Reports - Templates for Export Filename and Folder

Owned by Paul Hitchcock
Last updated: Nov 29, 2023 by Paul Hitchcock
4 min read

When exporting a report to a file (PDF, Excel, Word, etc.) a default filename is generated.
You can control the generated filename and folder location by configuring a template.

NOTE: This does not apply to reports ran in the Reports form, but only applies to reports ran in specific areas, such as the Reports tab on the Projects form.

TIP: You can define templates in the RDL report file by adding a Variable in the Report Properties named Filename or Folder. The templates will be saved at the time the RDL report file is imported.

Configure a Template

Open Crows Nest Desktop Application

  1. Navigate: Menu bar > Settings > Custom Reports

  2. Right-click the desired report

  3. Select ‘Edit Filename Template’ or ‘Edit Export Folder’

     

  4. Enter your desired template text

  5. Click ‘OK’

     

  6. The new template appears under the report

     

Remove a Template

To remove a template, right-click on any template and Edit it, then remove all text and click OK.

Design a Template

Literal Text

Any text entered outside of a tag will be used as-is, however it may be replaced if it’s not a valid character for a file or folder

Tags with Contextual Data

The following tags can be entered as part of the template and they will be replaced by contextual data during the report export.

  • <CurrentDate> – The current date/time when the report is exported. You can use a custom date format by adding a colon and a custom date format string inside the brackets.
    Example: <CurrentDate:dd-MM-yy>

  • <ReportName> - The name of the report as it is saved in the database

  • <ProjectID> - The ID field of the related Project

  • <ProjectDescription> - The Description field of the related Project

  • <ProjectIDDescriptionStr> - The IDDescriptionStr field of the related Project. Note: IDDescriptionStr is a calculated field that includes both the ID and Description fields of the related Project. By default, these are separated by one space, this can be customized.

  • <ProjectFolder1> - Use in the root of a folder template to use the Project folder 1.

  • <ProjectFolder2> - Use in the root of a folder template to use the Project folder 2.

  • <ItemID> - The identifying field of the “Item”. The Item is contextual to where the report is displayed. For example, if you’re running a report for an RFI, then the current RFI is the Item. See the following list for which fields are used for each type of item. The database field name is listed for reporting, and the on-screen label is also included for reference. To add zero padding to the number add a colon followed by the number of digits to pad to
    Example: <ItemID:3>

    • Project - Database: ID, On-screen: ID

    • Business - Database: ID, On-screen: ID

    • Contact - Database: ID, On-screen: ID

    • Employee - Database: ID, On-screen: ID

    • Phase - Database: ProjectPhaseID, On-screen: ID

    • RFI – Database: ProjectRFIID, On-screen: #

    • RFQ – Database: Number, On-screen: #

    • Drawing – Database: Number, On-screen: Number

    • Invoice – Database: InvoiceNumber, On-screen: Number

    • Change Order – Database: Number, On-screen: #

    • Transmittal – Database: Number, On-screen: column is not labeled, but is the first column

    • Estimate - Database: Number, On-Screen: ID

    • Issue - Database: Number, On-Screen: Number

  • <ItemDescription> The description field of the “Item” The Item is contextual to where the report is ran. See the following list for which fields are are used for each type of item. The database field name is listed for reporting, and the on-screen label is also included for reference.

    • Project - Database: Description, On-screen: Description

    • Business - Database: ScreenDescription, On-screen: Description (or Abbreviated Description)

    • Contact - Database: FullName, On-screen: First Name, Last Name and Title

    • Employee - Database: FullName, On-screen: First Name, Last Name

    • Phase - Database: Description, On-screen: Description

    • RFI – Database: Summary, On-screen: Summary (may be aliased)

    • RFQ – Database: Description, On-screen: Description

    • Drawing – Database: Description, On-screen: Description (may be aliased)

    • Invoice – Database: Description, On-screen: Description

    • Change Order – Database: Description, On-screen: Description

    • Transmittal – Database: Description, On-screen: Description

    • Estimate - Database: Description, On-Screen: Description

    • Issue - Database: Description, On-Screen: Description

  • <ItemCreatedDate> - The date for the "Item" You can use a custom date format by adding a colon and a custom date format string inside the brackets.
    Example: <ItemCreatedDate:dd-MM-yy>

    • Project – Database: CreatedOn, On-screen: Created

    • Business - Database: CreatedOn, On-screen: Created

    • Contact – Database: CreatedOn, On-screen: Created

    • Employee – Database: DateHired, On-screen: Date Hired

    • Phase - Database: CreatedOn, On-screen: (not displayed)

    • RFI – Database: CreatedOn, On-screen: Created On

    • RFQ – Database: CreatedOn, On-screen: Created On

    • Drawing – Database: DateCreated, On-screen: (not displayed)

    • Invoice – Database: InvoiceDate, On-screen: Date

    • Change Order – Database: CreatedDate, On-screen: Created

    • Transmittal – Database: CreatedOn, On-screen: Created

    • Estimate - Database: CreatedOn, On-screen: Not currently shown

    • Issue - Database: CreatedOn, On-screen: Not currently shown

  • <Project.column> - Reference any field from the Project record by column name. Supports formatting by adding a column after the fieldname and providing a format string
    Example: <Project.Date1:MM/dd/yyyy>

  • <Item.column> - Reference any field from the contextual Item record by column name. Supports formatting by adding a column after the fieldname and providing a format string.
    Example: <Item.FirstName>