Variables (data fields)

Introduction

Variables can be used to get information from your data, such as dates, addresses and values into your reports. Variables are also known as data fields.

Variables are grouped into named tables. Each table contains related information of a particular type; for example, a company or a customer. Each variable in that table contains one piece of information; for example, the company name, or the date a customer was last contacted.

For example, a reference to COMPANY.NAME means the table name is COMPANY and the variable name is NAME.

In addition to the tables that contain your data, there are two tables that contain variables related to the report:

The REPORT table contains variables which are specific to the report. For example, the current page or the time at which it was created.
The CRITERIA table contains information about the records included in the report. For example, the range of customers or employees.

You may also find variables of the same name in different tables, but these are not the same. Remember that each table stores information about a different thing, so Name in a customer table and Name in a product table are different.

You can

Add or delete variables from a report.
Move or resize a variable.
Change the look of the variable in the finished report (e.g. colour, font, size).
Create formulas by combining variables with numbers and mathematical symbols; this is known as an expression.
Sort variables in a report to change the order of information.
Set criteria for a report based on its variables, if you want to be more selective about the information that appears in the final report.
Filter records from a report to omit those of no interest.
Add conditional formatting to a variable to make it stand out in a report; perhaps you want to highlight certain information.

Add a variable to your report

To add a variable to your report:

Select Add Data Field from the toolbar, or choose Toolbox > Add Data Field.
From the Variables pane, select the table and variable and drag it onto your report layout.

Tip: You can search for a variable by entering its name in the Find box at the top of the Variables pane.
If you can't see the table you want, use the Join Editor.

This feature is only available for:
Herb 50 Accounts, Herb 200.

Tip: If you are not sure you have chosen the right variable, view its description in the information pane below the Variables list or hover your cursor over the variable.

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