Determining presence of action note types

Robyn Kells

I am creating a "call volume report" for our development team that shows all the calls a given development officer made over the past fiscal year.

The report displays various data for each action, including any notes coded "Action Note", with summary information in the report footer. However, our development director also wants to know whether for a given action, there is a call report included.

Therefore, even though I've filtered out "Call Report" from the note types displayed, I need a way to indicate whether one exists (just an X would suffice). Can I write a formula that directs Crystal Reports to determine whether "Call Report" exists as a note type for a given action, even if the report rows specifically exclude "Call Report" notes? (I am exporting that note type, however.)

 If I'm failing to make sense, please let me know--I know it's a confusing situation. Thanks for any suggestions!!

Armando Quiroz

Robyn Kells:

I am creating a "call volume report" for our development team that shows all the calls a given development officer made over the past fiscal year.

The report displays various data for each action, including any notes coded "Action Note", with summary information in the report footer. However, our development director also wants to know whether for a given action, there is a call report included.

Therefore, even though I've filtered out "Call Report" from the note types displayed, I need a way to indicate whether one exists (just an X would suffice). Can I write a formula that directs Crystal Reports to determine whether "Call Report" exists as a note type for a given action, even if the report rows specifically exclude "Call Report" notes? (I am exporting that note type, however.)

 If I'm failing to make sense, please let me know--I know it's a confusing situation. Thanks for any suggestions!!

 If you are exporting the "Call Report" for all actions then when it fails to exist is would be a null value.

 

Try this:

Create a formula called "Call Report"

-----------------------------------------

if Not isNull({CallReportFieldType}) then "Report Available"

else "No Report"

------------------------------------------------

 Save and close and drop into the detail or footer.

 I am not sure about "even though I've filtered out "Call Report" from the note types displayed"

it depends on how you filtered it out, but you may have to adjust this.

Robyn Kells

Armando Quiroz:

 If you are exporting the "Call Report" for all actions then when it fails to exist is would be a null value.

 

Try this:

Create a formula called "Call Report"

-----------------------------------------

if Not isNull({CallReportFieldType}) then "Report Available"

else "No Report"

------------------------------------------------

 Save and close and drop into the detail or footer.

 I am not sure about "even though I've filtered out "Call Report" from the note types displayed"

it depends on how you filtered it out, but you may have to adjust this.

Thanks, Armando. I tried the formula...but CallReportFieldType is not a valid field, and I'm having trouble figuring out how to choose a valid field that will give me what I want.

I filtered out "Call Report"-type notes because we a) only wanted Action Note contents displayed, and b) didn't want to count the same action twice in the summary fields. Simply suppressing those rows didn't keep them from showing up in the summary, which ended up reporting inflated figures until I filtered out Call Report notes entirely using the Select Expert.

So what I have--and it's what I want, for the most part--is one row per action, which displays constituent name, action completed date, action type, and the Action Note notes. Nothing *in the row* indicates Call Report, nor do I want it to, because I want to avoid affecting the summary field. (I'd also like to keep the summary field somewhat straightforward and simple if possible, but I can add formulas to those if absolutely necessary).

Ideally, what I'd like is a way to instruct Crystal Reports, "For each action X, look in the list of note types. If note type "Call Report" exists for that action, then print "Y"; otherwise, leave blank."

I appreciate your help!

Joshua Bekerman bCLO bCRE

Robyn Kells:

Thanks, Armando. I tried the formula...but CallReportFieldType is not a valid field, and I'm having trouble figuring out how to choose a valid field that will give me what I want.

I filtered out "Call Report"-type notes because we a) only wanted Action Note contents displayed, and b) didn't want to count the same action twice in the summary fields. Simply suppressing those rows didn't keep them from showing up in the summary, which ended up reporting inflated figures until I filtered out Call Report notes entirely using the Select Expert.

So what I have--and it's what I want, for the most part--is one row per action, which displays constituent name, action completed date, action type, and the Action Note notes. Nothing *in the row* indicates Call Report, nor do I want it to, because I want to avoid affecting the summary field. (I'd also like to keep the summary field somewhat straightforward and simple if possible, but I can add formulas to those if absolutely necessary).

Ideally, what I'd like is a way to instruct Crystal Reports, "For each action X, look in the list of note types. If note type "Call Report" exists for that action, then print "Y"; otherwise, leave blank."

I appreciate your help!

Are you using an Action or Constituent Export?

Since you are using the Select Expert to filter your actions you will not be able to do anything with "Call Report" actions, the report won't see them at all even though they are in your data file.  One solution would be to use Running Totals for your summary counts, and filter out "Call Report" actions there (or only count "Action Notes").  Then I would create a formula to show your "Action Notes" actions, something like "If {Action Type} = "Action Notes" then {Action Notepad Notes}"  Then do that for any other notepad fields you want displayed on the report. Then you can remove the Select Expert filter.

Then you should be able to add another formula for "For each action X, look in the list of note types. If note type "Call Report" exists for that action, then print "Y" " For "Y' I think I would insert another detail section (depending on how your report is set up) and then suppress that section if blank.

Sorry I'm not being too detailed on this, a lot of it depends on your export and report set up.  Hopefully this will point you in the right direction though.

 

 

James Andrews

Robyn Kells:

Thanks, Armando. I tried the formula...but CallReportFieldType is not a valid field, and I'm having trouble figuring out how to choose a valid field that will give me what I want.

I filtered out "Call Report"-type notes because we a) only wanted Action Note contents displayed, and b) didn't want to count the same action twice in the summary fields. Simply suppressing those rows didn't keep them from showing up in the summary, which ended up reporting inflated figures until I filtered out Call Report notes entirely using the Select Expert.

So what I have--and it's what I want, for the most part--is one row per action, which displays constituent name, action completed date, action type, and the Action Note notes. Nothing *in the row* indicates Call Report, nor do I want it to, because I want to avoid affecting the summary field. (I'd also like to keep the summary field somewhat straightforward and simple if possible, but I can add formulas to those if absolutely necessary).

Ideally, what I'd like is a way to instruct Crystal Reports, "For each action X, look in the list of note types. If note type "Call Report" exists for that action, then print "Y"; otherwise, leave blank."

I appreciate your help!

Disclaimer: this might not work the way you want it to. But another workaround is, you could also do something like, grouping on action notepad type, and setting a specified order with named groups, labeling the call report, and discarding everything that isn't action notes or call report.

So let's say Group#1 is the action, and Group #2 is notepad type. Set the order of the group as Specified Order and go to that tab in the group options box. For the First named group, the formula is that {notepad type} = action notes, and you can call that group "Action Notes". The second named group formula is {notepad type} = call report, and you can call that group "Call report exists". Then for others, choose 'discard all others.'

Create Group #3, on the action notepad IDKEY - this will give you a section for each action notepad.

Put in your fields that you want from the action notes notepad into group #3 header. Tell the report to suppress all the fields except the group#2 name, if the group is 'Call Report Exists'. Tell the report to suppress blank section.

So that might be a way to do the trick?

Armando Quiroz

Armando Quiroz:

 If you are exporting the "Call Report" for all actions then when it fails to exist is would be a null value.

 

Try this:

Create a formula called "Call Report"

-----------------------------------------

if Not isNull({CallReportFieldType}) then "Report Available"

else "No Report"

------------------------------------------------

 Save and close and drop into the detail or footer.

 I am not sure about "even though I've filtered out "Call Report" from the note types displayed"

it depends on how you filtered it out, but you may have to adjust this.

 Okay.  What field are you exporting with the action?

Are you exporting "CnAct_1_01_Note_1_01_Type"?

Assuming the note type is called "Call Report", then you can try in a formula field

if {CnAct_1_01_Note_1_01_Type} <> "Call Report" then "Y"

 

 

Jeroma smith

Armando Quiroz:

 Okay.  What field are you exporting with the action?

Are you exporting "CnAct_1_01_Note_1_01_Type"?

Assuming the note type is called "Call Report", then you can try in a formula field

if {CnAct_1_01_Note_1_01_Type} <> "Call Report" then "Y"

 

 

This is very usefully for me