

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 Lock Allows the owner of a request (the creator) to
lock specific sections of the request so they cannot be
changed by other users. Choices correspond to the sub-
panels of the Request Editor.
Layout (FRX/LBX) This section allows you to
control what Save As does if the current Request is has a
customized layout. Your options are:
Make a CopyCreate a copy of the layout,
using the new Request name you entered above.
This is the recommended option.
ShareAttach the new request to the current
layout. The two Requests will both direct their
results through the same layout. Do not use this
option when copying "canned" MS*Health
reports as you may inadvertently modify
important characteristics of the original report.
Output File NameThis section allows you to control
what happens if the current request sends output to a file.
This section only displays if your request output type is a
file. Your options are:
NewSend output to a file named for the new
Request. This option is recommended.
SameSend output to a file named for the
current Request.
Exercise: Copying and editing an existing Report.
1. From the Request Manager find the
MSCHGRG1 Charges & Credits Register.
2. Click the Edit control button.
3. Click the Save As control button.
4. Supply a new name and description of your
choice.
5. Click the Filter control button.
6. Click the Add control button.
7. Add the following filter: CHARGES Clinician,
IS, In the List, supply CS as the value and click
Ask at Runtime.
8. Click OK and close the Filter.
9. Click the Sort + Group control button.
10. Remove the Payor Code Sort Group option by
double clicking it in the selected Sort by column.
11. Click OK.
12. Save the request.

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Additional Exercises:
Creating a summary type report
1. Click the New control button from the Request
Manager.
2. Select Summary.
3. Select Presentation.
4. Enter SUMSAM in the Name field.
5. Enter Charge totals by staff in the description field.
6. Click the Data Items control button and select the
following data items:
CHARGES Clinician
CHARGES Amount
7. Close the Data Item selector and click Preview, and
examine the data.
8. Close the Preview.
9. Click the Data Items control button.
10. Deselect CHARGES Amount from the selected data
items list.
11. Click CHARGES Amount in the available list and then
click the SUM aggregation control button.
12. Close data items and preview the report again. You
should see fewer items as now all the entries are
summed. Instead of seeing a separate detail line for
each charge by staff you should see a total amount for
each staff.
Making a Copy and a Graph
1. Edit the SUMSAM report request by clicking on it in
the Request Manager list, clicking the Edit control
button, or double clicking.
2. Click the Save as control button.
3. Append the Name with the letter G so it reads
SUMSAMG.
4. Append the Description with Graph version.
5. Click OK.
6. Click the Output control button
7. Click the down arrow next to Output type and select
Graph.

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8. Select Excel Chart 3D Pie.
9. Click OK.
10. Click Run. Note that the Preview control button fades
as graphs may only be printed from the third party product
used to create them, such as Excel or Lotus.
11. After previewing the graph, close the graphing
program.

Creating a Cross-Tab type Request to show Service

Diagnosis by Clinician
1. Click the New control button from the Request
Manager.
2. Click Cross-Tab under the Request Type column.
3. Click OK.
4. Enter SAMX in the Name field.
5. Enter service Diagnosis by Clinician in the
Description field.
6. Select Count for the Calculation Method.
7. Select CHARGES Diag. for the rows.
8. Select CHARGES Clinician for the columns
9. Click the Filter control button and click the Add control
button.
10. Select the data item CHARGES Void, IS, Blank, and
click OK.
11. Click the Add control button again.
12. Select the data item CHARGES Clinician, IS, IN THE
LIST. Supply your Staff Code and the staff code of at
least one other service provider as the Value.
13. Click Ask At Runtime, click OK.
14. Click the Ask at Runtime Options control button.
15. Click on the CHARGES Clinician filter.
16. Click the User May Edit control button.
17. Click Data Value Ignore If Blank.
18. Close the Filter option.
19. Click Preview to display your report request

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Creating a Cross-Tab Request to show the Average
Income by Sex, and Presenting Problem.
1. Click the New control button from the Request
Manager.
2. Click Cross-Tab under the Request Type column.
3. Click OK.
4. Enter SAMX2 in the Name field.
5. Enter Average Income by Sex & Presenting Problem
in the Description field.
6. Select Average as the Calculation Method.
7. Select CLIENT Income as the Calculation Method data
item.
8. Select CLIENT Sex for the rows data item.
9. Select CLIENT Pri Prob as the column data item.
10. Click Preview.

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8. FAQs & General Information

Q I cant find a data item I need in the list of available items.

A Check the resources at www.mshealth.com FAQ section for a
list of data items by menu option. If you cannot find it contact tech
support. If the data item is indeed missing tech support will add it
for you.

Q When running a new report I get a message that a join is

missing.
A Virtually all files are connected by a join statement. From
time-to-time new files are added and a join may be missing. Tech
support will instruct you how to add the join. Contact them at
support@mshealth.com

Q I dont know where to begin.

A Write out your report, make a list of where all the data items
are that are needed for the report. Use the Wizard to help you get
started and experiment. Report writing does take some practice.

Q Why does my report contain fewer clients than I think it

should?
A If your report contains data from 2 files and there is no
supporting data in the second file, no data from the first will print.
Example: Your report contains CLIENT Last name and
CALENDAR Start Date (appointment date). If there are no
appointments on file for the client, the client will not list on the
report. Or, if your report contains CLIENT Last name and
CLI/STAFF Staff Code, the clients without a staff assignment will
not print. Experiment with the Joins for the request, previewing
each time to see different results.

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9. Assignment:

1. Your instructor needs a list of the number of active clients in

each department. Please include totals for each department and
a grand total. Do not include any details about the clients. Just
the facts!

2. If your request is many pages long, print the last 2 pages of

your report and e-mail (preferred), fax, or mail to:

Attn: Class Instructor

MS*Health Software Corp.
605 Grand Avenue
Hackettstown, NJ 07840

Fax 908-850-5525
e-mail support@mshealth.com

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Filters to create the example report:
Show and count services performed for diagnosis codes.

Data Items:
CLIENT client ID
CLIENT first name
CLIENT last name
CHARGES Start Date
CHARGES serv code
CHARGES clinician
CHARGES Chg type
CHARGES Diag (hidden-grouping)

Filters:
CHARGES Start Date is between (ask at runtime)
CHARGES clinician is in the list (ask at runtime)
CHARGES record type is like CH
CHARGES void is blank
CHARGES serv code is not like _BALFWD

Sorting and grouping:

Charges Diag (group)

Calculations:
Count record within group
Count total number of records

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