Search Results

Use Quick Links to access your internal/external links faster. You can create Quick Links for website addresses, intranet links, templates, documents, and emails. Quick Links can be viewed on the right side of the screen. There are two types of Quick Links available, which include: Corporate Quick Links Personal Quick Links Corporate Quick Links are available for all users to view, e.g. Forms. The links can only be customised by a user who has permission. Personal Quick Links are available for the individual user. No one else has access to these links and are useful to include frequent visited links, pages, or even shortcuts to files specific to your position Creating quick links 1. From the Home screen, navigate to Utilities > Quick Link > Create (either Corporate / Personal) 2. Select Group Name (if one already exists), or enter new Group Name 3. Enter the Display (the name that will be displayed in Quick Links e.g. 'Bing'). 4. Select Location Type 5. Enter the Location (the address of the page or the file, e.g. ‘www.bing.com’). 6. Enter the Description (note: this information will be displayed as a small bubble when you point the mouse cursor to the saved link on Quick Links). 7. Click on the Save button. 8. The 'Bing' website is added to the Quick Links. Using Quick Links as File Shortcuts File attachments from any module such as notes can be saved as a quick link. 1. Find the record containing the file you want to link 2. Select the file attachments tab 3. Right click the filename (e.g. 'Medical Certificate form.docx') and select 'copy link address' 4. Do steps 1 to 4 of 'Creating Quick Links' 5. Enter the location by right clicking the field and Paste the file's link. Click on Save 6. The shortcut to 'Medical Certificate form' file is added to Quick Links Creating quick links to pages in ChilliDB Links to pages in chillidb can easily be created for easy access 1. Visit the page you want to link 2. Under actions, select 'Create Quick Link' 3. Fill in the required fields and a link to the page will be added to Quick Links

To speed up the note creation process, users with the note manager ticket can create note templates. When creating a note with the note manager ticket, you will see a 'Save As Template' button on the bottom of the screen. Clicking this won't save the note but will save all the values in a template so you do not need to fill in the same fields every time you create a note. Once you have clicked save you will be asked for a template name. Once you have filled this out and clicked save, your note templates will be available when creating a new note

All distribution lists that are not system managed have access to a subscription rules tab, this tab allows you to set up some conditions for subscription. If a contact/org meets these conditions, they are added to the distribution list when they are saved or if the "run subscription rules against all contact records" button is clicked. If a subscribed contact/organisation no longer meets the conditions or becomes expired, they are unsubscribed from the distribution list. The exception to this is manually subscribed contacts/orgs. Any contacts or organisations can be manually subscribed regardless of the subscription rules, and they must also be manually unsubscribed because they ignore the conditions set in the subscription rules tab. The available distribution list tabs depend on which member types you have selected for the distribution list. The contact tab is used for subscribing contacts only, and the organisation tab subscribes organisations. When you have selected a tab you must firstly select the email address type(s) that contacts/organisations will subscribe with. They must have an email of this type available in distribution lists to be subscribed. If a contact/organisation has multiple emails, they will sign up using the default email address. After the emails have been selected, then click "maintain subscription rules" to create your conditions for automatically subscribing contacts/organisations. You select either the contact or organisation module under the field heading, the field name, then the operator and value under their respective headings. When subscribing contacts, the organisation tab is used for subscribing contacts based on any of their organisation's details. There is also an "Add Group Condition" checkbox in this grid, that when clicked, changes the selected field to a group condition. You can have multiple group conditions, which allows you to set up multiple sets of rules in a single distribution list. For example (Condition 1 AND condition 2) OR (Condition A) If you change the subscription rules, the system will ask if you want to remove the existing members who no longer meet the new rules (excluding those who were manually subscribed). If Yes is selected they will be removed.

For your convenience, It is possible to set a default value for the 'available in distribution list' checkbox when adding a communication type. To do this, go to the Communication Categorisation reference data table, right click a communication type to maintain it, then tick "Default in Distribution List?" Please note that the protected communication types with the lock next to them cannot be changed using the interface. If you want the default value for one of these communication values to be changed, you can request this on the HelpDesk and the ChilliDB support team will do this for you

Q: When contacts are expired, does it automatically remove them from a distribution list? A: When a contact is expired all records related to them are expired too. ChilliDB does automatically unsubscribe them during the expiring procedure. The reason for being unsubscribed in the distribution list is shown as 'Contact expired from system' . Q: What happens if they have been expired by accident? How would they be un-expired and resume their subscriptions? A: This is most easily done by clicking 'Subscribe to other lists' from the distribution list tab on the contact page and selecting the distribution lists you would like to subscribe to. For other records such as memberships, you can filter for expired records and un-expire from there

Some Distribution Lists are system managed and not able to be managed by users to protect their integrity. This is the case for those linked to Membership and Groups and you can tell these as their Type is either Membership or Groups. Membership generates separate Distribution Lists for Prospects and Members, and they have a suffix to indicate that.

What is the difference between Groups and Distribution Lists? Distribution lists allow the management of sets of email addresses for either contacts or organisations. They enable you to email a set of contacts/organisations rather than email individually. User Distribution lists are managed manually and System lists are managed by the modules such as Membership. Groups allow the management of sets of contacts/organisations. For each group you can choose which fields will be shown in the group. For example for a specific contact group you could include the contacts postal address and mobile phone number in addition to their name. Groups can be useful where you want to maintain a list of contacts/organisations independently of the data stored against the contact/organisation. For example tracking a list of contacts that you want to speak to over a period of time. As you ring each contact you then remove that contact from the list. Groups also support system distribution lists enabling you to email the members of a group.

Overview From 2.7.1 of ChilliDB, you are able to integrate reports into many screens throughout ChilliDB and then access those reports from screens within ChilliDB. This is in addition to the reports you run from the standard report listing available under Reports > Display. Some examples of where this will be most useful include: Print reports related to a specific Event such as certificates or signatory sheets from the Events display screen Print Summaries of Notes related to a Contact or Organisation from the Contacts or Organisation display screens Print a Contact sheet for all Contacts belonging to an Organisation from the Organisation display screen Print Membership renewal reminders for a Membership Package from the Membership Package display screen On the screens that you selected to link your report with, ChilliDB will pass the record identifier for the record being displayed on the screen to the report. All you need to do to take advantage of this is: Create your report with a parameter to accept that record identifier. Your parameter should be specially named based on the available parameter named found in the next section of this article. Upload your report into ChilliDB, flagging the report as an integrated report and select which screen it should be linked to. Your reports may have additional parameters and ChilliDB will prompt you for only those additional parameters and pass the record identifier automatically. For example, if you were printing a Contact sheet for all Contacts for an Organisation, you may like to have a second parameter to prompt the user to filter down the Contacts based on their Type. At present, integrated reports are only available from display pages in ChilliDB. Event Sessions and Membership Members are the only popup windows within ChilliDB which support integrated reports. Available Parameter Names for Integrated Reports ChilliDB needs to know which screen is running the report so that it can find the record identifier for that screen to pass to your report and finally, the name of the parameter in your report to place the record identifier into. Therefore, when you create your report you need to create parameters named in a special way to accept that record identifier if you would like your report to be an integrated report. ChilliDB can only pass the record identifier which identifies a Contact, Organisation etc. that is being displayed in ChilliDB. It is not able to pass identifiers from records within a grid, or identifiers associated with the record being displayed in ChilliDB. The following table outlines the parameter names which you are able to use in your integrated reports. All parameters are of data type “Number”. Note: Not all screens listed in the table above will appear in your system – it depends on which modules your ChilliDB system has installed. Linking to ChilliDB screens You can associate the report with a ChilliDB screen in a similar manner to uploading any standard report, with some simple additional steps. In ChilliDB, navigate to the Reports > Upload. Fill out the form as you normally would, then select “Integrated into the following screen” for the “Access Method” field. You will then see a second drop down appear below that field and you can then select the screen in ChilliDB to link the report with. Select the screen you would like to link your report to and save your changes. Viewing Integrated Reports If you navigate to one of the screen into which you linked your report (e.g. The Contacts display screen), you will see a Quick Actions menu near the help icon in the top right corner of that screen. Within that Quick Actions menu, you will see a Reports sub menu and you will see your report listed within that menu. Selecting your report will pop up the report viewer to display your report. Managing Integrated Reports By default, integrated reports are not included in the standard report listing screen (Reports menu > Display). The report listing screen includes a filter called “Show Integrated Reports”. Checking this box will reveal your integrated reports in the listing. You can then perform the usual maintenance options with that report. If you change a report’s “Access Method” from “Integrated into the following screen” to “Run from Report Listing”, your report will then only appear in the default report listing screen. When you run an integrated report from the report listing, you will see a prompt for the parameter which is normally set by ChilliDB when running the report. Troubleshooting If you see your parameter when running your integrated report, check the name of the parameter is correct and check that the data type for your parameter is set to “Number”. Also ensure that you have linked your report to the correct screen.

Introduction Subscription Management Membership Management Event Management Introduction ChilliDB provides a collection of web controls which may be integrated into your website by your developers with minimal programming skills and a basic understanding of HTML. All of the complexities are taken care of by the ChilliDB web controls which your web developers use to interact with your ChilliDB system. The following figure shows how visitors to your website would seamlessly interact with the ChilliDB web controls which in turn would capture information which in turn would be recorded directly into your ChilliDB system. Figure 1:ChilliDB Web Controls capturing data into ChilliDB This document is intended to provide ChilliDB administrators the information relating to the actual business functions performed by the ChilliDB web controls and the steps necessary to configure ChilliDB to hold the information captured from your website. A second document called “ChilliDB Web Controls Developers Guide” provides the information necessary to integrate your website with the ChilliDB web controls which you should provide to your website developers. 1.1 Skills Required This document Assumes that the person following it is experienced with the followingL ChilliDB o Creation and Maintenance of ChilliDB records and reference data 2 Subscription Management 2.1 Overview This collection of web controls provides the functionality to allow visitors to your website the ability to register onto one or more ChilliDB Distribution Lists which are identified for being connected to your website during the setup stage covered in the Configuring ChilliDB section of this document. In order to capture subscriptions on your website, the visitors to your website will need to provide some basic information which can be used to create the subscription against the nominated Distribution Lists. If necessary, a Contact record will also be created within ChilliDB at the same time. The following basic information will be requested of the visitor to your site through the web control form fields: Email address – the address which will be registered onto the selected Distribution Lists. Given Name – used to create the Contact in ChilliDB if required. Surname – used to create the Contact in ChilliDB if required. Your Subscriptions – a selection of one or more nominated Distribution Lists from within your ChilliDB system to which visitors can choose to subscribe A sample subscription page can be seen in the following figure. This is a default look for this web control, but yours can be styled to look more like your website by your developers. Figure 2: Subscription Management 2.2 Configuring ChilliDB You will need to configure some data within your ChilliDB to service the online subscriptions which will be processed through the ChilliDB web controls on your website. You will need to: Create a new organisation or identify an existing Organisation o Any Contacts created during the subscription process will be assigned to this Organisation. o For example you could create an Organisation called “Website Subscribers” which is easy to remember and would easily allow you to search for any Contacts linked to that Organisation within ChilliDB and move them around. Create new Distribution List(s) or identify existing Distribution List(s). o These will be exposed onto your website as potential Distribution Lists to which your website visitors can subscribe Create a new Contact Type or identify an existing Contact Type o Any contacts created during the subscription process will be categorised with this Contact Type o For example, you could create one called “Website Subscribers”, which is easy to remember and would easily allow you to search for any Contacts created within ChilliDB and move them around. Identify a ChilliDB User o This user will receive any ChilliDB Alerts to notify them when new subscriptions have been created within ChilliDB. Once the above data has been created or obtained, the next stage is to configure the contents of the ChilliDB web controls which are going to appear on your website. 2.3 Configuring ChilliDB Web Controls The ChilliDB Web Integration Configuration application allows you to modify the content elements of the ChilliDB web controls such as the text of the web control page heading, section heading, page text, alert message, and the list items via a configuration screen. The configuration screen also allows you to customise the notification message of the emails or alerts which you would like to set against the new subscription event. The screen to configure the ChilliDB web controls contents can be accessed from your ChilliDB system through the "Manage ChilliDB Webcontrols" link when you go to the System Management screen. In order to access the ChilliDB Web Integration Configuration application, you will need to perform the following steps: 1. If you have not logged in, please login into your ChilliDB system using your username and password 2. Navigate to the System Management screen by selecting the following menu item from the ChillIDB top menu: System > System Management > Manage Note: If you do not have the menu item specified above, please contact your ChilliDB administrator to enable the permission for you to access the screen. 3. Click the "Manage ChilliDB Webcontrols" link on the screen. Note: If you cannot find the “Manage ChilliDB Web Controls" link on the screen, please contact the ChilliDB Support Team to enable this link for you. The ChilliDB Support Team can be contacted via email at helpdesk@chillidb.com. 4. Clicking the “Manage ChilliDB Web Controls” link will bring you to the web controls welcome screen as shown below. Click on subscriptions to manage subscription web controls Figure 3 - Webcontrols Welcome Screen 5. The subscription management configuration screen is accessed by editing or creating a new subscription web control. It allows you to configure the information shown on the subscription page on your website, which Distribution List visitors may subscribe to, where new Contacts and Organisations are created, and who is notified when subscriptions are processed. Figure 4 - Subscription Management - Configuration Screen Each of the configurable areas will be explained in more detail below: a. Distribution List available on your website: The section controls the Distribution List items that are going to be exposed as potential lists for the website visitor to subscribe into on your website. The Distribution List items list selection will be obtained from your ChilliDB system. b. ChilliDB Contact Defaults for Registration: This section controls the handling of the new Contact registration in the ChilliDB system when the website visitor has opted to subscribe into ChilliDB Distribution List items. The ChilliDB system will automatically create a Contact to be associated with the subscribed visitor and then assign the Contact record to the visitor’s selected Distribution List. The section allows you to assign the default Organisation and Contact Type for the new visitor’s registered Contact. c. Notifications and Alerts for new Registration: This section controls the notification and alerts when the new visitor has subscribed to the Distribution List via the web controls. You will be able to enable email notifications to be sent to the visitors when they have subscribed into the lists from your website. The section offers the capability to customise the email subject and body texts for the email notifications. The section also allows you to enable ChilliDB Alerts to be sent to your staff when there is a new visitor who has subscribed to the Distribution List via your website. You will be able to configure who will receive the alerts as well as set the alert text, importance, and comments. d. Customise the ChilliDB Web Controls Website Content: This section offers the capability to customise the text elements which appear in the ChilliDB Web Controls. You will be able to change the Page Heading, Section Heading, Page Text, and Page Alert text elements to suit your needs. The styling appearance of these text elements will be explained in detail within the ChilliDB Web Controls Developers Guide document. 6. Once you are satisfied with the changes made to your subscription management, you should select the "save" option to save your changes. You should then refresh the Subscription page on your website to see those changes and test that the process is working how you would like it to. You may then close the Subscription Management screen and return to ChilliDB 2.4 Processing Rules Subscriptions to the Distribution Lists are registered into your ChilliDB system using the information entered into the ChilliDB web control. When the user fills out the data collection fields, the subscription web control will: 1. Check if that contact exists within ChilliDB using the provided Email and Surname Values If no Contact with that Surname and Email exists, then the new Contact will be created and they will be registered onto the selected Distribution Lists. Note: All Contacts created are allocated to a pre-nominated Organisation. The email address will be registered in ChilliDB as a “Business Email” address. If the Contact is found within ChilliDB, then the subscription web control will check if that Contact has previously been subscribed to each selected Distribution List with that email address and: If the Contact is already subscribed to the selected Distribution List, then the visitor to your site will be notified that they have already subscribed to this list. If the Contact is not already subscribed, then they will be subscribed to the selected Distribution Lists The subscriber to your Distribution Lists will receive a welcome email informing them thay they have been subscribed to your Distribution Lists 2.5 Conclusion Now that you have configured your ChilliDB system to support online subscriptions, you should have your website developers use the ChilliDB Web Controls Developers Guide to integrate the ChilliDB web controls into your website. 3 Membership Management 3.1 Overview These controls provide the ability to expose features of the “Membership” Module to visitors to your website. In order to capture applications on your website, visitors will need to provide some basic information which can be used to create the Member record against the nominated Membership Package. If necessary, a Contact record will also be created within ChilliDB at the same time. The following basic information will be requested of the visitor to your site through the web control form fields: Email address – the address which will be registered onto the selected Membership Packages. Given Name – used to create the Contact in ChilliDB if required. Surname – used to create the Contact in ChilliDB if required. Membership Package – a selection of one or more nominated Membership Packages from within your ChilliDB system to which visitors can choose to apply. A sample Membership application form can be seen in the following figure. This is a default look for this web control and yours can be styled to look more like your website by your developers. Figure 5 - Membership Management 3.2 Configuring ChilliDB You will need to configure some data within your ChilliDB to allow successful use of the Membership Web Control. You will need to: Create a new organisation or identify an existing Organisation o Any Contacts created during the application process will be assigned to this Organisation. o For example you could create an Organisation called “Website Memberships" which is easy to remember and would easily allow you to search for any Contacts linked to that Organisation within ChilliDB and move them around. Create one or more new Memberships Packages or identify existing Membership Packages o You will need to choose at least one Membership Package to be exposed onto your website as a potential Membership Package for which your website visitors can apply to join Create a new Contact Type or identify an existing Contact Type o Any contacts created during the application process will be categorised with this Contact Type o For example, you could create one called “Website Members”, which is easy to remember and would easily allow you to search for any Contacts created within ChilliDB and move them around. Identify a ChilliDB User o This user will receive any ChilliDB Alerts to notify them when new applications have been created within ChilliDB. Once the above data has been created or obtained, the next stage is to configure the contents of the ChilliDB web controls which are going to appear on your website. 3.3 Configuring ChilliDB Web Controls The ChilliDB Web Integration Configuration application allows you to modify the content elements of the ChilliDB Web Controls, such as the text of the web control page heading, section heading, page text, alert message, and the list items. The configuration application also allows you to customise the notification message of the emails or alerts which you would like to set against the new Membership application event. The screen to configure the ChilliDB Web Controls contents can be accessed from your ChilliDB system through the “Manage ChilliDB Web Controls” link when you go to the System Management screen. In order to access the ChilliDB Web Integration Configuration application, you will need to perform the following steps: 1. If you have not logged in, please login into your ChilliDB system using your username and password 2. Navigate to the System Management screen by selecting the following menu item from the ChillIDB top menu: System > System Management > Manage Note: If you do not have the menu item specified above, please contact your ChilliDB administrator to enable the permission for you to access the screen. 3. Click the "Manage ChilliDB Webcontrols" link on the screen. Note: If you cannot find the “Manage ChilliDB Web Controls" link on the screen, please contact the ChilliDB Support Team to enable this link for you. The ChilliDB Support Team can be contacted via email at helpdesk@chillidb.com. 4. Clicking the “Manage ChilliDB Web Controls” link will bring you to the web controls welcome screen. Click on Membership to manage membership web controls 5. The Membership configuration screen is accessed by editing or creating a new membership web control. It allows you to configure the information shown on the membership page on your website, which Membership Packages visitors may subscribe to, where new Contacts and Organisations are created, and who is notified when applications are processed. Each of the configurable areas will be explained in more detail below: a. Membership packages available on your website: The section controls the Membership Package items that are going to be exposed as potential packages for the website visitor to apply to on your website. The Membership Packages items list selection will be obtained from your ChilliDB system. b. Membership Options Settings: This section controls how many options a visitor can apply for if the membership package has additional options added to it c. ChilliDB Contact Defaults for Registration: This section controls the handling of the new Contact registration in the ChilliDB system when the website visitor has opted to apply for ChilliDB Membership Package items. The ChilliDB system will automatically create a Contact to be associated with the new member and then assign the Contact record to the visitor’s selected Membership Package. This section allows you to assign the default Organisation and Contact Type for the new visitor’s registered Contact. d. ChilliDB Organisation Defaults for Registration: This section controls the handling of the new Organisation registration in your ChilliDB system when the website visitor has opted to apply for ChilliDB Membership Package items. The ChilliDB Web Controls will automatically create an Organisation to be associated with the visitor’s Contact record. e. Notifications and Alerts for new Registration: This section controls the notification and alerts when the new visitor has applied to join a Membership Package via the web controls. You will be able to enable email notifications to be sent to the visitors when they have applied to join packages from your website. The section offers the capability to customise the email subject and body text for the email notifications. The section also allows you to enable ChilliDB Alerts to be sent to your staff when there is a new visitor who has applied to join a Membership Package via your website. You will be able to configure who will receive the alerts as well as set the alert text, importance, and comments. f. Customise the ChilliDB Web Controls Website Content: This section offers the capability to customise the text elements which appears on the ChilliDB Web Controls. You will be able to change the page content to suit your needs. g. ChilliDB Membership Package Registration Label Text Descriptions: Prompts on the form are customised here Once you are satisfied with the changes made to your Membership Management, you should select the “Save” option to save your changes. You should then refresh the Membership page on your website to see those changes and test that the process is working how you would like it to. You may then close the Membership Management screen and return to ChilliDB. 3.4 Processing Rules Information added by users of your website will be added to your ChilliDB system by the Membership Web Control using the following process: If the user supplied an “Organisation Name” value that Organisation record is retrieved or, if it doesn’t exist, created. If the Organisation Name field is blank, the Organisation defined in the configuration is used. ChilliDB is then searched for a Contact record using the “Last Name” and “Email” values supplied by the user. If no contact is found which matches these two fields, a new Contact record is created. In either case, a Contact being found or a new one created, the Organisation from the previous step is associated with the Contact record if it is not already. Once both the Contact and their associated Organisation are identified, the Member is added to the Membership Package. 3.5 Conclusion Now that your system is configured with the ability to have Members apply for Membership Packages via the ChilliDB Web Controls, you should have your website developers use the ChilliDB Web Controls Developers Guide to integrate the Membership Web Control into your website 4 Event Management 4.1 Overview These controls provide the ability to expose features of the “Events” Module to visitors of your website. In order to sign-up for Events on your website, visitors will need to provide some basic information which can be used to create an “Attendee” record for the nominated Event. If necessary, a Contact record will also be created within ChilliDB at the same time. The following basic information will be requested of the visitor to your site through the web control form fields: Email address – the address which will be registered onto the selected Events. Given Name – used to create the Contact in ChilliDB if required. Surname – used to create the Contact in ChilliDB if required. A sample Membership application form can be seen in the following figure. This is a default look for this web control and yours can be styled to look more like your website by your developers. 4.2 Configuring ChilliDB You will need to configure some data within your ChilliDB to allow successful use of the Event Web Control. You will need to: Create a new organisation or identify an existing Organisation o Any Contacts created during the application process will be assigned to this Organisation. o For example you could create an Organisation called “Website Events" which is easy to remember and would easily allow you to search for any Contacts linked to that Organisation within ChilliDB and move them around. Create one or more new Events or identify existing Events o You will need to choose at least one Event to be exposed onto your website as a potential Event for which your website visitors can apply to Attend Create a new Contact Type or identify an existing Contact Type o Any contacts created during the application process will be categorised with this Contact Type o For example, you could create one called “Website Event Attendees”, which is easy to remember and would easily allow you to search for any Contacts created within ChilliDB and move them around. Identify a ChilliDB User o This user will receive any ChilliDB Alerts to notify them when new attendee records have been created within ChilliDB. Once the above data has been created or obtained, the next stage is to configure the contents of the ChilliDB web controls which are going to appear on your website. 4.3 Configuring ChilliDB Web Controls The ChilliDB Web Integration Configuration application allows you to modify the content elements of the ChilliDB Web Controls, such as the text of the web control page heading, section heading, page text, alert message, and the list items. The configuration application also allows you to customise the notification message of the emails or alerts which you would like to set against the new Event registration event. The screen to configure the ChilliDB Web Controls contents can be accessed from your ChilliDB system through the “Manage ChilliDB Webcontrols” link when you go to the System Management screen. In order to access the ChilliDB Web Integration Configuration application, you will need to perform the following steps: 1. If you have not logged in, please login into your ChilliDB system using your username and password 2. Navigate to the System Management screen by selecting the following menu item from the ChillIDB top menu: System > System Management > Manage Note: If you do not have the menu item specified above, please contact your ChilliDB administrator to enable the permission for you to access the screen. 3. Click the "Manage ChilliDB Webcontrols" link on the screen. Note: If you cannot find the “Manage ChilliDB Web Controls" link on the screen, please contact the ChilliDB Support Team to enable this link for you. The ChilliDB Support Team can be contacted via email at helpdesk@chillidb.com. 4. Clicking the “Manage ChilliDB Web Controls” link will bring you to the web controls welcome screen. Click on Events to manage event web controls 5. The Event configuration screen is accessed by editing or creating a new membership web control. It allows you to configure the information shown on the Event registration page on your website, which Events visitors may apply to, where new Contacts and Organisations are created, and who is notified when registrations are processed. Each of the configurable areas will be explained in more detail below: a. ChilliDB Event Defaults for controlling Event appearances on your Website: This section controls which event items are going to be exposed on your website and some basics regarding their appearance. This also shows whether the Events or sessions are shown and the number of days ahead events are displayed on the website. b. ChilliDB Contact Defaults for Registration: This section controls the handling of the new Contact registration in the ChilliDB system when the website visitor has opted to register for ChilliDB Event items. The ChilliDB system will automatically create a Contact to be associated with the registered visitor and then assign the Contact record to the visitor’s selected Event Registration This section allows you to assign the default Organisation and Contact Type for the new visitor’s registered Contact. c. ChilliDB Organisation Defaults for Registration: This section controls the handling of the new Organisation registration in your ChilliDB system when the website visitor has opted to register for ChilliDB Event items. The ChilliDB Web Controls will automatically create an Organisation to be associated with the visitor’s Contact record. d. Notifications and Alerts for new Registration: This section controls the notification and alerts when the new visitor has registered on an Event via the web controls. You will be able to enable email notifications to be sent to the visitors when they have registered on events from your website. The section offers the capability to customise the email subject and body text for the email notifications. This section also allows you to enable ChilliDB Alerts to be sent to your staff when there is a new visitor who has registered on an Event via your website. You will be able to configure who will receive the alerts as well as set the alert text, importance, and comments e. Customise the ChilliDB Web Controls Website Content: This section offers the capability to customise the text elements which appears on the ChilliDB Web Controls. You will be able to change the page content to suit your needs. f. ChilliDB Event Label Text Descriptions: Prompts on the form are customised here Once you are satisfied with the changes made to your Event Management, you should select the “Save” option to save your changes. You should then refresh the Event page on your website to see those changes and test that the process is working how you would like it to. You may then close the Event Management screen and return to ChilliDB. 4.4 Processing Rules Information added by users of your website will be added to your ChilliDB system by the Event Web Control using the following process: 1. If the user supplied an “Organisation Name” value, that Organisation record is retrieved or, if it doesn’t exist, created. If the Organisation Name field is blank, the Organisation defined in the configuration is used. 2. ChilliDB searches for a Contact record using the “Last Name” and “Email” values supplied by the user. If no contact is found which matches these two fields, a new Contact record is created. In either case, a Contact being found or new one created, the Organisation from the previous step is associated with the Contact record if it is not already. 3. Once both the Contact and their associated Organisation are identified, an Event Registration record is added with the status of “Registered Not Paid”. 4.5 Conclusion Now your system is configured with the ability to have visitors request attendance at an Event via the ChilliDB Web Controls, you should have your website developers use the ChilliDB Web Controls Developers Guide to integrate the Event Web Control into your website.

The Data Mining Module provides an advanced interface for querying and returning data from ChilliDB. It utilises the Reporting View database interface which provides user-friendly naming of objects and familiarity for existing report writers. The Data Mining Module contains several parts which work together to allow the user to configure and retrieve information. 1. Search Searches are the basis of the module's functionality and are used to select, filter, group and sort information from the underlying database. 2. Data Set Data Sets offer the ability to perform advanced queries and even combine the results of several queries into a single result set. Data Set queries offer similar features like Searches but with more flexibility in structuring the result data into a group summary or normal listing. 3. Batch Finally, Search items can be collated together into a Batch which allows end-users to easily execute one or more searches to retrieve up-to-date information from the system. Searches A Search item allows the Data Mining user to retrieve the data they are interested in seeing by allowing selection, filtering, grouping and sorting to be specified on a particular area of the system. Previously specified and saved Search items are stored so that you may utilise them from multiple Batch items for reporting purpose Result Types Each Search or Query item created within Data Mining module will return a particular type of output. The type of output you choose alters the features which are available when designing the query. There are three Result Types which are available in Data Mining Module. Notes: One of the result types described below will be only available when building a Data Set Query "List All" Type This Result Type simply returns a list of all the records it can find which match your filter options "List Top" Type"List Top" works in a similar way to "List All", however for this Result Type you must also specify a number of rows to return. In combination with appropriate Sorting and Filtering options you can answer questions such as "What are the last twenty Notes created by the super_user?" "Summary" Type (Only Available in Data Set Query) When a Data Set Query is designed to return a "Summary" Result Type the Query author is able to select one or more columns to split the data into groups. For example, if you are looking to count the number of male and female Contacts you have in the system you would specify "Summary" and select "Gender" as your "Grouping" column. Data Sets Each Search item is based on a "Data Set" selection. There are a number of pre-configured Data Sets which are available in the system. These pre-configured Data Sets correspond to Reporting Views which are available in the system. To base your Search item on one of these pre-configured Data Sets, you simply select the Module you are interested in, such as "Contact", from the first drop down. This will populate the second drop down list with the items of information which are available for that module. For the "Contact" module this includes the base Contact information, Communications, Addresses and Dynamic Data. The final option in the "Module" drop down is "Data Set". Selecting this option will populate the second drop down list with the advanced Queries configured through the "Data Set" screen of the Data Mining Module. Building a Search item The following steps outline the building of a simple query for searches using the Data Mining module. Select "Modules" -> "Data Mining" -> "Searches and Batches" -> "Create Search" from the ChilliDB system main menu Enter a name in the "Search Name" box. You will use this name to remind you what the query is returning. Select one of the two "Result Type" options available ("List All" or "List Top"). Find the data you wish to query by selecting first a Module then a View from the two "Data" field drop down lists Specify Filters to narrow down the data you wish to return in the "Filters" section. Click "Add New Filter" link and a table with several empty columns will appear under the link Select the Column, Operator and Value (if required) for the new filter row. For all Filters except the first you must specify how the filter is combined with the one before by specifying "AND" or "OR". Note: You must click the "Add New Filter" link to display and edit a new Filter row. You can also delete the Filter row by clicking on the delete icon on the very right side of each Filter row displayed on the "Filters" section. 6. "Display Columns" define what will be what is presented in the result grid from your query. They are managed in a similar way to Filters. Click "Add New Display Column" link to add your new Display Column to the Search result. A new table with several empty columns will appear under the link. Select the "Column" you wish to display data from. Finally specify the "Display Name" which will be shown in the header of the column in the output. Each Display Column is added to the end of the columns list. You can change the order of the columns by altering the "Order" drop down once you've added your Display Column to the Search item. Note: You must click the "Add New Display Column" link to display and edit a new Column row. You can also delete the Column row by clicking on the delete icon on the very right side of each Column row displayed on the "Display Columns" section. 7. The last step is to specify how you would like the results sorted. This is especially important when the "List Top" value is chosen in "Result Type". Choose the Column, Summary Function if you are Grouping and then tick the box to have the sort go in ascending order (e.g. A to Z) or clear the tick to sort in a descending order (e.g. Z - A). 8. Click "Save" button. Your Search item is now saved and can be used from a Batch. Data Sets Often simple selection of data cannot provide the information required. Most often this is because information is stored in two separate areas of ChilliDB are representative of a single business concept. An advanced Data Mining user may use the "Data Set" area to combine information from across areas of ChilliDB making it available for the Search screen. Sometimes the user would also like to summarise the selected data into groups. For this purpose, a Data Set can be used. A Data Set is implemented in two main steps. One or more Queries are created using a screen similar to the one described in the "Building a item" section and then their results are combined to create one list of Columns which represent the output of the Data Set. Data Set Queries There are four differences between creating stand-alone Search items and a Data Set Query. Those differences are: Data Set Queries are slightly more advanced and allow you to select multiple Views. These Views are joined back to the initial View. This allows you to select related items of information (e.g. an "Event Session" and all the "Event Registrations") Data Set Queries has the ability to form a "Summary" Result Type which is not shown when building stand-alone Search items. The “Summary" Result Type that the Data Set Query author is able to select one or more columns to split the data into groups. For example, if you are looking to count the number of male and female Contacts you have in the system you would specify "Summary" and select "Gender" as your "Grouping" column 3. Data Set Queries do not include a "Sorting" section. 4. Data Set Queries will not appear in the general list or be available directly for Batches Other than these differences you create each Query in the same way as for stand-alone Search item. Building a Data Set Query The following steps outline the building of a Data Set Query within a Data Mining Data Set. 1. Select "Modules" -> "Data Mining" -> "Data Sets" -> "Create" or "Maintain" from the ChilliDB system main menu. Notes: Choosing between "Create" and "Maintain" will be depending on the nature of the Data Sets (new or existing Data Sets). 2. In the Data Set Maintenance screen, after giving the name of the Data Sets and set up the Data Set available for Data Mining Searches, click on the "Add New Query" link to add a new Data Set Query. 3. The Data Set Query Maintenance pop up window will appear on your screen. You will notice that the result type field contains one more option called "Summary" and it become the default selection for building the Data Set Query. 4. Click on the "Add New View" link to add the data view into your Data Set Query. If this is a new Data Set, a new view row will appear below the "Add New View" link showing two empty columns. Find the data you wish to query by selecting first a Module then a View from the two "Data Set" drop down lists. Notes: Since you can add more than one view in Data Set Query, for all view data except the first you must specify how the view data is combined with the initial view (the one on the top row) by specifying "AND" or "OR". For all these rows, you also need to specify which view that you are going to join from as well as the columns which will be used by both view data as the connecting column for associating the view records. You can also delete the view row by clicking on the delete icon on the very right side of each view row displayed on the "Views" section 5. Specify Filters to narrow down the data you wish to return. Click “Add New Filter” link and a table with several empty columns will appear under the link. Select the Column, Operator and Value (if required). For all Filters except the first you must specify how the filter is combined with the one before by specifying "AND" or "OR". Note: You must click the "Add New Filter" link to display and edit a new filter row. You can also delete the filter row by clicking on the delete icon on the very right side of each filter row displayed on the "Filters" section. 6. If you have specified "Summary" in the "Result Type" field you will next setup Grouping. If you have "List All" or "List Top" specified you should skip this step and continue with the next step. To choose which columns specify your Groups, move them one at a time from the "Available Columns" box into the "Chosen Columns" box. Within the "Chosen Columns" box you can alter their order by using the "Move Up" and "Move Down" buttons. Note: Grouping columns will automatically be added to the "Display Columns". 7. "Display Columns" section defines what will be what is presented in the result grid from your query. They are managed in a similar way to Filters. Select the "Column" you wish to display data from. If you are creating a "Summary" Query you will have to specify how you wish to summarise the data from that column, unless it is one of the "Chosen Columns" in the Grouping section. Finally specify the "Display Name" which will be shown in the header of the column in the output. Click "Add" to add your new Display Column to the Query. 8. The "Show Result" button can be used to show the result of your query. While you change your query view, filters, grouping, and columns, you can always preview the result by clicking the "Show Result" button. The "Clear Results" button can be used to clear the result shown on the screen and can allow you to maintain your query faster rather than having the result shown all the time during maintaining your query. After clicking the "Show Result" button and see the result, it is always recommended to clear the result first before making any changes to the query structure. When you finish making changes, you can see the result back by clicking the "Show Result" button. 9. Click "Save" to save your Data Set Query and return to the Data Set Maintenance screen. You will see that the Data Set Query has been added into the Queries section. When you need to make changes to the Data Set Query, you can select the name link to open the Data Set Query Maintenance window, make the changes and save it back to the system 10. You can have one or more Queries specified in one Data Set. You use multiple queries to UNION result sets. In that sense, you can combine the results of two or more Queries to build your own Data Set structure. Columns Once you have one or more Queries specified you need to define the output of your Data Set. This involves specifying the Columns you wish to expose. Each of these columns can combine data from one or more of your specified queries, as long as the data is of the same type. For example, you cannot combine a number column (such as an "Id" column) and a date column. To specify your Columns you should: Click "Add New Column" A row will appear to specify the Display Name and choose which Display Column from each of your Queries should contribute data to that Data Set Column. Select either a Display Column or the special "" value which returns no data. Due to the values selected from other Query's Display Columns not all of a particular Query's Display Columns will appear in every drop down. In some cases "" will be your only option. Batches In order to display the results of your Search items you combine them into a "Batch" item. Each Batch item has a "Type", "Category" and "Sub Category" classification system identical to other parts of the ChilliDB system. Creating a BatchThe following steps outline the building of a Data Set Query within a Data Mining Data Sets. 1. Select "Modules" -> "Data Mining" -> "Searches and Batches" -> "Create Batch" or "Maintain Batches" from the ChilliDB system main menu. Notes: Choosing between "Create Batch" and "Maintain Batches" will be depending on the nature of the Batches (new or existing Batches). 2. Enter the Title and Categorization selections in the "Batch Header" section. 3. In the "Searches" section of the "Data Mining Batch Maintenance" screen, click "Add New Search" link to add an existing Search item previously created and stored. For each Search item you may give it a "Display Name" which will become a sub heading on your Batch output. 4. Once the Search item has been added into "Searches" section, you can edit the Order (If you have more than one search items) and "Display Name" for the Search item selected in the Search column. 5. To delete a particular Search item, click the delete icon on the right side of the grid for every Search item row that you would like to delete. 6. The "Show Result" button can be used to show the result of your query. 7. If you need to print out the batch result, click on the "Print" icon . 8. Once you are done, click the "Save" button. Running a Batch Once you have created your Batch you will see the "Batch Display" screen. This screen gives you a read-only view of the Batch and also allows you to view the output it creates. First on the screen you will see the "Header Information" which tells you the Title, categorisation and expiry information. Next, in the "English Description" section, you will see a list of the Query items which the report contains along with a plain English description of the information they are returning. Finally, the "View Results" section allows you to see the results of the Report. When you click the "Show Results" button each Query is run and the results are returned to the screen. You can view them there or click the "Print" icon on the top right of the result box to get a version of the output suitable for printing. Known Limitations Data Set Queries When using multiple views all joins are fixed as "INNER JOIN" Joining is only supported between the initial view and each additional view, you cannot join between two additional views (e.g. selecting "Event Session", "Event" and "Event Registration" in that order will join "Event Session" to "Event" and "Event Session" to "Event Registration", you cannot join "Event" to "Event Registration")

This article describes how to quickly send reports to contacts in ChilliDB. This is functionality is for SSRS (.rdl) type reports only. It is not available for Crystal Reports. With SSRS reports we offer the functionality to quickly send an email with the currently loaded report attached. 1. Load your report and click the email report link located at the top right of the screen 2. This will open the send message window with the report attached 3. Complete the form like normal, all recipients will receive the report as an attachment

If you would like to create your own reports in ChilliDB, you can use this article to step through creating a simple report against your ChilliDB database. Polymorphic Solutions recommend that you would benefit from going on a Crystal Reports course to learn more about the Crystal Reports software product and then use guides like this to help you connect to your ChilliDB database. If you decide that you do not want to learn to write your own reports, Polymorphic Solutions can develop report templates for you using helpdesk support hours. When ChilliDB was installed, a member of your organisation would have received an email with a subject of either “ChilliDB Installation Complete”. This email is important as it includes information for your Report Writer (for the ChilliDB website and reporting help), your Systems Administrator (for backups), and your key user (for the ChilliDB website, and lodging support requests). The following are examples of part of the content from that email which deals with the Report Writer information – some parts of your email of course will be different; however the email will have your information in it Getting Started, identifying the ChilliDB data There is a special document which will identify all of the database views which make the data available for report writers in an easy to use and understand format. It will identify how to link the views together to join the related information so for example, you may select basic information about a Contact such as their Name, Gender, and then also include information about their Organisations, their Address and Communication details. This document is called the Reporting Interface Database Layer, or Reporting Interface document for short - obtain a copy from the article listing located on the ChilliDB Helpdesk. In the next sections of this document, you will step through the process of connecting to a ChilliDB database, selecting some Contact data for reporting on, and then the creation of a sample report in either Crystal Reports XI or Crystal Reports 2008 report designer. Once you have created your report, this document will also step you through uploading this report into ChilliDB to share with other users. Finally, you should also review the tips in the Report Writing Tips section of this document which will help you to produce great reports. Creating a Report - version XI of the Report Designer The following steps are for clients using Crystal Reports XI 1. Open Crystal Reports and then select File menu > New > Standard Report. 2. You need to choose a data source. While doing this, we will add the database to the Favourites section of the tree view, so next time you will be able to expand that and see your database there to use for future reports. Expand the Create New Connection tree view item. Expand the OLE DB (ADO) tree view item, and the dialog box shown below will appear. Scroll down until you find Microsoft OLE DB Provider for SQL Server, and click Next to continue. 3. Using the information described at the top of this document (i.e. from the email it discusses), fill out the connection details for the Server (the SQL Server Name), User Id (the SQL Server Login), Password (the SQL Server Password), and Database (the SQL Server Database). In the following image (Figure 6). Click Finish to complete this process, and the popup will close itself. 4. You should see your server listed under the tree view. Right click on the name of your server, and select Add to Favorites as shown below in Figure 6. mYou will not have to do steps 2 and 3 again next time you open Crystal Reports. 5. Under your server shown in Figure 7, you will see the database name, in this case DGP_DIS. Expand that item in your tree view, and under dbo you will see Tables and Views. ChilliDB comes with a clearly defined reporting interface (available from the ChilliDB website) based on database views which allow you easy access to ChilliDB data in a logical way, saving you the need to gain an understanding of the tables within your database. Expand the Views item and select rpt_Contact, and click on the arrow button to add it to the Selected Tables part of the window. This view represents your contact data, and will be used in this walk through. Select Next to continue. 6. We now will select what fields should be displayed on the report. Select as many fields as you like, or all of them, and click on the arrow button to add them to the Fields to Display part of the window. Click Next to continue. 7. You can now choose to Group your data. In the left part of the window, you will see all the fields currently on your report, as well as any from the rpt_Contact view which we selected above. Select Type from either of the two sections of fields on the left hand side, and click the arrow button to add it to the Group By part of the screen. Click Next to continue. 8. The next step is to add some summary data to your report. Leave the standard ones and click Next to continue. 9. The next step will allow you to add a chart to your report. Leave this as is, and click Next to continue. 10. The next step will allow you to filter your report data (perhaps to Contacts who’s surname begins with ‘S’). Leave this as is, and click Next to continue. 11. The next step will allow you to apply a template to your report. Select No Template and click Finish to complete your report. 12. Optionally, you may set some File Properties for this report, a name and description which ChilliDB will automatically then extract when you upload the report into ChilliDB. In Crystal Reports, select the File menu > Summary Info and provide a Title and Description. 13. You have now created your first report. 14. You should now save this report to the file system somewhere, call this your “report repository” or “report source”, where you keep all of your report templates. 15. You may close Crystal Reports now. Creating a Report – version 2008 of the Report Designer The following steps are for people using the 2008 version of Crystal Reports. 1. Open Crystal Reports and then select File menu > New > Standard Report. 2. You need to choose a data source. While doing this, we will add the database to the Favourites section of the tree view, so next time you will be able to expand that and see your database there to use for future reports. Expand the Create New Connection tree view item. Expand the OLE DB (ADO) tree view item, and the dialog box shown below will appear. Scroll down until you find Microsoft OLE DB Provider for SQL Server, and click Next to continue. 3. Using the information described at the top of this document (i.e. from the email it discusses), fill out the connection details for the Server (the SQL Server Name), User Id (the SQL Server Login), Password (the SQL Server Password), and Database (the SQL Server Database). In the following image (Figure 6) Note, in my case, my server is called MyServer, and my server is a named database server instance called ChilliDB. My database is called ChilliDB Click Finish to complete this process, and the popup will close itself and you will see the following screen. Under your server name, you will see the database name (ChilliDB). Expand that item in your tree view, and under dbo you will see Tables and Views. It is strongly recommended that you use the database Views rather than the tables. 4. Expand the Views item and select rpt_Contact, and click on the arrow button to add it to the Selected Tables part of the window. This view represents your contact data, and will be used in this walk through. Select Next to continue. 5. We now will select what fields should be displayed on the report. Select as many fields as you like, or all of them, and click on the arrow button to add them to the Fields to Display part of the window. Click Next to continue. 6. You can now choose to Group your data. In the left part of the window, you will see all the fields currently on your report, as well as any from the rpt_Contact view which we selected above. Select Type from either of the two sections of fields on the left hand side, and click the arrow button to add it to the Group By part of the screen. Click Next to continue. 7. The next step is to add some summary data to your report. Leave the standard ones and click Next to continue. 8. The next step will allow you to add a chart to your report. Leave this as is, and click Next to continue. 9. The next step will allow you to filter your report data (perhaps to Contacts who’s surname begins with ‘S’). Leave this as is, and click Next to continue. 10. The next step will allow you to apply a template to your report. Select No Template and click Finish to complete your report. Your report will execute and you will see your data displayed on the report. 11. Optionally, you may set some File Properties for this report, a name and description are the most obvious ones. When you upload the report into ChilliDB, ChilliDB will give you options to extract this information to automatically fill in the Upload screen with the same Title and Description you enter here. In Crystal Reports, select the File menu > Summary Info and provide a Title and Description. 12. You have now created your first report! 13. You should now save this report to the file system somewhere, call this your “report repository” or “report source”, where you keep all of your report templates. 14. You may close Crystal Reports now and proceed to login to ChilliDB to upload the report for other users to view Uploading the Report to into ChilliDB To share this report with other ChilliDB users, you should upload the report into ChilliDB. 1. To share this report with other users of ChilliDB, login to ChilliDB and navigate to the Reports menu > select Upload > select the Find link produce a window which will let browse for your report in the “report repository” or “report source” (where you chose above to save your reports into). 2. After selecting a report, click the Upload button to upload the report into ChilliDB. Click the Read Title and Description From Report File button to populate the Report Title and Report Description information straight from the report file (if you performed Step 12 above in Creating a Report) or enter information for those fields manually. 3. Select a Report Type to classify this report. You may add additional Report Type values through the Reference Table Manager within ChilliDB, where you would add items to the Report Type table 4. Click Save to complete this process, and you then will see your report within ChilliDB. Report Writing Tips The following tips will answer frequently asked questions and provide some expert tips to assist you with your report writing. Tweaking your Crystal Reports Options Crystal Reports – Automatic Smart Linking: We recommend that you avoid using the Auto Link feature within the Crystal Reports Database Expert. What it will do is try to link tables/views based on their field name or data types, however it often this is not correct and can lead to missing data or incorrect data shown in your report. You can set this as your preference when writing all reports in Crystal by going to File menu > Options > Database tab of the popup which appears > set Automatic Smart Linking to off. Crystal Reports - Save Data with Report: This will feature allows the report to cache data shown in the report from the database when writing the report. When ChilliDB runs the report, it shows the cached data, not live data. It is best if you disable this preference through the File menu > Options > Reporting tab of the popup which appears > set Save Data with Report to off. If you decide to use Saved Data while authoring your report, you can check the status or enable/disable this feature from the File menu > Save Data with Report. If you receive a report from someone, you should check this option is off before uploading into ChilliDB. Crystal Reports - No Printer: We recommend turning this option off to increase the speed of displaying reports in ChilliDB. You need to do this for each report you write (i.e. it’s not a configuration option). This option is found on the File menu > Page Setup > Printer Options sections of the popup window which appears > set No Printer (optimized for screen display) to being checked. Report Writing Tips for ChilliDB Database Connections – Creating: Crystal Reports should be written using OLE DB (ADO) to connect to your SQL Server. Do not use ODBC to connect to ChilliDB. Polymorphic Solutions Reporting Views - Polymorphic Solutions provide a reporting layer to our database using Database Views. Our reporting views are prefixed with rpt_. Creating your own Customised Views: When the Polymorphic Solutions Reporting Views aren’t sufficient for your needs, you may choose to create custom database views, tables, or stored procedures (collectively referred to as Database Objects) within your database. To ensure that updates to the system do not overwrite your customised database objects, Polymorphic Solutions recommends that you prefix your custom Database Objects with a prefix. We recommend using your organisation prefix. For example a view showing Contacts in Brisbane for a company called ACME Inc would use create a view named acme_Contacts_In_Brisbane. The rpt prefix is reserved and should not be used for your custom reporting views. Automatic View Generation – Custom Fields automatically generates Reporting Views for each Section of Custom Fields. Renaming Custom Field Sections and Items – if you notice that a report no longer works and you then load it into Crystal Reports and it informs you that a field cannot be found, it is because the field may have been renamed within ChilliDB by one of your users. You should correct the report and then upload it back into ChilliDB. Report Branding – Using information from the Crystal Report branding view to display your company details will allow you to easily share your reports with other ChilliDB users in the community. You can configure the information displayed in this view by selecting Reports > Report Branding from the ChilliDB menu. From that screen you configure your display name, address details, privacy or confidentiality statement and even upload your organisation logo image to be included in your reports. Modifying or Copying Polymorphic Solutions Reports: You are free to modify the Polymorphic Solutions reports and customise them to suit your needs. To avoid them being overwritten, you should make a copy and give them a different name. Filtering out Expired records: ChilliDB records a date in the Expired field of Contacts and Organisations reporting views as a datetime value, meaning if a datetime is present, that record is expired. If it is not expired, it be NULL. Example formulas for Contacts and Organisations would be: o IsNull ({rpt_Contact.Expired}) for Contacts, o IsNull ({rpt_Organisations.Expired}) for Organisations Date Time Values are stored in Greenwich Mean Time (GMT) time: ChilliDB stores database date time data in Greenwich Mean Time (GMT) and displays the date and time in localised time through the web application. All rpt_ reporting views automatically convert the GMT date time values to localised date time values for you. Training Options You may want to take a look at some of these resources to learn more about Crystal Reports. While they are using a later version, it will be very similar if not the same for most activities. http://www.lynda.com/Crystal-Reports-training-tutorials/1224-0.html http://www.crystalreportsonlinetraining.com