The BusiRep replaces the Attribute Report with greater options and flexibility. The report contains a huge number of search criteria and options to allow any number of different report lists to be built from your database. Reports run on a regular basis can be saved and re-built when required.
Keep in mind any Data Protection issues while building your reports.
How to create a new report
The first section is Data interest.
The report is defaulted to 'None'. and with this option ticked a report can be built from the whole database, i.e. not linked to a specific publication. With this selection only company and contact information can be reported on (options to do with contracts are disabled). This is the simplest type of report, for example, building a list of companies in the database that are based in France or contacts in the database with a particular attribute.
If the None option is ticked, select whether you would like one line in the report for each company or company contact. You must then choose the selection criteria to base the report on i.e. which companies/contacts are you looking for. The selection criteria and output options are discussed further down this page.
If the report is to be built in relation to a publication(s), e.g. companies based in France who have placed an advert in PUB1, tick the publication box. You will see other options become available.
One Line for each - ticking the publications box enables more options. Select from the list the option you require.
Only one option can be selected.
Company to Use - select the company role(s) you wish to base the selection on.
Roles 5-8 are not used but can be customised for different company roles.
Ticking "Any" will untick other options and base the selection on any of the companies.
There are two columns of tick boxes, the first is labelled Selection and the second Output. If the Company or Company Contact is ticked in the previous One Line for each, you can tick multiple boxes for selection and output. If the Contract, Contract Lines or Contract Stand Lines is chosen, you can tick multiple selections to base the report on but only one output option
For example, if one line for each company is selected you could tick Main, Agent and Invoice in the selection column and the output columns. The resulting report would show three lines with these three companies.
If one line for each contract is selected you could base the selection on Main, Agent and Invoice company but only one of these three for the output. The report output would show just one line. You could also for example base the selection on the Main company but wish to show the output of the Invoice company.
Contact Validation can be used to choose where it applies the selection criteria you have chosen on the contact. For example if you base the selection on contacts with attribute X in main companies based in France and choose invoice company as the output, if you have the selection criteria for contacts as attribute X, you can choose between whether the main or invoice company contact must have this attribute.
Publication Contract Selection - choose the publication(s) you wish to include or exclude in the report.
The Code A field will be defaulted to the publication code you are currently working in, or you can enter or search for the publication code in the Code A field. The button next to this field is labelled Have. Clicking this button changes the label to Have Not ,i.e. you can choose to exclude all companies/contracts (depending on your previous selections) which are linked to this publication code.
You can run the report on up to two publications by clicking on the 2 publication tick box. Enter or search for the second publication code in Code B field. There are various combinations of two publications codes which can be applied by using the Or/And and Have/Have Not buttons. Placing the arrow over these button will bring up a label showing the button names, the first is unclicked, the clicked e.g .Or/And, Or is unclicked, And is clicked.
Selection Criteria On - this is where you define your report and choose the options you want the system to search for.
For example, in the previous selections you may have chosen to build a report on all adverts in publication PUB1, in this section you can choose to only search for orders within a certain issue, or you may have selected companies that placed an editorial PUB1, in this section you could choose only companies based in London.
First decide what details you want the report to search for, company, contract line, attributes etc. Multiple options can be selected e.g. companies with a 'PA' status in France with attribute X.
Each option has a tick box next to it, ticking this box brings up a blue arrow which will take you to a screen will all the related choices for this option. You must then select which option(s) you would like by ticking on the boxes e.g. if you wish to select companies from a certain country, you would tick the Company Details tick box and then the Country tick box.
When the box is ticked, there will be a number of fields appearing depending on what has been selected. There will either be entering or Search for codes to include/exclude, ranges of codes or tick boxes. If a tick box or field is not labelled, move the mouse arrow over it, a label will then displayed. When you have finished making your selection, click on the Done button to return to the main screen, the tick and blue arrow will remain to indicate that you have made a selection in that area. To remove these selections, right click on the blue arrow.
For Data Protection options, see Data Protection.
Company & Contact Attribute Selection
The Company and Contact Attributes selection contain and/or, have/have not and brackets to allow a greater flexibility in choosing multiple attributes.
Enter or search for the attribute you wish to search on.The first tick boxStarting With(place the mouse arrow over the box to display the label) can be used in cases where a great number of attributes have been set up with the same code, e.g. if you have attributes 001:1111, 001:1112 and so on, ticking theStarting Withtick box enables you to select all attributes starting with 001. Leaving this box unticked (default) means the attribute has to match exactly what has been entered in the field.
Click on theHavebutton to change this option toHave Notand the click on theOrbutton to change this option toAnd.
You can use brackets for more complicated attribute options. For example the attributes HOT, COLD, AGENT, ASSOC. You could ask for companies that have '(HOT and AGENT) or (COLD and ASSOC)' attributes, this would be very different from asking for '(HOT or AGENT or COLD) and ASSOC'. You can also use double brackets by clicking twice on the button as well for the more adventurous.
The publication codes entered inPublication Contract Selectionwill be displayed in the Code A and Code B fields. The next tick boxes after theStarting Withbox is to select only the attributes that are linked to the publication code(s).If you place the mouse arrow over these two tick boxes, the publication codes you have previously entered will be displayed (the label will be blank if no code was entered). This can be used if, for example, you have an company attribute COLD you can select only companies that have this attribute and the attribute was linked to publication PUB1 (rather than all companies with the attribute COLD). (For this to be correct, the Attribute must be linked to the publication code when it was entered).
Right Click Options
Some of the BusiRep functions have a 'right click' option which can alter the report.
Updating the Main Contact
In the Company to Use section, if you right click on the Output company the tick will go a light grey (or a box appears). This will disregard the contact and allow you to set a new one, for example in the cases of exhibitor lists if main contacts have been changed since the contracts were entered, right clicking on the main company output box and then ticking Main Contact to Set (in Contact Detail sin theSelection Critera On) will select the current main contact for the companies and not the one that the contract was entered under.
Multiple Country Selection
In the Company Details Selection Criteria, there is a Country option to select companies from upto four countries. To choose an unlimited amount of countries, right click on the Country tick box. You can then search and select more than four countries.
From the selections you have made, choose what details you would like to be shown in your report.
Once you have made all you selections that you would like the report on, you can choose what is displayed from the result of building the list. For example, if you have built a report to list all the companies that have placed an advert in PUB1 and are based in London (100 companies), you can then choose for the list to show only the company name and telephone number. Or if you have build a list of all companies that have attribute COLD for publication EX04, you can select the list to show the full company address and the company size (attribute CS) of these companies.
Tick the box of the detail area you would like to select. Ticking the box brings up a screen with all the related options for that area. From there you can tick which details you would like shown on the report.
Company/Contact- tick the boxes of each detail you wish to be shown in the report. You can also select which company address you would like to be shown from the company record.
Company/Contact Attributes- The attribute output screen contains a Copy button to copy over the attributes you may have selected inSelection Criteria On.Although you know the companies/contracts the report lists will have this attribute because you have selected it, you can add other attributes here to find out whether your report list has other attributes or not, e.g. you select an attribute HOT (hot prospect) to be a selection criteria in your report, if you entered the attribute MA (marketing area) in this output section, you could find out which marketing area the companies with the attribute HOT in this report belong to.
Selecting Full Address will export the full address formatted, there will be Addr1-7 columns, counties etc will be in different columns depending on the length of the address. To unformat the address so that all counties, countries, postcodes etc are in the same columns, right click on the Full Address tick box. The tick will turn a lighter grey (or a box will appear).
When you have made your selections you can click on the Done button to return to the previous screen. The tick and blue arrow remain to indicate where you have made output selections.
Building The List
You have now finished your report. To build the list, click on the build button. The number of lines the report contains will be displayed in the field to the right.
Options for the Output of the Report List.
Once the system has build the list based on your selections there are a number of options for the report list which can be selected by right clicking on the Excel button.
|Export the report list to Excel
|Dynamic Display. From this list the records can be opened in BusiPro.|
|Merge the report list with a letter or document, see Bulk Mailing from a Report List|
|Email a Communication document (as attachment or body text) to all email address in the list, see Bulk Emailing from a Report List|
|Send a standard email (communication template) to all email addresses in the list, see Emailing a Standard Email to a Report List|
Once you have built a report you can save the selections so that in the future you do not have to enter them again, you can simply load the report and press the build button to re-run the report.
Click on the Save button .
There are then ten 'slots' you can save your report in. Tick the box of the next, or any, available number. The name of the report will be shown in theCommentfield. Click on theSavebutton at the bottom of the grid. You can now close the report window.
If all the slots are full, you can tick the number box of a report you no longer use, the old report will be replaced with the new one. Remember to click on theSavebutton to save your changes.
Any reports that you no longer require can be deleted to free up spaces. Click on the number tick tick box of the obsolete report and click on the Delete Button. Remember to Save any changes.
To exit from this window without making any changes, click on the red cross button.
To Load a Report