Get started creating report layouts
Business Central includes many built-in layouts that you can use on your reports. Other layouts might be added as part of extensions. In addition, you can create your own report layouts, either from scratch or based on an existing layout.
Note
You can also use report layouts to add content to email messages. Report layouts can help save time and ensure consistency by reusing the same content when you communicate with your customers. Only custom report layouts of the Word type can be used with email. You can't use layouts of the RDLC with email. Learn more in Set up reusable email texts and layouts.
Overview of report layouts
It can be helpful to think of a report layout as a file that is imported and assigned to a report. You manage all layouts in Business Central in basically the same way, regardless of the layout type. Usually, you work from the Report Layouts page. The layouts differ mainly in the way that you design them. Each layout is designed by using the software that the layout is built on, such Word, Excel, or SQL Server Report Builder.
The process of setting up a layout for a report involves three or four basic tasks.
- Choose the layout type.
- Export a copy of an existing layout so that you can use it as a starting point.
- Make changes to the layout file in the appropriate application.
- Add the new layout file to the report.
Important
You can modify or replace only user-defined layouts. You can't modify or replace extension layouts, which are layouts that originate from an extension. On the Report Layouts page, you can tell whether a layout is a user-defined layout or an extension layout by looking in the Extension column. For an extension layout, the Extension column shows information about the source extension. For a user-defined layout, the Extension column is blank.
Learn more about the difference between extension layouts and user-defined layouts in Layout sources.
Get started
Depending on your situation, the actual tasks vary. Use the following table to get started.
| What do you want to do? | Learn more |
|---|---|
| Figure out the best layout type to use for my situation. | Decide what type of layout you want |
| Create a new layout for a report, either from scratch or based on a copy of an existing layout. | Create a new layout |
| Make changes to the layout that a report uses. | Modify a layout |
| Replace the current layout file that a report uses with a new version of the layout file. | Replace a layout |
| Change the current layout that a report uses to another layout. | Setting the Layout Used by a Report |
| Change the name and description of a layout. | Rename a layout |
Decide what type of layout you want
The first task when you create a layout is to decide which layout type you want. You can choose among the Word, Excel, and RDLC layout types. Your choice depends on how you want the generated report to look. It also depends on your knowledge of the software that is used to create the layout, such as Word, Excel, and SQL Server Report Builder.
- Excel layouts are generally the easiest to create and modify because the features for summarizing data, adding graphics, and styling are common Excel features.
- Not all reports have a dataset that is optimized for use with an Excel layout. For example, aggregations and complex calculations work best with RDLC or Word layouts. The same is true for documents.
- If you're making only style changes, such as changes to the font type, size, and colors, a Word layout is a good choice.
- The capabilities for adding and rearranging data fields are more advanced in Word and RDLC layouts than in Excel layouts.
- Word and RDLC layouts are a good choice for reports that will eventually be printed.
- The general design concepts for Word and RDLC layouts are similar. However, each type has specific design features that affect how the generated report looks in Business Central. Therefore, the same report might look different, depending on whether a Word layout or an RDLC layout is used.
Create a new layout
There are different methods for creating a new layout. The easiest methods involve using a copy of an existing layout. For these methods, you can either save the existing layout directly as a copy, or export it and then import it into a new layout. Another, more advanced method is to create a layout from scratch by using a blank layout.
By copying an existing layout, you can quickly create a new layout that is identical to it. You can then make modifications by exporting the new layout.
Choose the
icon, enter Report Layouts, and then choose the related link.The Report Layouts page appears and lists all the layouts currently available for all reports.
Select the layout that you want to copy for the new layout, and then select the Edit Info action.
If you select an extension layout, you're asked whether you want to edit a copy of it. Select Yes.
Tip
To find the layout that you want, use the search field, the filter pane, and column sorting.
In the Layout Name field, enter a new name.
Set the Save Changes to Copy option to On.
Select OK.
The new layout appears on the Report Layouts page.
Modify a layout
Follow these steps to modify an existing user-defined layout.
Choose the
icon, enter Report Layouts, and then choose the related link.The Report Layouts page appears and lists all the layouts currently available for all reports.
Select the layout that you want to modify, and then select the Export Layout action.
The layout file is downloaded to your device.
Tip
To find the layout that you want, use the search field, the filter pane, and column sorting.
Open the layout file in the appropriate application, such as Word (for a .docx file) or Excel (for an .xlsx file).
Learn more:
Make the required changes to the file, and then save it.
On the Report Layouts page, select the existing layout, and then select the Replace Layout action.
Select OK and then Choose to open File Explorer on your device.
Find and select the Excel file, and then select Open.
The selected file is uploaded to the layout, and you're returned to the Report Layouts page.
To view how the report looks with the new layout, select the layout in the list, and then select Run Report.
Replace a layout
Follow these steps to replace the existing user-defined layout file with a new file.
Choose the
icon, enter Report Layouts, and then choose the related link.The Report Layouts page appears and lists all the layouts currently available for all reports.
Select the existing layout, and then select the Replace Layout action.
Select OK and then Choose to open File Explorer on your device.
Find and select the Excel file, and then select Open.
The selected file is uploaded to the layout, and you're returned to the Report Layouts page.
To view how the report looks with the new layout, select the layout in the list, and then select Run Report.
Rename a layout
Follow these steps if you want to change the name and description of a user-defined layout.
Choose the
icon, enter Report Layouts, and then choose the related link.The Report Layouts page appears and lists all the layouts currently available for all reports.
Select the layout that you want to rename, and then select the Edit Info action.
Tip
To find the layout that you want, use the search field, the filter pane, and column sorting.
In the Layout Name, enter a new name.
Select OK.
Related information
Report and document layouts overview
Work with Word Layouts
Working with Microsoft Excel layouts
Run and print reports in Business Central
Work with Business Central