---
title: "Template Designer"
canonical: "https://support.soutron.net/space/HG/3278715/Template%20Designer"
format: markdown
---
The purpose of the Template screen is to design the layout of the report, the content and the format. It is the same for both [Report Defaults](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279194) and [Report Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279215).

> ℹ️ Note that you do not need to define anything in this section if your report is for CSV format only


---

The page displays as follows:

![image](media://98711ce2-9725-4eab-b6e2-5cd47889d688)

The following sections need to be defined:

- Localisation, OPAC and Application Mode selectio[n](#Localisation,_OPAC_and_Application_Mode_selection)
- Content Type and Record Type selection
- Group macro selection and layout
- Field selection and formatting
- Report Footer formatting

# Localisation, OPAC and Application Mode selection

![image](media://a39eeaad-70da-433c-9bbc-4dab94fd2ff7)

Select from the drop-down lists which Language, OPAC and <span style="color: #000000">[Application Mode](#)</span> this default or report is to apply to.


---

# Content Type and Record Type selection

The report can be used for all Content and Record types, or specific ones.

![image](media://b4bfe6f7-0061-4197-8074-8dba13b62d09)


To define a template for all Content and Record types, click **Create new template.**

To define templates for specific Content and Record types:

1. select the ones you want from the drop-down lists
2. click **Create new template**

Your selections are then displayed underneath the drop-down lists:

![image](media://c7e80c3d-6f4b-460a-a867-52231746979d)

> ⚠️ If the Record Type you are exporting has not been defined separately in the report, it will use the template for All Content Types and All Record Types.


Optionally, tick the check box for "Use original field value formatting for all templates" - this applies specifically to [Rich Text fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279638).

Select the template you want to work with by clicking on it: the selected one will turn green.

The remaining sections of the template designer then appear.


---

# Group Macro selection and layout

This is only used if the report is to contain a [Group Level Sort](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279211) and so can be ignored if there is no requirement for this.

The Group Macro inserts a header for the field being sorted by. For example, if the report is sorted by Subject Heading, a header appears for each subject, with all the records containing an entry for that subject listed underneath:

> **Subject Heading 1**
> 
> > Macro (legacy-content)
> 
> **Subject Heading 2**
> 
> > Macro (legacy-content)

To insert a Group Macro:

- click **Insert Group Macro**
- then optionally specify the font etc.

![image](media://407850a4-76f2-4bdd-9c2d-0dfe5fb774f5)


> ✅ If you are sorting by a field that will typically only have unique entries, such as Title, you can hide the Group Macro by making it 8pt font and white - it has to be there or the records will not sort.


---

# Field selection and formatting

This section is used to specify the fields that are to appear in the report and their formatting, using the [Rich Text Editor](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623) and macros specific to report maintenance. Specific control can be exercised over field descriptors as well as field content.

![image](media://33e43f10-5a45-4da8-bdc9-f0f4bb961aae)


The following types of information can be placed in the report:

- Content and Record Types
- Field
- Field Label
- Fixed text and punctuation in a field
- Fixed text and punctuation in a record
- Adding a link to the full record
- Copy information
- Using tables

### Adding a Content or Record Type

To add the Content or Record Type to the report:

1. Click into the place in the report where you want the Content or Record Type
2. From the Prefix drop-down, select Content Type or Record Type
3. Click the Insert button

The information appears in the report in the format:

> [RecordType]

You can add punctuation or text to this by placing it outside the square brackets, for example:

> ([RecordType])
> 
> (Book)

### Adding a field

To add a field to the report:

1. Click into the place in the report where you want the field
2. Select the field from the drop-down list
3. Click the Insert button next to it

The field appears in the report in the format:

> [Authors]

Fields without labels only appear if they contain data.

### Adding a field label

You can add a label before a field. To add a label:

1. Click into the place in the report where you want the label
2. From the Prefix drop-down, select Field Caption
3. From the Prefix Condition drop-down list, select either:
  1. Field Value Exists - the label appears ONLY if there is data in the field
  2. Always - the label appears whether there is data in the field or not
4. From the Field list, select the field to which the label applies
5. Click the Insert button next to it

The label and field appear in the format:

> [FieldDisplayName?:Authors][Authors]

The different elements of this mean:

![image](media://8636ac60-4a19-4ccf-8fa0-b81a9456bb1b)

This would display as:

> Frequency: Monthly

There is no need to put spaces between the different fields and their labels, as a space is added when the report is formatted.

### Adding punctuation or text to a field

You can add punctuation or text before or after a field. To add this:

1. Click into the place in the report where you want the punctuation or text
2. From the Prefix drop-down, select Field Caption
3. From the Prefix Condition drop-down list, select either:
  1. Field Value Exists - the label appears ONLY if there is data in the field
  2. Always - the label appears whether there is data in the field or not
4. Replace the "FieldDisplayName" with your chosen punctuation or text

For example, this would add start and end brackets round the Series field:

> [(?:Series][Series][)?:Series]
> 
> (Land Ranger Maps)

This adds different text to the field:

> [This item is located at ?:Shelf Reference][ShelfReference]
> 
> This item is located at 681.3 TA

### Adding punctuation or text to the record

You can also add punctuation or text to the record, such as a line underneath the record to separate it from the next one. This will put the same text or punctuation into every record.

To add this:

1. Click the cursor where you want to place the text
2. Enter the text or punctuation that you want to appear

### Adding a link to the full record

There is a macro available to add a clickable link to the full record:

1. Place the cursor where you want the link to be
2. Click on the **Insert View Record Macro** button

This information displays as follows:

![image](media://f4b2d35b-449a-4c6f-bd01-562d33e4faec)

### Adding copy information

There is a macro available to add copy information to records:

1. Place the cursor where you want the copy information to be
2. Click on the **Insert Copies Macro** button

This information displays as follows:

![image](media://c6cc9abd-b334-49aa-9714-2923096369a6)

### Using tables

Sometimes it is useful to lay the fields out as a table, particularly if you want the field labels down the side in one column, and the data in the next. To create a table:

1. Click on the icon on the top tool bar:
  Click Insert Table
2. On the pop-up screen, select the number of rows and columns, and any other properties
  
3. When you have finished, click **OK**
4. You can add new rows and columns afterwards if needed

 You can then place the field labels and fields into the table cells as described above.

### Points to note when using tables

- when you insert a field or field label, a space is inserted in front of it, which may make some of the entries not line up properly. If this is an issue, the spaces can be deleted, by clicking into them and pressing the Delete key.
- creating and manipulating tables cannot be done in Internet Explorer - you will need to use Firefox or Chrome instead
- you can select multiple fields and labels to specify their font, but for bold, italic and underline you need to select them individually


---

# Report Footer formatting

Enter into here text that you wish to appear at the bottom of each page.

There are two macros available: Page Number and Page Count. For example:

> Page [PageNumber] of [PagesCount]
> 
> displays as: Page 1 of 8

For example:

![image](media://c272cde6-71c7-4f09-be81-27e63ce33c72)

> ✅ Note that the date of the report can be added at the time the report is [run](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278271).


> Macro (panel)
> 
> #### Export Administration[ - Sample report layouts](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279395)