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Formatting an Advanced Report

Once you have created an advanced report by selecting all the fields for your report and setting up any sub-reports, you can reformat any of the fields. Formatting includes controlling the color, size, and style of the text used in displaying a field in a header, a footer, or the data section of the report format. You can also perform advanced formatting, which includes adding Page Headers and Footers, adding a Text Field, inserting a Horizontal Line Divider to separate data, and Numbering the Pages of a report.

There are also options for formatting the data, which include Sorting Report Data so that information can easily be located and Grouping Report Data so that repetitive information does not display for every line item. You can also associate an advanced report with a search query to filter the data in your report.

Advanced Format1

A

Navigation Toolbar

Click on Reports to display a menu, and then select Reports to display the Report Browse screen.

Note: If Reports is not in your Navigation Toolbar, you do not have any Reporting permissions.

B

Advanced Report record

Locate the advanced report you want to format, and click on it to select it. Advanced reports are located in the Report Group: Advanced Report section of the screen.

Note: To quickly locate the report, enter the report name (or other identifier) in the Search field, and depress the Enter key on your keyboard. Click the icon to clear the search.

C

Edit Report button

Click to display the advanced report in edit mode so that you can reformat it.

Note: You can also double-click on the report record to display the advanced report.

Updating Field Display and Location

Any of the fields in the report layout can be formatted by changing the location of the field, the size of the field, the color of the text in the field, the background color of the field, and the font size and attributes of the text. There are four types of fields in a report: data fields, label fields, text fields, and system fields that will automatically number the report or place information on every page of the report. Data fields are found only in the Detail section of the report layout, but the other types of fields can be located in any section.

A

Report field

Click on any field in any section of the report layout (e.g., Title field).

B

Section list

Verify the location of the field you selected by scrolling down to the Section list in the Properties grid, and confirm that the correct section is displayed (e.g., Title).

Note: The Section list is also used to quickly move a text field or system field from one location to another. To move a field, simply select a different option in this list.

C

Left field

Click in the field and change the value if you want to reposition the field in the report layout. Increasing the value moves the field further to the right, and decreasing the value moves the field further to the left.

Note: This field is used to ensure a label field in the report lines up exactly with its corresponding data field. For example, if the Agreement Type field in the Column Header section had a value of 97, then the Agreement Type field in the Detail section should also be assigned a value of 97.

D

Top field

Click in the field and change the value if you want to reposition the field in the report layout. Increasing the value moves the field further downward, and decreasing the value moves the field further upward.

Note: This field is used to control the spacing between a label field in the report layout and its corresponding data field. For example, if the Company Name field in the   section had a value of 0, then the Company Name field in the Detail section could be assigned a value of 5 to control the spacing between the column heading and the data.

E

Cell Width field

Click in the field and type over the existing value to increase/decrease the width of the field.

Note: You can also use the increment/decrement arrows to change the width. Or, you can "mouse over" the left or right border of the field until the icon displays, then click on the icon and drag the border to the desired width.

F

Cell Height field

Click in the field and type over the existing value to increase/decrease the height of the field.

Note: You can also use the increment/decrement arrows to change the height. Or, you can "mouse over" the top or bottom border of the field until the icon displays, then click on the icon and drag the border to the desired height.

G

Foreground list

Click in the field to display a color palette showing the colors that can be used for the text in the field. Click on a color to select it. The default is black text.

H

Background list

Click in the field to display a color palette showing the colors that can be used for the field’s background. Click on a color to select it. The default background is white, but you have many more color options. If you select a dark background for your field, be sure to select a contrasting color for your text to avoid any readability issues.

I

Align Text list

Click in the field if you want to change the default alignment of the text (i.e., Left), and select either Center or Right.

J

Font field

Click in the field if you want to change the default font style (i.e., Sans Serif) and select Serif.

K

Font Size field

Click in the field if you want to change the size of the text from the default size (10-point), and use the increment/decrement arrows to select a larger or smaller font.

L

Bold field

Click in the field if you want to make the text in the field bold by selecting the "true" option.

M

Italic field

Click in the field if you want to italicize the text in the field by selecting the "true" option.

N

Underline field

Click in the field if you want to underline the text in the field by selecting the "true" option.

O

Strikethrough field

Click in the field if you want to display the text in the field as strikethrough by selecting the "true" option.

P

Field Value field

Click in the field if you want to change the name of the field, and simply type over the existing text.

Q

Save button

Click if you are finished formatting the report. You are returned to the Report Browse screen where you can generate the report.

Numbering the Pages of a Report

If your Advanced Report is lengthy, you can number the pages in the report. Numbering pages is accomplished from the Advanced Report screen, which is accessed by double-clicking on the appropriate advanced report record in the Report Browse screen.

A

Add Page Number button

Click to display a system field in the Page Footer section of the report layout. The field displays as a blank field.

B

System field

Click inside the field to activate it and display its formatting options in the Properties grid.

C

Properties grid

Edit the display for the page number, if desired. The default text is a 10-point black Sans Serif font.

D

Display Name field

Change the name of the field from "undefined" to something appropriate (e.g., Page No., #, etc.). If you leave the field as undefined, the page number simply displays in the report.

E

Section list

If you want the page number to display at the top of the page, select Page Header in the list. The field automatically moved from the Page Footer section to the Page Header section. You can then move the page number field by clicking on it, and then dragging-and-dropping it to the appropriate location in the header.

F

Page field

Drag-and-drop the page number field to the desired location. You can also use the Left and Top fields in the Properties grid to reposition the page number field in the report layout.

G

Save button

Click to number the pages of the report.

Adding a Text Field

The Advanced Reporting feature allows you to add a blank text field to any section in the report layout. Since the text field is automatically inserted into the Detail section of the report, you must move the field to the desired location in your report by changing the field’s section.

A

Add Text Field button

Click to add a blank text field to the Detail section of the report layout.

B

Text field

Click on the new text field to select it.

C

Section list

Scroll down to the Section list in the Properties section of the screen, and click on the field to activate the list.
D

Section list options

Locate the section (e.g., Summary) in which you want the text field to display, and click on it to select it. Click anywhere inside the report layout to implement the selection. The text field moves from the Detail section of the report layout to the selected section (e.g., Summary).

E

Text field (relocated)

Click on the blank text field to select it and display its properties.

F

Field Value field

Scroll down to access the field, click in the field, and then enter the text you want displayed in the text field.

G

Text Field properties

Format the text field to your specifications using the other fields in the Properties section of the screen. You can also drag-and-drop the text field to the desired location in the report section.

H

Save button

Click to add the text field to the report.

Inserting a Horizontal Line Divider

You can add one or more horizontal lines to your Advanced Report to separate the data. However, horizontal lines can only be inserted into the Detail (data) section of the report; they cannot be used in any of the headers or footers. Inserting a horizontal line is accomplished from the Advanced Report screen, which is accessed by double-clicking on the appropriate advanced report record in the Report Browse screen.

A

Add Horizontal Line button

Click to display a horizontal line divider. The line appears at the top of the Detail section.

B

Horizontal Line divider

Click on the line divider to select it.

C

Repositioned Horizontal Line divider

Drag-and-drop the line divider to the desired location in the report layout.

D

Additional Horizontal Line dividers

Repeat Steps A-C to add as many divider lines to the report, as desired.

Note: To delete a line divider, right-click on the line to display a Delete prompt .

E

Save button

Click to add a horizontal line divider to the report.

Grouping Report Data

You can group the data in your report so that the same information does not display on multiple line items (e.g., company name). This will avoid repetition and streamline your report. Grouping data is accomplished from the Advanced Report screen, which is accessed by double-clicking on the appropriate advanced report record in the Report Browse screen.

A

Tables section

Locate the folder or sub-folder containing the data field you want to group in your report, and click on it to select. The fields in the folder or sub-folder display in the Fields section at the bottom left of the screen.

B

Fields section

Locate the data field (e.g., Company Name) you want to group by, and right-click on it to display an Add Group By button.

C

Add Group By button

Click on the button to add a new Group By [Company Name] Header section to the report layout. A Company Name field displays inside the new "Group By" section. Click inside the field to activate it and display its formatting information in the Properties section.

D

Properties section

Edit the display for the header, if desired, using the various formatting options. The default is 10-point black Sans Serif text.

E

"Group By" fields

To prevent redundancy in the report, delete the original Company Name fields in:

  • Detail section of the report layout, and
  • Column Header section of the report layout. Be sure to delete all instances of Company Name in this section.

Note: The original Company Name field will be listed first, or furthest to the left, in both the Detail and Column Header sections.

F

"Group By" footer option

If you want to display the grouping at the end of the data (in the footer) instead of at the beginning of the data (in the header), click on the Section list in the Properties section to activate it, and then select Group By [Company Name] Footer. The field in the Group By [Company Name] Header section moves to the Group By [Company Name] Footer section. Use the remaining fields in the Properties section to edit the display for the footer.

G

Save button

Click to save your changes and group the report data.

Adding Page Headers and Footers

You can add a header and/or footer to your report to increase its usability and enhance its professionalism.

To add a page header or footer to a report, you must first add a text field to the report layout, and then change the text field’s section type from "Detail" to "Page Header" or "Page Footer." This is necessary since all text fields added to a report format are inserted into the Detail section of the report.

A

Add Text Field button

Click to add a blank text field to the Detail section of the report layout.

B

Text field

Click on the new text field to select it.

C

Section list

Scroll down to the Section list in the Properties section of the screen, and click on the field to activate the list.

D

Page Header option

Locate Page Header in the list, and click on it to select it. Click anywhere inside the report layout to implement the selection. The field moves from the Detail section of the report layout to the Page Header section.

E

Text field (relocated)

Click on the blank text field to select it and display its properties.

F

Field Value field

Scroll down to access the field, click in the field, and then enter the text you want displayed in the text field (e.g., Contract Documents & Events).

G

Text Field properties

Format the text field to your specifications using the other fields in the Properties section of the screen. You can also drag-and-drop the text field to the desired location in the report section.

H

Save button

Click to add the text field to the report.

  If you want to add a footer to every page in your report that involves something other than simply numbering the pages, repeat the steps above, replacing "Page Header" with "Page Footer" in all instances

Sorting Report Data

In order to better locate information in your reports, as well as increase their usability, you can sort the data alphabetically and numerically. Sorting data alphabetically allows you to quickly locate a company and its contract information; sorting data numerically allows you to quickly and easily locate dates and values.

A

Configure Sorting button

Click to display the Configure Sorting window.

B

Report Section options

Click on Main Report in the Report Section column to display a list of the fields in the main report that can be sorted.

C

Field column

Locate each field you want to sort, and click on a field to select it. Each selected field is added to the Order Fields column.

D

Reorder arrows

Use the and arrows if you want to change the sort priority for the fields you selected. The order in which the fields appear in the Order Fields column determines the priority in which the sorting will be done.

E

Delete icon

Click on a field's Icon Delete icon to remove it from the sort list

F

Report Section options

Repeat the process (Steps B-E) if you have sub-reports and you want to sort one or more fields in the sub-reports alphabetically or numerically.

G

Close button

Click on the icon to close the Configure Sorting window and save your sorting selections.

H

Save button

Click to define the sort order for report data.