List Generator

OBJECTIVE

The List Generator is used to create simple and complex lists using variables from different tables of maestro*.

Lists created by the list generator are accessible from the Maintenance maestro* > Maintenance > File Maintenance > Files > List Generator menu’s option, but also through most options via the Print icon’s drop-down menu, Generator option.

List created in the list generator are also available through the main menu by clicking the Print lists and reports icon, under the Custom Lists. The lists are available depending on the security defined for options and based on whether the list’s visibility is set to public or private. Users who do not have access to an option cannot see the lists created using the option in question, even if they are public. Private lists are those created by the current user.

Simple lists created with the generator allow users to export data in Excel format, to create labels for mailings (by transferring the information in the list to Excel) or to obtain information to simplify everyday tasks (such as customer or supplier contact information).

 

steps

Create a list

maestro* > Maintenance > File Maintenance > Files > List Generator

1. Choose the data source that will be used to create the new list using the field at the bottom of the window: company directory (Co. Dir.) or the Data directory (Data Dir.).
2. Choose a file by checking the appropriate box.
3. Click Select.
4. The List Generator window opens. Fill in the information in the following fields:

Fields	Description
List	Number assigned by maestro* to identify the list.
Title	Name of the list to be used in the Lists Explorer. NOTE: It is possible to enter a title in both languages (French and English) by simply clicking the button on the far right of the title to change the language.
Visibility	Available values: Public Indicates that the list will be visible to all users who have access to the option from which the list was created. Private Indicates that the list will be visible only to the user who created it. NOTE: For details on changing the visibility of a list, refer to the appendix.
List Type	Available values: Maestro Reports Default maestro* reports. NOTE: it is not possible to create this type of report, since they are delivered with maestro*. Custom Reports Report created by a user.
View type	Available values: Standard Uses the default settings of the generator by displaying the available variables and links. SQL Query Used to create an SQL query. The variables are displayed based on the query.
Accessible in option	This number corresponds to a maestro* option. If the user has access to this option, the list will be displayed in the Custom Lists section. Refer to the appendix for more information on how to change this option manually and to control which users have access to the list. NOTE: Users who have access to the option will also have access to the lists whose visibility is public. Users will also have access to the lists they themselves created.
Default Dest.	Available values: Ask the User Asks the user to select the destination for the list. Report Viewer Tells maestro* to open the list in the Maestro Report Viewer. Transfer to Excel Tells maestro* to open the list in an Excel file. Pivotal View Tells maestro* to open the list in a dynamic vector-based analysis table. Grid Tells maestro* to open the list in a grid. NOTE: This method allows the user to see several records on a given line, apply filters directly, sort the information, view the results in summary format and see details by double clicking the information.
Excel File Data	Define an Excel file in which the list is sent instead of creating a new Excel file every time. Allows the user to create graphics, pivot tables and other formulas based on data from the list found in the first sheet .
Number of “formula” columns	To protect a number of columns to stock calculated columns (in the first sheet).
Model	Model to use by default in the dynamic vector-based analysis. NOTE: Field available only when the Default Dest. is Pivotal View.
Sorted by	Used to sort the information presented based on the selected criteria.
Ignore Empty Rows	Ignore lines that do not contain information when generating the list.
Print only parents with no children	In a hierarchical list, used to print only lines that do not contain data in their sub-level. For example, for a list of customers and their invoices, used to print only customers without invoices.
Force the use of this (these) prefix(es) for the list	Used to force the use of the selected prefixes or masks when generating this list. No matter the user’s access to companies. NOTES: This box, as well as the mask and prefix selection, are available only for administrator users. Applicable to the multidimensional mode only.

5. Complete the Parameters tab:

Select the fields to be added in the Settings tab by clicking the arrow. Many variables contain links to other tables, which may provide access to a very elaborate structure.

A plus symbol indicates that there is a file linked to this field. Research is possible by clicking in the Find area. To move to the next record, click the Search Next arrow.

 

Fields	Description
Table	Name of the file from which the information is taken.
Key	Name of the file and name of the selected variable.
French Description	French description of the field. NOTE: It can be modified.
Description	Default description of the field. Title of the column in the generated list. NOTE: It can be modified.
Type	Default field type. NOTE: It can be modified.
No. of Characters	Default number of characters in the field.
Width	Width of the field in the list.
Spacing	Spacing in inches from the left margin.
Elastic	Automatically adjusts the width of the column based on the data and space available, if the box is checked.
No. of Decimals	Number of decimals applicable to numbers or amounts.
Sign	Displays the symbol associated with the Type field, if the box is checked. NOTE: For example, $ or %.
Alignment	Alignment of the field in the column.
Sum	Displays a sum for numbers or amounts, if the box is checked.
Header Line	Used to determine the line on which the information will be displayed. NOTES: If 0 is entered, the header is not displayed. For example, the address and telephone 2 are on the 2nd header line.
Field Line	Identifies the line on which fields are displayed. NOTE: For example, the address will be on line 2, the city on line 3, and so on.
From To	Used to set a permanent filter based on data associated with the variable. NOTE: For example, a product code filter could be Start 100 and End 199 to display only products with codes between 100 and 199.
Grouping	Used to create columns based on the values in the field on the line. NOTE: This function is only possible if the destination is set to Pivotal View. It adds a column based on the group selected.
Conditions	Linked to the Grouping column. Used to specify conditions for certain groups, such as "x" as the first character or range of numbers.
Description	Description of the column added in the dynamic vector-based analysis if a group is used.
Sort	Used to define the sorting level and to choose the print order on the report. The 1 value is selected for the field to use to sort the report. If, within the first sorting, the user wants to sort the data according to another field, the 2 value is selected for this field, and so on. For example, if the Status corresponds to the first sorting level, and the project number corresponds to the second: sorting is by status, and then by project number for projects of the same status.
Sort Order	Define a sorting order (ascendant or descendant) in the generated list for the selected field values. Used only for fields with a value in the Sort column.
Formula	Column paired with the Calculated Field parameter, available for all tables and used to define additional fields. The […] icon allows the user to define the calculation formula (in SQL language). NOTE: It is impossible to apply a filter the a calculated field.

6. Complete the Filters tab: 

Filters are enabled when the list is opened. Allows reuse of the same filters without having to specify new filters every time the option is opened.

1. Click the Add button.
2. Click the field to be used for the filter.
3. Click Accept.
4. Enter the required information as necessary:

Fields	Description
Range	used to define a permanent filter based on a data range.
From – To	Start and end values of the data range.
Exclusion	Used to exclude data related to the filter entered in the From and To fields from the list, if the box is checked.
Selection	Used to select or extract specific values associated with the variable.
Exclusion	Used to exclude data related to the filter entered in the selection from the list, if the box is checked.
Prompt user for the filter	Used to filter based on information entered by the user when generating the list.
Question	Enter the question to be asked to users, so that they can define the filter.
Filter Type	Select the type of filter to apply. Available values: Ranges Used to enter a data range. Single Selection Used to enter only one value. Multiple Selection Used to enter multiple values.
Exclusion	Used to exclude from the list data entered in the filter by the user, if the box is checked.

5. Click Accept.

It is also possible to Modify or Delete a filter with the buttons at the bottom of the window.

 

APPENDIX

Changing the visibility of a list

To change the visibility of a list, you must:

• Have access to the option in which the list is available, or;
• Have access to the List Generator.
• Open the list to be modified.
• Change the visibility of the list by making it public or private:

Changing the visibility of a list	Who can change it?	Result
Public to Private	All Users	After the changes, only the user who created it will have access to the list. WARNING: If the user who changes the list is not the user who created the list, a confirmation message is displayed on the screen. By answering Yes to the question: This list does not belong to you. Do you want to change it to Private and remove it from your lists? The list is removed from the lists available to all users and only the user who created it will continue to have access to it.
Private to Public	Only the user who created the list	After the changes, all users will have access to the list if they have access to the option associated with the list.

• Change the visibility of the list by changing the option:

The Available in option field determines which users can see the list via the Print Lists and Reports icon, under Custom Lists. Only users who have access to the option specified will have access to the list.

Normally, the indicated option should match the window in which the information is entered. For example, for a list of projects, the option should be Project Management.

However, this function can also be used to provide access to a list of users who do not have access to the option that normally corresponds with the list. For example, to provide access to a list of projects to users who do not have access to Project Management, simply specify an option to which the users do have access, such as Detailed Expenses. This way, the user can see a list that is not normally accessible to them.

 

Last modification: May 18, 2024