User Defined Reports - Overview

Professional Version Only


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MemberTies ships with an assortment of reports and mailing labels designed to meet the needs of a very general audience. Some reports, such as the Individual Summary, are very complex and display a large amount of data; while others are very simple, like the Name and ID List. With MemberTies Professional you also have the ability to define your own columnar reports, mailing labels, and business cards.

Columnar Reports are reports similar to the Contact List -- several fields, with or without headings, displayed as columns of data where each "row" normally represents one record.
Mailing Labels are a set of fields arranged into one or more rows to fit a specific format of mailing label.  Several standard label formats are supported, in both A4 and standard USA letter/legal sizes. (If you really need a mailing label format that isn't listed, contact support and let us know.)
Business Cards are a set of fields arranged into one or more rows to fit on a standard business card. By default, the left half is used for a user-defined logo.  You can turn off the logo if you wish.
Photo ID Cards are a set of fields arranged into one or more rows to fit on a standard business card, similar to a business card report, but the left half of the card is used for the member photo, and if a member does not have a photo assigned, the record cannot appear on the report.
Roster & Directory Reports are a kind of combined columnar and label report. Each record is displayed as multiple rows of data within a 2, 3, or 4 column layout. A directory report is really just a roster that includes an alphanumeric heading to show where the "A's" start, then "B's", "C's", etc.

Similar to user-defined views, you are able to choose the fields you want to display. You have the ability to place them in any order, set the sort order (i.e., by City, then by Last Name), change or hide the text displayed for the column headings (for reports), modify various font settings, and even append or prepend text to any field.

The reports, labels, and cards you define are referred to as "User Reports", "User Labels", and "User Cards" and appear in the dropdown of available reports on the Reports window as soon as they have been created. After you choose one of them for display, the report Settings window will open just like a normal report, enabling you to specify criteria.

This last point about criteria is important.  A common question sent to Support is about how to create a specific type of report, i.e.,  "How do I create a report that just shows members who are past due?"  The answer is, you don't create a report like that.  What you create is a report that includes the fields you want to show, and then you use report Criteria to determine what the report really means; in this case, members who are past due.  For example, a simple columnar report that includes just the First and Last Name and Home Telephone Number can easily be:

A past-due members contact list -- by using report criteria to only retrieve members with an End Date in the past.
A "activity attendee" list -- by using report criteria to only retrieve members who attended a specific activity.
An honorary members list -- by using report criteria to only retrieve members with the Honorary status.

The idea is simply that when you define a report, you are defining the presentation of the data, not the meaning of the report.  It is the report criteria that determines what kinds of records are found, and therefore what the report really "means."