Purpose Statement

The PDF Settings feature allows users to configure how an Ad-Hoc Report appears when exported as a PDF.

PDF Settings control whether the report description and criteria are included, where criteria display, page orientation, font size, and whether each top-level report grouping begins on a new page. These settings help users create PDF exports that are easier to read, share, print, and use for presentations, compliance reviews, or scheduled report delivery.

Background Information

PDF Settings are configured from the Settings tab in Ad-Hoc Reporting.

The PDF Settings options are located in a dedicated section that is collapsed by default. This keeps the Settings tab organized and prevents PDF-specific formatting options from taking up space when they are not needed.

When expanded, the PDF Settings section opens a configuration modal where users can adjust the PDF output. These settings affect the exported PDF only. They do not change how the report appears on screen.

For reports that contain grouping, users can enable a page break option that starts each top-level group on a new PDF page. Page breaks are based only on Grouping Level 1. Additional grouping levels do not control page breaks.

PDF Settings are useful when users need to:

• Prepare reports for leadership review.
• Export clean, presentation-style PDFs.
• Include report criteria for audit or compliance documentation.
• Adjust wide reports so more columns fit on the page.
• Improve readability for printed or shared reports.
• Separate top-level report groups onto individual pages.
• Configure PDFs used in scheduled report delivery.

Required Permissions

Users may need the following permissions to access and update PDF Settings:

• Reports Module access.
• Ad-Hoc Reports access.
• Permission to create or edit Ad-Hoc Reports.
• Permission to access report settings.

Permission names may vary based on agency configuration. If the Settings tab or PDF Settings options are not visible, contact a system administrator to verify the user’s Reports and Ad-Hoc Reporting permissions.

Video

Step-by-Step Guide
 

1. Open an Ad-Hoc Report and Navigate to Settings

1. Navigate to Reports > Ad-Hoc Reports.
2. Open an existing report or create a new report.
3. Continue through the report setup process until you reach the Settings tab.
   
   
    

2. Open PDF Settings

1. Locate the PDF Settings section.
2. Click PDF Settings to expand the section and open the PDF Settings modal.
   
   

The PDF Settings section is collapsed by default.

 

3. Configure Content Options

Choose whether to include supplemental report information in the PDF.

Available options include:

• Include Description
  
  
   
• Include Criteria
  
  
  
   

4. Configure Criteria Display, If Needed

When Include Criteria is selected, choose where the criteria should display in the PDF.

Available options include:

• Last page
• On every page
  
  
   

5. Configure Grouping Page Breaks, If Needed

When the report contains at least one grouping level, enable One grouping per page to start each Grouping Level 1 value on a new PDF page.

When enabled:

• A new page begins whenever the Grouping Level 1 value changes.
• The Level 1 group header appears at the top of the new page.
• Existing table or column headers continue to display according to the report’s standard PDF pagination behavior.
• Grouping Levels 2 and 3 do not create additional page breaks.

If one group contains enough rows to span multiple pages, the PDF continues normal pagination within that group. The setting does not restrict each group to a single page.



 

6. Select Document Orientation

Choose the PDF page orientation.

Available options include:

• Portrait
• Landscape
  
  
   

7. Select Font Size

Choose the body text font size for the PDF table and headers.

Available options include:

• Small
• Medium
• Large
  
  
   

8. Save the PDF Settings

1. Click Save to apply the selected PDF settings.
2. Click Cancel or the X button to close the modal without saving changes.
   
   

PDF Settings Configuration Options

Content Options

Content Options control whether the report description and criteria display in the exported PDF.

When Include Description is enabled, the report description entered during report setup appears in the PDF.

When Include Criteria is enabled, the Display Criteria options become available.

Display Criteria

The Display Criteria section only appears when Include Criteria is selected.

Use Last page for most reports to keep the main report pages cleaner.

Use On every page when each page needs to be self-documenting, such as for audits, compliance documentation, or reports where printed pages may be separated.

Grouping Page Breaks

The grouping page break option controls whether each top-level report group begins on a new PDF page.

This option is off by default and is available only when the report contains at least one grouping level.

The setting uses only Grouping Level 1 to determine page breaks. Grouping Levels 2 and 3 remain visible in the report but do not start new pages.

For example, if a report is grouped first by station and then by apparatus:

• Each station begins on a new page.
• Apparatus groupings within the station do not automatically begin on new pages.
• If a station’s data spans multiple pages, the PDF continues normal pagination until that station’s data is complete.

If grouping is removed from the report, the grouping page break option is disabled and the PDF returns to standard pagination.

Document Orientation

Document Orientation controls the layout direction of the exported PDF.

If a report has more than 8–10 columns, Landscape orientation may help prevent wrapping or cut-off columns.

Font Size

Font Size controls the body text size for table data and headers in the PDF.

Font size applies to table body text and column headers in the PDF.

Key Behaviors & Features

PDF Settings Are Collapsed by Default

The PDF Settings section is collapsed by default to keep the Settings tab organized.

PDF Settings Affect PDF Exports Only

These settings do not change the on-screen report display.

Display Criteria Is Conditional

Criteria placement options only appear when Include Criteria is enabled.

Grouping Page Breaks Are Conditional

The One grouping per page option is available only when the report contains at least one grouping level.

Only Grouping Level 1 Controls Page Breaks

Grouping Level 1 determines when a new PDF page begins. Grouping Levels 2 and 3 do not create page breaks.

Groups May Span Multiple Pages

The setting ensures that each Grouping Level 1 value starts on a new page. It does not require the entire group to fit on one page.

When a group contains more data than can fit on one page, normal PDF pagination continues within that group.

Group Headers Appear at the Start of Each Group

When a new Grouping Level 1 value begins, its group header and associated formatting appear at the top of the new page.

Existing Column Header Behavior Is Preserved

Table and column headers continue to display according to the report’s existing PDF pagination behavior.

Removing Grouping Disables the Setting

If grouping is removed from the report, the grouping page break option is disabled and standard PDF pagination is used.

Settings Save with the Report

Once saved, PDF Settings remain associated with the report and apply to future PDF exports.

PDF Settings Apply to Scheduled PDF Deliveries

If the report is delivered as a scheduled PDF, the saved PDF Settings apply to that delivery.

Cancel and X Do Not Save Changes

Clicking Cancel or the X closes the modal without saving changes.

Best Practices

• Use Medium font size for most reports.
• Use Small font size when the report contains many columns.
• Use Large font size for presentation-style reports or executive summaries.
• Use Landscape orientation for reports with more than 8–10 columns.
• Use Portrait orientation for standard reports with fewer columns.
• Include the report description when the PDF will be shared with users who may need additional context.
• Include criteria for audits, compliance documentation, or reports where filter documentation is important.
• Use Last page for criteria placement in most reports to keep data pages cleaner.
• Use On every page only when each page must show the report’s filter logic.
• Enable One grouping per page when top-level groups need to be reviewed, printed, or distributed separately.
• Place the most important organizational category in Grouping Level 1 when using grouping page breaks.
• Do not use lower grouping levels when determining how the PDF should be separated. Only Grouping Level 1 controls page breaks.
• Test the PDF export after changing grouping levels, orientation, font size, or page break settings.
• Review large groups carefully because a single group may continue across multiple pages.
• Test the PDF export before scheduling or sharing the report.

Troubleshooting & FAQs

Where do I find PDF Settings?

PDF Settings are located on the Settings tab. The section is collapsed by default, so click PDF Settings to expand the section and open the configuration modal.

Why don’t I see the Display Criteria section?

The Display Criteria section only appears when Include Criteria is selected.

Why don’t I see the One grouping per page option?

The option is available only when the report contains at least one grouping level. Add a grouping to the report and confirm that a field is assigned to Grouping Level 1.

Which grouping level controls the page breaks?

Only Grouping Level 1 controls page breaks. Grouping Levels 2 and 3 do not start new pages.

Will every group fit on a single page?

Not necessarily. The setting starts each Grouping Level 1 value on a new page, but a group may continue across multiple pages when it contains more data than can fit on one page.

Why did a second-level group not start on a new page?

This is expected behavior. The grouping page break setting only applies to Grouping Level 1.

What happens if I remove grouping from the report?

The grouping page break option is disabled, and the PDF returns to standard pagination.

Will the group header appear on the new page?

Yes. When a Grouping Level 1 value changes, the new page begins with the appropriate group header and associated formatting.

Will column headers continue to display on each page?

Yes. Existing table and column header pagination behavior is preserved.

Why is my PDF cutting off columns?

Switch the document orientation to Landscape and consider reducing the font size to Small. If the report still has too many columns, remove unnecessary columns or create a separate report with fewer fields.

Will changing PDF Settings affect how my report looks on screen?

No. PDF Settings only affect the exported PDF file.

Do PDF Settings save with the report?

Yes. After clicking Save, the selected PDF Settings are saved with the report and apply to future PDF exports.

Do grouping page breaks apply to scheduled PDF deliveries?

Yes. Saved PDF Settings, including grouping-based page breaks, apply when the report is delivered as a scheduled PDF.

Can I use different PDF Settings for different scheduled deliveries of the same report?

No. PDF Settings are saved at the report level. Create a separate saved report when different PDF formatting is required.

Does font size affect the description and criteria text?

Font size applies to body text for tables and headers in the PDF.

What happens if I click Cancel or X after making changes?

The changes are discarded, and the previously saved PDF Settings remain unchanged.