Filter by your own codes and turn any list into a document you can print or send.
A list on screen is useful. A list you can hand to someone is better. Database Reports turns any slice of your database into a document you can print, email or keep for the file.
This guide covers picking the right people with your own codes, choosing what appears on the page, and the CSV export that makes the same selection reusable elsewhere.
Go to Database Management › Database Reports. There are four tabs, one for each Database Type — Clients, Prospects, Web Leads and Contacts. Pick the tab first; everything after it applies to that list.
This is where your own codes earn their keep. Filter by Client Type, Client Rating Type and Lead Type, exactly as you would on the list itself.
Pick Business Card Scan and the report covers only the people whose cards you photographed. Pick a Rating and you have your A-list. The report is only as good as the codes on your records — see Database Types and Database Settings.
Tick the fields you want: names, addresses, phones, emails, and any custom fields you use. A report with four columns is readable; one with fourteen is a spreadsheet printed sideways.
Sort by first name or last name. Last name is usually right for anything you are going to look somebody up in.
There is an option to start each group on a new page. On for anything you are going to split up and hand to different people; off for anything you want as few pages as possible.
You get a document, filtered exactly the way you asked. Print it, email it, or keep it for the file.
The same filtered rows and the same chosen fields are also available as a CSV export — which is what you want for a mail merge, or for handing a list to somebody who works in a spreadsheet.
Filter first, fields second. Deciding who is on the report is the decision that matters. What appears in the columns is presentation.
Fewer columns. Name, phone, email covers most jobs. Everything else is there for the times it genuinely is not.
Use it to audit your coding. Run a report with no filter and the gaps show up immediately — every record with no Client Type, all in one place.
CSV for anything that is going somewhere else. A PDF is for reading. A CSV is for mail merges, and for giving somebody a list without giving them a login.
Run one before a review. One Client Type, every field you care about, printed — that is a meeting pack in about a minute.
Reports are the paper end of the codes you set in Database Management. The same three codes that filter a list, target a Campaign and drive a Workflow also select who appears here.
Which means the discipline of coding records as they arrive pays off in four places, not one.
My report is empty. The filters are combining to exclude everybody. Clear them to All and add one at a time.
Someone I expected is missing. They are probably not coded the way you assumed, or they are on a different Database Type’s tab.
The columns are cramped. Too many fields ticked. Drop the ones you are not reading.
A custom field is not on the list. Custom fields appear once they are named in your settings. An unnamed one has nothing to label the column with.
I need this in Excel. Use the CSV export rather than copying out of the PDF.
Whichever the filters select, from the tab you are on. One Database Type at a time.
Yes — names, addresses, phones, emails and your custom fields, ticked individually.
Yes. The CSV export uses the same filtered rows and the same selected fields.
Starts each group on a new page, so a report can be split up and handed out.
Save it and send it like any other document. For emailing the people on the list, use a Campaign instead.
Either the field is not ticked, or those records do not have one. A report cannot print what was never entered.
No. Each Database Type has its own tab and its own report.
A list on screen is useful. A list you can hand to someone is better. Database Management, Database Reports. Four tabs, one for each of your record types.
Start with the filters, and this is where your own codes earn their keep. Pick Business Card Scan, and the report covers only the people whose cards you photographed.
Then choose what goes on the page. Names, addresses, phones, emails, and any custom fields you use. Sort it, and decide whether each group starts a new page.
Run it, and you have a document. One record, two names, filtered exactly the way you asked. Print it, email it, or keep it for the file.
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