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Creating Reports with ARTBUTLER

ARTBUTLER holds all your data in one place so it is an interesting source to learn more about your business: who is my best customer, which artist sells best, what is the the overall strucure and value of my collection? Using report templates with the ARTBUTLER export will reveal all this information.

We are offering a growing collection of report templates that can be used to export aggregated data to gain a better overview. Please read the accompanying remarks carefully to understand what data is exported, how to interpret it and what limitations might exist.

Using Report Templates

Using report templates is as easy as in other exports: go to the Export menu on top of all lists (works, contacts, invoices, etc) and choose the Reports > Reports… menu sub-item. Select your template and hit Apply to start the export. After the Save dialogue for the resulting export file a dialogue with the request parameters for this specific report might pop-up. Set all desired restrictions for the report, e.g. limit the report to a specific time frame or artist, or leave the parameter fields empty to get all data available.

Report templates do have some specific features:

  • Reports will always export in Excel (xls) format
  • To ensure integrity of the templates all report templates are protected, this means that all changes to the templates including renaming them will make them invalid so they can no longer be used with ARTBUTLER.

Important

Please do never change or rename a report template!

  • In contrast to all other exports, reports are not context related and will not export the currently selected records – so you can use them in any desired context. What actually is exported is defined in the template itself and can be refined with the report options. Nevertheless it is probably good practice to configure reports in the export menus of their related ARTBUTLER section for easy access.

    • Available Export Options

    • XLS Name, Template: As usual please select a report template and set a default name for the exported Excel file
    • Limit: optionally set a limit for the number of rows to be exported, e.g. the top 100, etc.
    • Text parameter: if the report requests an optional search input, e.g. an artist ID, you can pre-define it here. You can always change pre-defined parameters when you export.
    • Date 1 & 2 parameter: many reports offer to set a timeframe for the report, e.g. this year, last year, etc. For most reports date 1 is the start and date 2 the end date. Leaving one or both dates blank means you do not want to restrict the request in time. For example, you might set Date 1 to the Jan 1st of the current year and leave Date 2 empty to export data for this year by default.
    • Templates might ask additional request parameters for specific reports that are not covered in the export options.

    What are templates?

    Customize templates