Reports & Form Letter Assignment

Report Assignment

Report Assignment; standard Treeview path: CMiC Field > File Maintenance > Report Assignment

Certain Form Letters and Reports can be restricted to certain companies and projects through the Reports and Form Letters Assignment feature of CMiC Field.

Report Type

Select whether the assignment is for a report or a MIP Document. Select the latter to set default templates for Excel documents.

Object

Select the screen on which the report is available.

Selecting these two fields will then populate the Reports section with all relevant reports. To set a default on a specific report, which would be used instead of the universal default, click on the Edit icon which will launch the Report Default pop-up for that report.

Report Assignment; standard Treeview path: CMiC Field > File Maintenance > Report Assignment

Reports

All related form letters and reports for that object will then be loaded in the Reports section.

Code, Description

The report Code and Description fields allow users to specify the report filename and description for their custom reports separately.

Active – Checkbox

The ‘Active’ checkbox indicates whether the report is active or inactive.

Default, Merge – Checkboxes

The ‘Default’ and ‘Merge’ boxes are relevant to the Quick Print functionality on certain objects. The 'Default' checkbox designates the report as the default to be printed by the [Quick Print] button for the PM object. The ‘Merge’ checkbox is used to indicate whether any attachments associated with a particular record are to be merged with the default report.

NOTE: The [Quick Print] button is available for the following PM objects: Communications, Meeting Minutes, RFIs, Issues, and Submittals.

Type

The Type field will show documents that are form letters (FL), standard reports (REP), or documents created using the Document Merge feature (DOCX) and these will be displayed in pink text.

Action

This field is used to add custom reports.

Select the form letter or report that is to be assigned by clicking the mouse-pointer on it. Once selected, the record will have a bluebackground.

Company

A company is assigned access to this report by adding it in the LOV in the ‘Company’ section.

Project

Finally, select the projects from the LOV which the report will be accessible and click [Save].

Refresh the session to see the effects of the changes made to the object that was chosen. Reports that are restricted to a particular company/project will only be available for printing to users that are in that company/project security group. Users without this report/form letter assignment will not see it listed in their set of available reports/form letters for that object, while in CMiC Field.

[Report Defaults] – Button

Example of pop-up window launched from [Report Defaults] button on Report Assignment screen

Clicking on the [Report Defaults] button opens a pop-up window where you can define default parameters for reports. Click on the [Add] button to add a new report default. Press the [Attachments] to add an attachment to the report default. This attachment will then appear on any report with this default assigned.

Email Replacement Parameters

The user can attach parameters to the Subject or Body of Report Defaults for Email, in Report Assignment.

The following replacement variables are allowed: <PROJECT_CODE>, <PROJECT_NAME>, <COMPANY_CODE>, <COMPANY_NAME>...not necessarily in that order, but they must be in uppercase.

Example:

In Report Assignment for Communications, you can define a default email subject/body:

Example of default email subject/body for Communications report

When printing the Communication record to email, the following will be shown:

Excel MIP Documents for Report Assignment

Report Assignment; standard Treeview path: CMiC Field > File Maintenance > Report Assignment – MIP Report

An additional report type "MIP Document" gives the ability to select Excel MIP documents for Report Assignment for the objects listed under that selection:

Any defined Excel templates for a particular object can be assigned to particular companies or company/projects.

Quick Print

Request For Information; standard Treeview path: CMiC Field > Communication Management > RFIs

The underlying concept of quick print is to allow users to assign a report or form letter relevant to a specific PM object, such as an RFI, to the [Quick Print] button on the screen that displays individual records of the PM object. Also, quick print gives users the option of merging any attachments associated with the currently displayed PM object record to the report/form letter assigned to the [Quick Print] button.

As an example, the above screenshot shows the [Quick Print] button on the Request For Information screen when it is displaying the details of an RFI. If clicked, the report/form letter assigned to this screen’s [Quick Print] button will be initiated, and if opted, any attachments for the displayed RFI will be merged to the assigned report/form letter.

Assign Report to [Quick Print] Button

Report Assignment screen; standard Treeview path: CMiC Field > File Maintenance > Report Assignment

In the Report Assignment screen, the ‘Default’ checkbox is used to indicate that the report is the default to print when the [Quick Print] button is clicked on the screen displaying records of the CMiC Field object selected via the Object field.

The ‘Merge’ checkbox is used to indicate whether any attachments associated with a specific record are to be merged with the default report set to print by the [Quick Print] button for the CMiC Field object selected via the Object field (shown above).

As an example, in the above Report Assignment screen, the selected CMiC Field object is an RFI, and the report checked as its default is Request For Information Record. So, the [Quick Print] button on the RFI screen displaying individual RFI records (shown in previous screenshot) will generate the Request For Information Record report, and if opted, any attachments for the displayed RFI record will be merged to the report.

Only one report/form letter at a time can have these checkboxes checked. When a ‘Merge’ box is checked, it makes sense to ensure that the corresponding ‘Default’ box is also checked.

The [Quick Print] button is available for the following CMiC Field objects: Communications, Meeting Minutes, RFIs, Issues, and Submittals.

Print Single Report/Form Letter with Embedded Attachments

Request For Information; standard Treeview path: CMiC Field > Communication Management > RFIs

The printing of a single report or form letter via the standard [Print Report] button, on screens displaying individual CMiC Field object records, has been enhanced to allow the user to choose whether or not the attachments associated to the records get appended to the printed report/form letter. This option is available on the pop-up window launched via the [Print Report] button, as shown above.

Print Options for Embedding Attachments

Print Server

If [Print] is clicked on the [Print Report] button pop-up window, the next pop-up window will allow the user to select the print server, via the Print Server field, shown below.

The server type is defaulted, based on whether the report name that is selected is a Jasper report or an Oracle report. The possible options listed are:

• Oracle Report Server

• Jasper Server

• Oracle and Jasper Servers

If a report can be run via both server types, the “Oracle and Jasper Servers” option will be available.

Embed Attachments – Radio Buttons

The 'Embed Attachments' radio buttons are active when the report is an Oracle report (.REP or form letter) or Jasper report.

The following are details about the Embed Attachments options:

• Select – When [Print] is clicked, a pop-up window will display all the attachments associated to the record, allowing the user to select the attachments to include with the report/form letter.

  

• Select All – Automatically appends all the attachments attached to the current record to the report.

• None – No attachments will be appended to the report, even if there are attachments associated with the current record.

All the standard printing destination options are available including the option “Preview With Attachments”.

• The “Preview With Attachments” option displays the report/form letter as a PDF with the attachment(s) at the end.

• The “E-Mail” option will send an e-mail with two attachments, shown below. One is a PDF of only the report/form letter, and the other is a PDF of the report/form letter with the attachment(s) appended to the end of it.
  

Print Multiple Form Letters with Embedded Attachments

The ‘Print Multiple Form-Letter’ link, framed above, is used to select one or more form letters for printing, and it is used to select one or more attachments (PDF, JPG, PNG, BMP, JPEG, TIFF, etc.), associated with the displayed record, to print with the form letters.

The following is a sample of the pop-up window launched by the ‘Print Multiple Form-Letter’ link.

The ‘Embed Attachments’ checkbox, when checked, indicates that the selected attachments are to be merged into the final document (PDF) comprised of the selected form letters. The attachments get appended to the end of the PDF.

After clicking [Accept] on the previous pop-up window, the following pop-up window is displayed, to select the form letters to include in the composite.

After clicking [Accept] on the previous pop-up window, the following pop-up window is displayed. To select the final printing fields, such as Print Server and Destination.

The preview will display the printed form letters with the attachment(s) at the end.

The “E-Mail” option will create an e-mail with two attachments, shown below. One is a PDF of only the form letters, and the other is a PDF of the form letters with the attachment(s) appended at the end.

Converting DOCX to PDF When Printing Documents

Setup

1. LibreOffice Installation - Apache LibreOffice is used to convert DOCX files to PDFs. It is a manual installation, to the following location:

{cmHome}\{version}\{environment}\sql\LibreOffice

(ex. D:\cm\v10\prod\sql\LibreOffice)

NOTE: Changes are not available for Unix.

2. LibreOffice license link:

https://www.libreoffice.org/about-us/licenses/

Rules

To convert an MS Word DOCX file to PDF, the following rules apply:

1. DOCX template must not be in compatibility mode on MS Word 2016.

2. For the layout, use tables, otherwise there will be a misalignment issue and CMiC will not support this.

3. Use of MS Word objects can result in a conversion failure. Please avoid using MS Word objects as CMiC will not support conversion issues related to them.

Feature Description

This feature allows the user to print a DOCX file as a PDF rather than only as a DOCX, the only option which was available in CMiC up to this point.

When printing a form letter based on a DOCX template the available destination options are “Preview” and “E-mail”.

When “E-mail” is selected, the E-mail pop-up window offers additional format options: PDF or DOCX.

Below are sample screenshots for a possible path to printing a PDF report from a DOCX report.

First, select the DOCX report from the reports list when the [Print Report] button is clicked:

Next, select options for the Destination and Format fields on the Report Config pop-up window:

When the Destination field is set to “Preview”, the Format field can be chosen as either “DOCX” or “PDF”.

"PDF" will display the DOCX as a PDF document. "DOCX" will display the DOCX in its unconverted format (as per original functionality).

When the Destination field is set to “E-mail” the Email Information pop-up window is displayed with the ability to select the format. In this screen, the user can select the PDF format for the DOCX report. You can also select any attachments to accompany the main report.

Select “PDF” then click [Send], and the resulting e-mail that is sent will have the DOCX report converted to a PDF report.

Form Letters & Key Players

Some form letters use key player role codes as replacement fields. For details, please refer to the Key Players (Assignment) – Tab subsection under Project Maintenance for details.