Create custom documents using a simple user interface
This guide is intended to give you a basic understanding of how to use advanced reports tool. For a video tutorial, click here and skip to 4:11.
- Before creating your advanced report, you'll need to find your chosen artwork records: use the search, advanced search, or flag and find the artworks or contacts that you want to include.
- If using flagged records, make sure that only flagged records are visible onscreen. You can do this by clicking the Find flagged button, found within the flags menu in the top-right of the screen (the larger flag at the top of the column of flags).
- Once you have found all records you wish to create a report for, go to Create... > Document/reports at the bottom of the screen.
- Once you are here, click on Advanced reports... to open up an edit screen in a new tab.
The following information explains the various parts to an Advanced report.
The edit screen
On the newly opened edit screen, you will see the main table in the centre of the screen and some extra text inputs above and below it. These are the areas where you can add content to your report.
At the right-hand side of the screen is a grey panel where document settings can be applied to modify the way your document is generated.
At the top of each column is a pencil icon, this can be used to add fields to each column by clicking on the Add field... button within the pencil menu.
Clicking this brings up a searchable drop-down menu, where you can select the fields you want to add to the column.
When a field is selected from the drop-down, you will notice that some text within square brackets is added to the main column cell. The square brackets indicate that the text inside is acting as a placeholder and will be replaced will real data when the report is generated.
Since the main column cell is a free text field, you can add any other text you like to it - so long as it doesn't include square brackets.
You can also add text to each of the column headings, to blocks above and below the main table, and to the main page heading.
By default, the main table contains two columns, but more can be added using the Add column button underneath the table.
Column widths can be adjusted by dragging the vertical borders.
The Settings panel on the right of the screen can be used to make further adjustments, including the font size, table style and page format.
Determines the name of the file when it is downloaded.
Allows you to choose the size (A4 or US Letter), and orientation (Portrait or Landscape) of your report.
Choose whether you want to have your personalised header and footer on this report. For accounts with multi-gallery support, you can choose the relevant gallery template here.
Custom document size / Additional templates
If you wish to create a document using different sized paper to the default options, for example, a "10 x 15 cm" page size, follow the steps below to create an additional template that can be used in your Advanced reports.
Info: To complete the following steps you'll need to be an admin user in your database.
- In Microsoft Word you'll need to create a document template at the specific sizes you wish to create for your report, this could include headers and footers if appropriate.
To do this, open Word > Format > Document > Page setup > click the Paper size drop down > Manage custom sizes > '+' > customise your new page size > click Ok and Apply and save you document.
Info: Once you're happy with your new page size, make sure to format the document's styling (fonts, headers and footers), before moving to step 2.
- Log in to your Artlogic database and go to Other > Admin > Preferences > Core preferences > General. Under the section, DocX Templates is where you can upload your general template documents. Upload your newly created document template, with its special formatting, to the Additional templates section.
- Then, when creating your Advanced report you need to select the following 'Format option from the settings, with your newly uploaded template. The advanced document created will then conform to the size and orientation (plus any included headers or footers) of the additional document template. And, if you would like 1 artwork to appear on every page of your report, it will be necessary to select New page per artwork from the Artwork settings:
Repeat table headers at the top of each page
If ticked, this option adds your table's headers to the top of each page of your document.
Stop rows breaking over pages
This helps you keep all related information collated. It's especially useful if your column rows are tall.
Choose the colour for the borders on this report. This will only take effect if you choose a Table border-style too
Table border style
Choose the design of your table. Horizontal will display only the horizontal lines between each row. Solid will display all cell borders.
An extra column containing row numbers will be added at the left side of the table.
New page per artwork
Split each row onto a new page. This is useful if your table contains large images, where you may desire only one artwork per page.
Artworks per row
Condense multiple rows into one. This is a good way to make use of spare horizontal space if your columns are not particularly wide.
Clicking on the arrow tab at the top-right will hide the Settings panel.
This will reveal a Preview mode switch which can be used to display a preview of your report before you download.
Saving your report
If the report looks correct and you would like to save it for future use, click Save report as at the bottom of the screen. You will then be prompted to enter a name for your report and allow you to set access settings.
Once the report is saved, you can always bring it up in the future by clicking on Saved reports.
To generate the report, click on Download report.