Step 2 - Add and Remove Fields
This page contains instructions on how to include fields as the second step in building your report in Report Builder
Overview
Reports may contain unnecessary data and manually formatting them can be very challenging. To remove the need for manual manipulation of data prior to its use in supporting business decision-making, Report Builder allows you to add and remove fields that are shown as columns in your report. This will allow you to choose the necessary data that you want to be included in your report by selecting from the list of available columns within your selected Base or Saved Report. The fields that you choose in this section will define all the columns that you will see in your report.
Assumption
These instructions assume that you have already chosen a base or saved report and the report is already loaded into the system. If this is not the case, refer to Step 1 - Select a Base Report workflow first.
Workflow
With your chosen base or saved report loaded in the system from Step 1 - Select a Base Report instructions, and go to the REPORT COLUMNS section.
Scroll through the list of fields under the Available Option(s) section on the left (B). Note that the field names are grouped (Headings in bold format) into fields that relate to a type of record, for your convenience.
To select the fields you want to be included in your report:
You can limit or filter the list of fields that you want to be added to your report by typing a keyword (not case sensitive) in the Filter box (A). This will give you a filtered list of all fields that contain that keyword, listed within each category.
Example: Searching for fields with a “grade” keyword will return 3 possible field names under 2 different categories.
The Available Option(s) section [left-field list] (B) only shows fields that HAVE NOT already been added to the Selected Option(s) section [right-field list] (C). In this way, adding every single possible field to a report or clicking the ADD ALL button will result in an empty left-field list (B).
You can select one or more fields from the Available Options in the list at the left by holding down the Ctrl/Command or Shift key on your keyboard while clicking the ADD button, or you have the option to select one field at a time and click the ADD button for each field that you want to be added to your report. Your selections are then shown in the Selected Options list on the right side of the screen.
To select, press and hold the Shift or Ctrl key for Windows users (Shift or Command key for MAC users) key on your keyboard and click to highlight or select the fields required.
Windows | MAC | How and what it does |
Ctrl + click the fields | Command + click the fields | Select multiple fields which are not necessarily next to each other. Keep pressing the Ctrl or Command key until you are done with your selection. |
Shift + end of the selection | Shift + end of the selection | Select multiple fields that are adjacent. Click the first field from the list, then press and hold the Shift key and click the last field. This way, all the fields in between are included in your selection. |
If you change your mind and wish to remove some of your selected fields on the right, you can select one or more fields on the right (from your selected fields) and just the REMOVE button, or REMOVE ALL if you want all selected fields removed. All the fields you’ve removed will be returned to the Available Options on the left.
After selecting all the necessary fields (data or information) you want to be included in your report, you will see a list of all your selected field names below. This is where you can rename and reorder your selected fields to change the way that the data appears in your report.
Proceed to the next page for the next step: Rename and Reorder Fields
Last updated
