Customizing Primavera Reports
Primavera provides flexible reporting features
In this chapter to meet your reporting requirements. In
addition to the predefined reports included
with Primavera, you can use InfoMaker to
Getting Started Basics
customize existing reports.
Anatomy of a Primavera Report
Using InfoMaker’s Design Mode to This chapter includes instructions for
Edit Primavera Reports
modifying and formatting an existing
Organizing Information in a
Report Primavera report and dunning letter, as well as
Formatting Elements in a Report creating an executable to run a series of reports
Previewing Reports using InfoMaker. You can follow the same
Running a Report Series and basic steps to customize or create forms. For
Multiproject Reports more detailed information about InfoMaker,
consult the InfoMaker online manuals.
2 Part 6: Working with Primavera Reports and Forms
To start InfoMaker, from the Windows desktop click Start, then choose
Programs, Primavera, Expedition Professional Utilities, InfoMaker.
For more information about To make sure InfoMaker can connect to the Primavera
the InfoMaker workspace, see database, you must start Primavera at least once before
Chapter 1, The World of opening InfoMaker. Close Primavera before you launch
InfoMaker in the InfoMaker
User’s Guide. InfoMaker.
The InfoMaker PowerBar enables you to access InfoMaker functions.
Manage and organize reports—you can store several reports in
one InfoMaker environment, copy or move reports between
environments, or create an executable that enables you to run
one or more reports without opening InfoMaker or Primavera.
Create, modify, run, and print reports.
Run and print reports.
Define database connections and connect to a different
View the database to which your computer is currently
connected, create and update tables in the database, or save a
table in the database to a different format.
Create or edit ODBC data sources.
Run the Query Painter.
Select query options.
Customizing Primavera Reports using InfoMaker 3
Search the Help.
Tile open reports vertically.
Tile open reports horizontally.
Tile open reports in layers.
Tile open reports in cascaded windows.
Learn details about InfoMaker tasks.
InfoMaker manuals are provided on the Primavera CD-ROM. To open the
online documentation for InfoMaker, you must have access to a CD-ROM
drive and you must have Adobe Acrobat Reader installed on your
computer. To view the online documentation, place the Primavera CD-
ROM in your CD-ROM drive. On the Windows desktop, click Start, then
choose Programs, Primavera, Expedition Online Documentation. Click
InfoMaker User’s Guide.
To purchase printed InfoMaker manuals, contact Primavera
Sales at 1-610-667-8600 or send your request via e-mail to
email@example.com in the United States. In the United
Kingdom, call 44-20-8563-5500 or e-mail your request to
firstname.lastname@example.org. In Hong Kong, call 852-2111-8288,
or e-mail your request to email@example.com.
4 Part 6: Working with Primavera Reports and Forms
Getting Started Basics
InfoMaker uses special libraries, called environments, to hold similar
reports and forms; each environment is a separate .PBL file. Each module
in Primavera has one environment for its reports and another environment
for its forms. By default, Primavera stores form environments in
C:ExpwinForms and report environments in C:ExpwinReports. To
locate your reports and forms folders, open Primavera, choose Define,
User Preferences, then click the General tab and review the Path to
Reports and Path to Forms fields at the bottom of the User Preferences
The name of each form environment starts with f_, while report environ-
ments start with r_. Report environments include reports, dunning letters,
and multiproject reports.
In Primavera, a report contains comprehensive data from an active
Primavera project or project group, while a form is a representation of one
Primavera document, such as a letter or request for information (RFI).
In InfoMaker, most Primavera reports and forms are created in a list
format, which enables you to use the same procedures to modify them in
For details on using environ- After you start InfoMaker, perform one of the following steps from the
ments, see Chapter 2, main window:
Managing Your Environment
in the InfoMaker User’s
Guide. ■ Click the Report button. You are prompted to open or create a report
in the last environment that was open (this environment is the location
of the .PBL files for a particular type of document, such as a
■ Click the Environment button to display the last environment used
and all reports contained in that environment. If necessary, change the
environment to find the report you want. Primavera recommends this
method because Primavera reports reside in different environments, or
Customizing Primavera Reports using InfoMaker 5
Open, to select
(.PBL file). By
6 Part 6: Working with Primavera Reports and Forms
Anatomy of a Primavera Report
Primavera reports, forms, and dunning letters can be broken down into
several sections. Each section is made up of a shaded area that contains
report data and a gray band identifying the section. The gray band is
positioned below the section to which it belongs.
Header band The Header band contains information that appears at the
top of every page in the report. When InfoMaker generates the report, the
presentation style determines the contents of the Header band. Almost all
of Primavera’s reports, forms, dunning letters, and multiproject reports use
the list presentation style, so the headings are displayed in the Header
band, and the columns are displayed in the Detail band.
Detail band The Detail band displays data retrieved from the active
project or project group in Primavera. Almost all of Primavera’s reports,
forms, dunning letters, and multiproject reports use the list presentation
style, so the Detail band displays column names. You can specify the
information InfoMaker should display for each column of the report, and
you can add other objects, such as text, pictures, drawing objects, and
Summary and footer bands The Summary band is positioned after
all the detail rows, often summarizing the information in the report. The
Footer band displays at the bottom of each page of the report. You can use
this band to display the page number and name of the report. These bands
can contain any InfoMaker objects, including text, drawing objects,
graphs, and calculated fields that contain totals.
Customizing Primavera Reports using InfoMaker 7
Using InfoMaker’s Design Mode to Edit Primavera
When you open a report, you enter InfoMaker’s design mode, and another
toolbar displays at the bottom of the InfoMaker window. It contains
buttons that enable you to edit the design of the report by organizing
existing data, inserting new data, or inserting and formatting objects.
You can use the following formatting buttons in the Design toolbar in
InfoMaker to make your printed Primavera report meet your company’s
To modify an existing report, open the report and choose File,
Save As, to make a copy of the report. Then use the copy to
make your changes.
Display your report with data. You can print the report, save it
in a different format, or send it via e-mail. Click this button to
toggle between Preview and Design mode.
Define the tables and columns to include in the report and how
the tables are related. You can also group, sort, and filter the
data in this mode. Click this button to toggle between Data and
the Design mode.
Save the report.
Undo your last command.
Remove the selected object from the report.
8 Part 6: Working with Primavera Reports and Forms
Create an object in the report using the Objects drop-down
toolbar. Click the down arrow to select the following types of
objects: text, pictures, lines, ovals, rectangles, rounded
rectangles, columns, calculated fields, graphs, reports, OLE
objects, and large binary or text database objects.
Select the foreground color for the selected object using the
Foreground drop-down toolbar. Click the down arrow to select
Select the background color for the selected object using the
Background drop-down toolbar. Click the down arrow to select
Specify a border style for the selected object using the Borders
drop-down toolbar. Click the down arrow to select border style.
Available border styles include None, Underline, Box, Shadow,
3- D Raised, 3-D Lowered, and Resize.
Align, size, or space selected objects in the report using the
Layout drop-down toolbar. You can align objects along the left,
right, top, or bottom edges; align objects along horizontal or
vertical centers; equalize the distance between objects along
the horizontal or vertical axis; or equalize the height or width
of objects. Click the down arrow to the right to display the
Automatically set the height of the field based on the height of
the data displayed in the field.
Slide objects in the report to remove unwanted white space
using the Slide drop-down toolbar. Click the down arrow to
select the direction you want to slide objects. You can slide
objects to the left, above all, or directly above.
Use currency format for the selected columns or fields.
Customizing Primavera Reports using InfoMaker 9
Use percent format for the selected columns or fields.
Don’t display after the first newspaper column.
Open the Property Sheet of the selected object. If no objects are
selected, open the Property Sheet for the report or form.
Close the report or form.
10 Part 6: Working with Primavera Reports and Forms
Organizing Information in a Report
The instructions in this section use the Submittal Log Report (r_sb_01) in
For more information on Sort the report Choose Rows, Sort, to open the Specify Sort Columns
sorting, grouping, and dialog box. Drag sbmt_package_number and sbmt_submittal_no from the
filtering reports, see Chapter
16, Previewing and Printing Source Data section to the Columns section to sort the report by package
Reports and Chapter 19, number and sort the submittals within each package by submittal number.
Filtering, Sorting, and Mark the Ascending checkbox to use ascending order for the sort. If you
Grouping Rows in the
InfoMaker User’s Guide. want to sort in descending order, clear the Ascending checkbox.
InfoMaker sorts first by package number,
then by submittal number.
After you sort the data, you can display your report with data. Click the
Preview button in the Design toolbar. If the package number is repeated
many times in the report, group the data by package number to show each
package only once.
Group the report Choose Rows, Create Group, to open the Band
Object dialog box. Click the Definition tab, then drag
sbmt_package_number from the Source Data section to the Columns
section. Click OK.
Customizing Primavera Reports using InfoMaker 11
Mark to start a new
group on a new page.
Mark to start the page number
at 1 for each group.
The report includes a header and a footer for each submittal package
number. To format the header and footer, click the Group Header band for
the submittal package number, and drag it down. This creates space for the
data you want to include in the group header. Select
sbmt_package_number from the Detail band, and drag it into the group
header. Refer to the following Submittal Report:
12 Part 6: Working with Primavera Reports and Forms
For more information on Filter the report To filter the report so that only the data you require are
filtering reports, see Chapter included, choose Rows, Filter. In the Specify Filter dialog box, select
16, Previewing and Printing
Reports and Chapter 19, sbmt_status to filter the report using submittal status. InfoMaker uses
Filtering, Sorting, and functions to create filter statements. Type “=” for “equals,” then type the
Grouping Rows in the value you want the filter to select in quotation marks, for example,
InfoMaker User’s Guide.
“NEW.” The case must match exactly for the filter to find the correct
Click Verify to ensure that the filter expression is correct, then click OK to
save the filter with the report.
You can use this method to filter the Submittals Report by ball-in-court
(BIC), required start date, or required finish date.
You can use functions to create a variable value for the filter expression;
for example, filtering with the sbmt_required_finish field and selecting
Today() from the Functions list creates a filter that selects only submittals
with a required finish date matching the computer’s current date.
Prompt for criteria when you run a report You can configure a
report to inform InfoMaker which data you require when you run the
report. Selection criteria are similar to filters, but selection criteria limit
the rows that are retrieved from the database, while filters limit the display
of rows in the report to a subset of the rows already retrieved.
Choose Rows, Prompt for Criteria, to open the Prompt for Criteria dialog
box. Select the column you want to use for criteria, then click OK. You
can select more than one field on which to prompt for criteria. InfoMaker
displays only records that match all criteria.
Customizing Primavera Reports using InfoMaker 13
If you want to use multiple
criteria, select a column,
then press Ctrl and select
When you preview the report, InfoMaker displays the Specify Retrieval
Arguments dialog box and then the Specify Retrieval Criteria dialog box.
You must specify a criteria for each field to successfully generate the
report. You can specify more than one criteria for each field. InfoMaker
displays records that match any criteria.
The following report used Prompt for Criteria to retrieve submittal
packages in which the BIC was DESIGN or MECH:
14 Part 6: Working with Primavera Reports and Forms
Formatting Elements in a Report
The instructions in this section use the Submittal Log Report (r_sb_01) in
R_SUBMTL.PBL. You can format this report using the following
■ Changing orientation
■ Modifying text
■ Removing, aligning, and spacing columns
■ Changing fonts and point size
■ Adding shading for emphasis
■ Sizing objects equally
Landscape vs. portrait The Submittal Log Report was created in
portrait orientation, but you can print it in landscape orientation.
To change the orientation, first make sure no objects on the report are
selected, then click the Properties button in the Design toolbar to open the
Report Object dialog box. Click the Print Specifications tab, then select
Landscape in the Orientation field. Click OK.
Edit text blocks You can edit existing text, such as headings, on any
portion of a report. Click Rcvd. in the Header band, then click the
Properties button in the Design toolbar. Click the General tab, then type
Received in the Text field. Click OK to save the text change.
Customizing Primavera Reports using InfoMaker 15
For details on adding text Remove columns You can remove unwanted columns from Primavera
blocks and columns, see reports without removing the required database table links. Press Ctrl and
Creating Custom Reports and
Forms with InfoMaker. select both the field and its column heading, then press Delete. For
example, to delete the Ball In Court field, press Ctrl and select the BIC text
box in the Header band and the sbmt_ball_in_court field in the Detail
band, then press Delete.
Space and align columns After replacing the Rcvd heading with
Received, this column no longer lines up properly with the Latest Dates
column. To align and space columns equally, press Ctrl and select the
Latest Dates column heading first, then the Received On column heading.
Choose Edit, Align Objects, then click the Align Left Edges to First
Selected button (InfoMaker displays the description of each button in the
status bar). This procedure aligns the Received On heading and the Latest
Dates column along their left edges.
Change fonts and point size To change font and point size for the
entire report, choose Edit, Select, Select All. Select Times New Roman in
the Font field and 8 in the Point Size field. Click anywhere in the report to
save the changes.
All items in the report change to 8-point, Times New Roman font. If
necessary, realign the column headings with their data fields.
Add shading for emphasis You can add a shaded bar behind infor-
mation in a report, such as a group header, to make it stand out. To add
shading to an object, you must first change its properties.
Select the sbmt_package_number field in the Header Group band, then
click the Properties button in the Design toolbar to open the Column
Object dialog box so you can specify properties for the column. Click the
Font tab. In the Text Color field, select White. This makes the text white so
that it stands out against the shaded background. In the Background field,
select Black. This makes the background of the text box black.
16 Part 6: Working with Primavera Reports and Forms
Set other text
attributes for the
displays a sample
of the formatted
For details on adding objects, Size objects equally You can size objects equally by using the Layout
see Creating Custom Reports drop-down toolbar. First, select the object that is the correct size. Press
and Forms with InfoMaker.
Ctrl and select the black line at the bottom of the Header band and the
sbmt_package_number field in the Header Group band. Click the Layout
drop-down toolbar in the Design toolbar, then click the Size W button to
make the sbmt_package_number field the same size as the line. This
makes the field cover the width of the report so that groups are empha-
Customizing Primavera Reports using InfoMaker 17
The instructions in this section use the Submittal Log Report (r_sb_01) in
When you finish changing the Primavera report, choose File, Save As, to
save your report using another name. Primavera Systems Inc. recommends
using a different name for your tailored reports so that you retain the
original Primavera report if you need to revert back to it later.
To preview your changes from InfoMaker, click the Preview button in the
InfoMaker prompts you for retrieval arguments. Most Primavera reports
require you to enter the project name and Company Directory for the
report. If you use project contacts, enter the project name for the
vendor_type retrieval argument. If you use group contacts, enter $GROUP
for the vendor_type retrieval argument.
Enter the project name as the
project_name retrieval argument.
Enter the Company Directory
you are using as the
vendor_type retrieval argument.
InfoMaker prompts you for selection criteria. Selection criteria restrict the
information that InfoMaker includes in the report. Refer to the instructions
provided earlier in this chapter.
18 Part 6: Working with Primavera Reports and Forms
If you modify the report using the steps outlined in this chapter, your
Submittal Log Report looks like the following example:
Troubleshooting report preview If you receive an error message
when you try to preview a report from InfoMaker, you may not be
connected to the correct database.
For details on creating Click OK, and InfoMaker displays the report without any information.
database profiles in Close the Preview window and return to your report. Click the DB Prof
InfoMaker, see the technical
bulletin, Profile.PDF. button in the InfoMaker PowerBar to select the correct database profile for
your report. Select the name of your project group in the Database Profiles
dialog box, then click OK. Expwin is the default database group for new
installations of Primavera. If you create other project groups for
Primavera, you need to create database profiles for them in InfoMaker.
After you select the correct database profile for InfoMaker to use, click the
Preview button in the Design toolbar again.
Customizing Primavera Reports using InfoMaker 19
Running a Report Series and Multiproject Reports
You can generate standard and custom reports in a series by creating
executable files in InfoMaker. You may want to use this option to group
reports that are run every week or every month or to enable reporting for
multiple projects in the same project group.
To create an executable application, first determine which reports or forms
you want to include in the executable. Cost Worksheet Reports are used in
the examples in this section.
Create an executable Start InfoMaker and select the environment
(.PBL) that contains the reports you want to use in your executable. For
Cost Worksheet Reports, select R_COST_PBL. Press and hold the Ctrl
key and select the reports to include in your executable. Select any three
(or more) reports relating to budgeted costs. Choose Entry, Create
In the Create Executable Wizard, enter a title and filename for the
executable, or click Browse to select an existing filename. Click Browse in
the Executable Icon field to select an icon for your executable.
A preview of the selected icon
Click Finish to use the default entries.
20 Part 6: Working with Primavera Reports and Forms
When an executable is created and saved, a corresponding
.INI file is also created and saved in the same folder. This file
is given the same name as the executable, but it has an .INI
extension (for example, BUDGET.EXE and BUDGET.INI).
Both files are required for proper execution.
Run the executable Run the executable you created in the previous
steps by clicking Start on the Windows desktop and then choosing Run.
Click Browse and select the executable file.
In the Run dialog box, click OK to open the executable application. Click
the Reports button in the toolbar and select one of the reports you included
in your executable. Click OK.
Customizing Primavera Reports using InfoMaker 21
For details on retrieval In the Specify Retrieval Arguments dialog box, enter the retrieval
arguments, see Adding arguments that all the reports, by default, have associated with them.
Retrieval Arguments to a
Report in the next chapter.
This example uses the DEMO project, so enter DEMO for both the
project_name and vendor_type, then click OK. This produces a preview of
To print the report, choose
22 Part 6: Working with Primavera Reports and Forms
You can use the Filter, Save your report in a different file format You can establish an
Retrieve, and Sort export file from the executable application. Open the report, then choose
commands from the Rows File, Save Rows As, to create the export file from the report data shown. In
menu in the executable the Save As Type field, select the appropriate extension for the file type
application just as you compatible with the application to which you are exporting the data. For
would in a regular report.
example, to import the report data into Microsoft Excel, save the report
with an .XLS extension.
Use these instructions to Execute a multiproject report Multiproject reporting combines data
create additional multi- from multiple projects into one report. The first steps in executing a multi-
project reports. Standard project report are to determine the report(s) you want to run, modify them,
multiproject reports have then create an executable that contains the modified reports. Since the
an m_ prefix to distinguish existing reports are designed to select data from one project and either
them from single project
group or project contacts, you need to change the retrieval arguments to
match your multiproject reporting needs. In addition to changing the
retrieval arguments, you may want to adjust your filter and sort criteria to
accommodate data from the other projects you include.
In InfoMaker, select the report you want to execute using data from
multiple projects. For example, select r_cw_03 from the R_COST_PBL
environment. Choose File, Save As, and give the report a different name,
for example, m_cw_03. If you want to select specific projects for your
report, rather than all projects in the group, click the SQL Data button in
the Design window toolbar. In the PROJ table in the SQL Select window,
select the Project Name field.
Customizing Primavera Reports using InfoMaker 23
This field is selected by default.
Click the SQL Select button to return to the Design window, then scroll
the window to the right and delete the Project Name field you just added.
Select this field, then press Delete.
Choose Rows, Prompt for Criteria. Select Project Name, then click OK.
InfoMaker automatically prompts you for the project name when you run
24 Part 6: Working with Primavera Reports and Forms
If the report you select does not contain any information from the Contact
table (VNMT and/or VNDT), click the SQL Data button in the Design
window toolbar, then right-click the Contact table (VNMT and/or VNDT);
From the SQL Select window, remove the vendor_type retrieval argument
from the report. Choose Design, Retrieval Arguments. Delete both lines,
then click OK.
Select each line,
then click Delete.
In the Where tab at the bottom of the window, right-click each line, then
choose Clear. You can now run this report and print data from all projects
in the group, or you can select specific projects if you selected the Project
Name field in the PROJ table in the SQL Select window.
Perform these steps for each project you want to include in the executable
created for multiproject reporting.