You may have a need to list all of the animals that are on the fairgrounds. The Animals tab downloads are useful, but they show all animals, and whether they are used in an entry, but can't be filtered by whether or not the animal checked in.
Custom reports are based on entries (not the animals), so you have to keep that in mind as you create a report for the animals that are attached to the entries.
On the Custom Reports tab, start with the Columns tab to build your report. Select the columns as shown below. Be sure to Save Columns when you have selected the fields.
- Exhibitor Number is included in the chance that you have two exhibitors with the same name. Without the Exhibitor Number field, only one of the two would show up on the report.
- The three identifier fields--Tag, Tattoo, and Animal Name--are listed because every animal has at least one of those fields filled in. If you want to create this specific to one species, you can use just the identifier for that species.
- Check-in Weight can be omitted if you don't need that information.
- Animal Type Name is used as a visual identifier on the report as far as what kind of animals are included in the report. For instance, if you select the Beef department from the hierarchy for the report, you will see whether the animal listed is the Breeding Beef animal type or the Market Beef animal type. This field may not be necessary on a report for the Horse department, where only one animal type is used.
Click the Change button in the gray box above the Available Columns to select the portion of the hierarchy for which you would like the animal list. If you select the Fair level, all animals on all entries at the fair will print on one report. If you select the Beef Department level (for example), all animals on entries in that department will appear on the report.
After you use the Select button, you will go back to the Columns tab, and will need to click the Save Columns button again.
On the Filters tab, set your filters as shown below.
- Will Show = True limits the entries listed to those that have been checked in.
- Division Type ID LIKE Animal limits the entries within the department to those that have an animal attached to them (eliminates entries in Showmanship divisions/classes, as those are Event Division Types). Be sure to spell Animal just as shown, with a capital A.
- Be sure to select Match ALL where shown on the screen below. Click Save Filters when done.
On the Sorting tab, set your report to sort as you need. If you choose to Download Excel, you can use Excel to sort, so the Sorting tab may not be as necessary as the others. Click Save Sorting when you have set your sort order.
Download PDF or Download Excel at this point. Normally it's good to view the PDF first, make sure it looks the way you expect, then Download Excel when you know it's good to go. In Excel, you can sort, edit, and lengthen columns so the info doesn't wrap as shown below.
To print the list for a different department, go back to the Columns tab, and click the Change button in the gray box to select the next department.
Tip: List of Exhibitors with Animals
If what you really need is the names of the exhibitors who brought animals to the fair (not the animals themselves), you can get that with this report, and a little editing in Excel:
- Set the Hierarchy selection to Fair if you want all animal exhibitors, or to Beef (for example) if you only want exhibitors with beef animals.
- You can remove the animal identifier fields from the report (tag, tattoo, name, check-in weight).
- Leave filters as shown above.
- Sort by Exhibitor Name.
- Download to Excel.
- Use the Excel function Remove Duplicates (found under the Data menu) to remove rows with duplicates in the Exhibitor Number column.
- Sub-Hint: If you don't want the Dogs listed (for example), sort the report by Animal Type Name, and delete the rows that contain the animals you don't need; then sort by Exh Name and Remove Duplicates.