The first form you pull a field from into a report section determines the Root Form of the report section. Any subsequent forms included in the section are considered Connecting Forms. To learn more about this, click here.
These forms have specific properties within a report that determine what data users can see when viewing reports and what records are pulled into the report. Continue reading below to learn how these settings affect your report.
Root Form Properties
To access the properties associated with the root form, click the name of the first form at the top of the report section.
Note: Root forms have "(Always)" next to them because the report will always pull in data from the root form. This may differ for connecting forms, which we cover later in the article.
In the pop-up window, you can click the green "[highlight]" text to see which columns in your report section have been pulled in from the root form. A green border will appear around those columns, and the root form will be expanded within the Field Choices palette.
Filters
The 'Enforce Programs filter' and 'Enforce User Level Access filter' checkboxes are selected be default. Disabling the Programs filter will show users all record data regardless of what Programs are assigned to the records pulled into the report. Disabling the User Level Access filter will show users all form data regardless of whether they're given access through their permissions.
Click Apply to save any changes and close the root form's properties.
Connecting Form Properties
Connecting forms are indented below the root form; click on its name to open its properties.
The "[highlight]" text performs the same action as it does in the root form properties.
Required
In the Required section, there are three options that determine when a root form record is included in the report. "Always" is the default setting; using the other options will determine what data is pulled into the report before any existing filters in the report filter out any data.
Always: Root form records will only be included in the report if they have at least one record of the selected connecting form.
Note: This can identify which Tier 1 records have completed a certain Tier 2 record.
Sometimes: Root form records will always be included whether or not they have a record of the selected connecting form.
Never: Root forms will only be included if they do not have a record of the selected connecting form at all.
Note: This can identify which Tier 1 records have not completed a Tier 2 record.
Note: If your forms are connected by linking fields and added to the same report section, the Required options will behave as follows:
Always: Only shows root form records if they have linking fields to the connecting form.
Sometimes: Shows all root form records whether or not they have linking fields to the connecting form.
Never: Only shows root form records if they do not have linking fields to the connecting form.
Limit
The Limit section to the right of the Required section establishes which records of the selected connecting form will show:
None: All records of the selected connecting form will be included.
Last Created: Only the most recently created record of the selected connecting form will be included.
First Created: Only the earliest created record of the selected connecting form will be included.
The Programs and User Level Access filters operate the same as they do in the root form properties.
Click Apply to save any changes and close the connecting form's properties. Be sure to save and publish the report from the Report Actions palette to make the changes immediately available to other users running the report.
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