Report Selections

You can select which records to include in your report. In the Reports wizard, the Selection window displays different tabs that relate to the report you selected. On each tab, you can select a group of records based on certain conditions. Once you make your selections, you can click Save under the List of Selections to use these report criteria in the future.

Selection Information

Use the options on this tab to sort your data and include or skip certain records in your report.
Sortation

Determine the order of the printed report data. The available options change depending on the type of report you select. Print options also display in the Sortation section if they pertain to the selected report.

Email the letter/item to individuals instead of printing a copy for regular mail. Also select one of the following options:
  • Preferred is Checked—Includes ministers whose Pref. checkbox is selected in the Contact Information window.
  • Has an Email Addr—Includes any ministers who have an email address entered.
Note: This checkbox is saved per report and is not part of the saved selection. The options default to the same options you selected last time you ran the report.
Send to Multiple Emails
If you're emailing the letters/items, you can send them to multiple emails. If selected, the letter/item is sent to all the email addresses associated with the individual. If cleared, the letter/item is only sent to the preferred email address (if you selected Preferred is Checked) or the first email address in the list (if you selected Has an Email Addr).
Note: This checkbox is saved per report and is not part of the saved selection.

Minister Selections

Select which ministers to include in your report.

You can include all ministers, ministers with a certain ID, or only selected ministers.
  • If you select ministers with certain ID numbers, enter the ones to include. Separate IDs using a comma, such as "1, 2, 10, 30". Enter a series of IDs using a colon, such "30:100".
  • If you chose only selected ministers, select each one you want to include.

To quickly locate a minister, click Quick Lookup. To clear all of the selections you made, click Clear All. To view the report with the selections you've made, click Preview.

Mass Selections

Select which mass records to include in your report.

You can include all masses or only selected masses. If you chose only selected masses, select each one you want to include.

To quickly locate a mass, click Quick Lookup. To clear all of the selections you made, click Clear All. To view the report with the selections you've made, click Preview.

Additional Selections

Use the Additional Selections tab to create a specific set of criteria for a report. The fields and values available depend on the type of report you selected. You can filter your list of report criteria to a very specific level, for example:
  • Ministers who last served between June 1 and June 7
  • Ministers who served as lectors on a specific date
  • Ministers whose ZIP Code starts with "85"

Practice using the Additional Selections tab to learn how to use it efficiently. Click the information icon white letter i in blue circle beside field names to see a description.

Example of Additional Selections showing the Minister Basic field information

Conditional Relations:
  • Is equal to—Field = Value. Ex: Fam City is equal to Phoenix.
  • Is not equal to—Field ≠ Value. Ex: Fam State is not equal to Arizona. This relationship is useful when you want everything other than a specific value.
  • Is less than—Field < Value. Ex: Fam ID is less than 3000.
  • Is less than or equal to—Field ≤ Value. Ex: Fam ID is less than or equal to 3000.
  • Greater than—Field > Value. Ex: Fam ID is greater than 3000.
  • Greater than or equal to—Field ≥ Value. Ex: Fam ID is greater than or equal to 3000.
  • Is in list—The field is within a list of values. Each value must be in quotation marks and separated by commas. Ex: Fam City is in list "Phoenix", "Glendale".
  • Is not in this list—The field is not within a list of values. Each value must be in quotation marks and separated by commas.
  • Starts with—The field has the same beginning character or characters as the value in question. Ex: Fam Name starts with A.
  • Does not start with—The field has a different beginning character or characters than the value in question. Ex: Fam Zip does not start with 85.
  • Contains—The field includes the value. Ex: Fam Email contains "hotmail". This returns a list of all family email addresses that include the word "hotmail".
  • Is not between—The field falls outside of two values. Ex: Fam ID is not between 300 and 800.
  • Is between—The field falls between two values. Ex: Fam ID is between 300 and 800.
  • Is ever equal to—The value in the field is equal to at least one of the fields entered. You could, for example, enter three conditions: Ministry is ever equal to Choir, Ministry is ever equal to Hospitality, and Ministry is ever equal to Baby Sitting. When you run the report, if Ministry is ever equal to Choir, Hospitality, or Baby Sitting, the member's name is included in the report.
  • Is never equal to—The value in the field is not equal to one at least one of multiple fields entered. You could, for example, enter two conditions: Sac. Confirmation is never equal to Yes, and Sac. Confirmation is never equal to Approximate. When you run the report, if Sac. Confirmation is never equal to Yes or Approximate, the member's name is included in the report.

Numbered Button Menu Items:

As you add conditions on the Additional Selections tab, a numbered button blue oval with a number 1 displays beside each statement. Click the numbered oval to do the following:
  • Add Condition—Adds a new field, relation, and value for your condition line.
  • Add Sub-section—Adds a new set of criteria to be considered as a group. Condition statements within the subsection are evaluated, in order, before condition statements outside of the subsection.
  • Enable/Disable Row—Condition lines can be turned on and off without being deleted. This way, you can test conditions and combinations more quickly. Any disabled rows are considered when the report is run. Disabled rows are gray.
Find

When you click <Click here to add new condition>, a list of fields related to the report displays. Click Find at the top of that list to locate a specific field you want to use for additional selections.

Clear Additional Selections

Removes all condition lines.

Exclude rather than include selected records

When selected, the main condition phrase at the top of this window changes from Choose records to Exclude records. All items that match the given conditions are excluded, and the rest are printed.

Use Optimizer

In most cases, to improve the speed with which PDS searches for records that match the conditions you set, select Use Optimizer.