Crystal Reports Beginner Intermediate

Crystal Reports Beginner � Intermediate

Rev. January 2013 1

Table of Contents Learning the Basics – Creating a Simple Report ..................................................4 Selecting a Report Type ............................................................................................ 4 Saving a Database to Favorites – Versions 8.5/9/10/11/12/14............................................. 7 Reporting Sections................................................................................................... 8 Using the Field Explorer ............................................................................................ 9 Conditioning your reports for design............................................................................10 Selecting or Removing a Database Table.......................................................................12 Working with the Data .............................................................................................14 Inserting Data........................................................................................................14 Adding additional fields............................................................................................15 Selecting Fields (objects)..........................................................................................15 Deleting fields (objects) ...........................................................................................15 Resizing fields (objects) ...........................................................................................15 Previewing the Report .............................................................................................15

Setting up the Report Defaults ..................................................................... 16 Print Setup (Page Orientation, Paper Size) ....................................................................16 Options (Default Options for all Reports) ......................................................................17

Formatting Objects ................................................................................... 19 Using Toolbar - Left Justify/Centering/Right Justify........................................................19 Format Field (Object)..............................................................................................20

Borders ..........................................................................................................20 Fonts.............................................................................................................20 Numeric Formats..............................................................................................21

Combining Multiple Objects into one Object..................................................................22 Aligning Lefts/Centers/Rights/To Grid .........................................................................23 Size Same Width/Height/Size ....................................................................................23 Moving/Sizing Sections (Detail/Page Header).................................................................24

File Save Data with Report.......................................................................... 26 Drawing a Line.......................................................................................................27 To edit a Line on a report.........................................................................................27 Drawing a Box........................................................................................................27 To edit a Box on a report..........................................................................................27 Insert a Picture (Logo) .............................................................................................27

Sorting Records ........................................................................................ 28 Report Exercise 1.A.................................................................................................29

Selecting Records ..................................................................................... 30 Select Expert.........................................................................................................30 Choosing a Field.....................................................................................................30 Deleting a Field......................................................................................................32 Browsing a Field.....................................................................................................32

Highlighting Expert ................................................................................... 33 Making information stand out ....................................................................................33 Report Exercise1.B..................................................................................................34

Grouping Information ................................................................................ 35 Drill Down Style Reports...........................................................................................35 Inserting a Group....................................................................................................36 Changing a Group ...................................................................................................37 Deleting a Group ....................................................................................................38 Report Exercise 1.C.................................................................................................39 Report Exercise 1.D.................................................................................................40 Inserting a Section ..................................................................................................41

Report Totaling ........................................................................................ 42


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Insert Summary Totals (Sum, Count, Averaging, Weighted Average, Percents) .......................42 Report Exercise 1.E.................................................................................................44 Report Exercise 1.F.................................................................................................45

Formulas ................................................................................................ 46 Creating a Formula .................................................................................................46 Using the Formula Editor ..........................................................................................46 Editing (changing) a Formula .....................................................................................48 Deleting a Formula..................................................................................................49 Renaming a Formula................................................................................................49 Finding a Formula (Version 12/14) ..............................................................................50 Report Exercise 1.G. ...............................................................................................50 Report Exercise 1.G. ...............................................................................................51 Report Exercise 1.H. ...............................................................................................52

Parameters ............................................................................................. 53 Step 1 - Working with Parameters to filter data .............................................................53 Creating a Parameter field........................................................................................53 Working with Parameter options - Versions 8.5/9/10.......................................................54 Creating a Static Parameter Date Range.......................................................................54 Creating a Static Parameter – With Drop Down Data ........................................................55 Working with Parameter options – Version 11/12/14........................................................58 Creating a Static Parameter Date Range.......................................................................58 Creating a Dynamic Parameter – With Drop Down Data.....................................................59 Step 2 – Working with Parameters to filter data .............................................................61 Changing a Parameter field.......................................................................................66 Deleting a Parameter field........................................................................................66 Renaming a Parameter field......................................................................................67 Reordering Parameter fields......................................................................................67 Report Exercise 1.I..................................................................................................68

Intermediate Formulas............................................................................... 70 Report Exercise 1.J. ................................................................................................70 Report Exercise1.K..................................................................................................75 Challenge Exercise..................................................................................................76

APPENDIX A............................................................................................. 77 Crystal Reports Free Knowledgebase ...........................................................................77

INDEX .................................................................................................... 78


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Learning the Basics – Creating a Simple Report

Selecting a Report Type

1. Select File/New from the Menu. 2. Select “Blank Report”.

The Crystal Reports Gallery/option appears.

3. The Database dialog box appears.

Version 8.5

Version 8.5/9/10 Version 11/12/14

Version 9/10/11/12/14

4. Expand the ODBC folder (click on + sign next to folder)

4.a. Expand the Create New Connection folder and click on + sign next to folder 4.b. Locate the ODBC (RDO) folder and click on the + sign to expand the folder


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5.a. Locate the Xtreme Sample Database and click on the + sign to expand the folder 5.b. Select the Customer table and click on the Add button (or double click your mouse). A green checkmark will appear when selected.

Version 8.5 Version 9/10/11/12/14

5.a. Locate the Xtreme Sample Database version you are working with and highlight it. 5.b. Click on the Finish button.

5.c. Expand the Tables (click on the + sign). 5.d. Click on the Customer table. 5.e. Use the > button to move the customer table under the Selected Tables (or double click on the Customer table)

5.c. Click on the Close button.

5.f. Click on the OK button.


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Note that versions of this Xtreme database are located in the following folders:

Version 8.5 located in folder: C:\Program Files\ Seagate Software\Crystal Reports\Samples\En\Databases\Xtreme.mdb

Version 9 located in folder:

C:\Program Files\Crystal Decisions\Crystal Reports 9\Samples\En\Databases\Xtreme.mdb


C:\Program Files\Crystal Decisions\Crystal Reports 10\Samples\En\Databases\Xtreme.mdb


C:\Program Files\Business Objects\Crystal Reports 11\Samples\En\Databases Xtreme.mdb

Version 12/14 – Must download a copy.


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Saving a Database to Favorites – Versions 8.5/9/10/11/12/14

This folder shows a list of data sources you commonly use and have maintained in your Favorites list.

1. Highlight the database name, then right-click on the database name. 2. Select Add to Favorites as shown below:

NOTE: Favorites not available for version 2008/2011. You will find all your connection information under the “My Connections” at the top of the Available Data Sources list.



Rev. January 2013 8

Reporting Sections

The Design tab is divided into five sections:

• Report Header Section o Cover Page o Prints on First Page Only

• Page Header Section o Prints at the top of every page o Commonly used for Report Title, Page number and Print Date o Field Headings (Titles)

• Details Section o Repeats each unique record (Fields, formulas, etc.)

• Report Footer Section o Prints on last page only after the last detail section o Used as a placeholder for summary totals, counts, averages, etc.

• Page Footer Section o Prints at the bottom of each page o Commonly used for printing disclaimers, copyright notices, etc.


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Using the Field Explorer

The field explorer dialog is the most used when designing a Crystal Reports. Some of the common uses are:

• Access to Database Fields – used to see type of fields and used for dragging and dropping onto report design.

• Access to Formula Fields – Add, delete, rename and edit formulas. • Access to Parameters - Add, delete, rename and edit parameters. • Access to Running Totals - Add, delete, rename and edit running totals. • Access to Special Fields – used for Print Date and Page numbering.

Get acquainted with the icon and where to access it since you will need to close during your designing stages.

Menu option – Insert/Field Object

Icon- Located underneath the Window menu option.

Icon- Located next to or underneath the Help menu option.

Menu option – View/Field Explorer

Version 8.5

Version 9/10/11/12/14


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Conditioning your reports for design

Suppress the Report Header – this will turn off the Report Header section in order too keep Page Header consistency as you print your report.

3. Position your cursor on top of the Report Header section in the gray area (left of the

design screen as shown below) and right click your mouse button.

4. The Report Header should be highlighted. 5. Select Suppress (No Drill-down) 6. Your report header section should be suppressed as shown below.

Increase the Page Header section – this will allow you to provide adequate spacing for the Page Header layout.

7. Position your cursor on top of the bottom Page Header section bar so your cursor changes

to the position up or down (similar to the image below):



8. Hold your left mouse button and adjust down until the column ruler shows above one inch,

similar to the example below:

Your report is now conditioned for designing.

One Inch ruler



Selecting or Removing a Database Table

Select the menu option Database and select:

Version 8.5

• If missing table(s) - select Add Database to Report. This will allow you to select a table.

• If you need to remove a table from the field explorer, then select Remove from report

Version 9/10/11/12/14

• Select Database menu • Select Database Expert



Field Explorer – Accessing the database fields

9. Expand the Database Fields node in the Field Explorer dialog box and expand the Customer Table.

10. Click the Customer ID field.



Working with the Data

• Right-click on Customer ID field.

Field Explorer Properties for Versions 8.5/9/10/11/12/14

� Insert into Report – drag the cursor to the location you want to place the object. � Browse Data – Show actual data of this field (this is limited to the first 500

records). � Show Field Type - This will toggle the type of field.

Field Explorer Properties for Versions 12/14

� Find in Formulas – locate where all fields/formulas/parameters or SQL Expressions are being used in formulas.

Inserting Data

11. Click the Customer Id field and drag it into the Details section of the report. Position it similar to the example below:



Adding additional fields

12. Highlight the Customer Name field in the Field Explorer dialog box and drag it beside the

Customer Id. 13. Double Click the Region in the Field Explorer dialog box and move the cursor beside the

Customer Name. 14. Highlight the City field in the field explorer. Hold down the CTRL key and highlight the

Country field. Drag the Country field to beside the Region Field.

Note: Shift can select contiguous fields in the Field Explorer.

Selecting Fields (objects)

15. Position the cursor inside the object frame and click once. The handles appear, indicating

the object is selected. 16. Move the cursor away from the object frame and click in an empty part of the window. The

handles disappear.

Deleting fields (objects)

17. Click the Country field in the Details section to select it. 18. Press the Delete key. 19. Click the City field in the Details section to select it. 20. Press and hold the CTRL key and click on the Region field. 21. Press the Delete key.

Resizing fields (objects)

22. Click the Customer Name field in the Details section to select it. 23. Press and hold the Ctrl key and click the field heading to select both objects. 24. Move the cursor over the resizing handle on the right edge of the fields until the cursor

turns into a Resizing cursor. 25. Resize the fields to the left until they are approximately two inches in length.

Previewing the Report

26. Select File/Print Preview from the Menu. The results should be similar to this:



Setting up the Report Defaults

Print Setup (Page Orientation, Paper Size)

You can print reports in Landscape or Portrait orientation, including various paper sizes.

• Select File/Printer Setup (Ver.8.5/9/10) or File/Page Setup (Ver.11) and the following screen should appear:

Version 8.5,9,10

Version 11

Setting Printer/Paper/Orientation

Select Menu Option File/Printer Setup Setting Margins

Select Menu Option File/Page Setup

Setting Printer/Paper/Orientation and Margins Select Menu Option File/Page Setup

Version 12/14

Note: Page Options allows large design screen via user defined selection commonly used when exporting to Excel



Options (Default Options for all Reports)

• Select File/Options and the following screen should appear:

Note: These are the recommend settings for all reports:

• Reporting Tab

o Show All Headers on Drill Down – Check (for Drill Down Style Reports). This will allow the report page header to show when using drill down reports.

o Save Data with Report – UnCheck – This allows you to save your report without the data shown in the preview screen being saved with the report. This causes the reports to be larger since it is saving the data with it.

o AutoSave Reports - Check – This option so that your reports will automatically be saved in the event you should loose power.

• Fonts Tab

o Set the applicable fonts you want the report to default to.



This allows the report designer/developer to use the Special Fields “Report Title” to show the title of the report after dragging it onto the report design screen.

• Select File/Summary Info and the following screen should appear: This is specific information regarding your report. The Comments and Title of this dialog are available in special fields, which will be discussed later.

1. Enter in the information above.

Adding a Report Title using the Special Field – Report Title Using the Summary Option

2. Click the Design tab. 3. In the Field Explorer, scroll down until you see Special Fields. 4. Expand Special Fields. 5. Select Report Title and drag in to the top left of the Page Header

(PH) 6. Click the Preview Tab 7. The Report Title should display “Customer Report”.

Using a text object

8. Select the Insert option on the menu 9. Select insert text object 10. Enter in the Report Title: Customer Report

Saving the Report

11. Select File/Save As - Customer Report.



Formatting Objects

Every item (object, field, formula, etc.) that is on the design/preview screen can be formatted. Using the formatting toolbar just above the design/preview screen, you can do quick formatting. The formatting toolbar is only available once you have selected an item on the design/preview screen.

Using Toolbar - Left Justify/Centering/Right Justify

1. Click the Design Tab. 2. Expand the Report Title field to where it’s centered above the report data. This should

be the entire width of the report.

3. Use the Formatting toolbar (shown above) by selecting the Center icon in order to Center the report.

4. Note the other Options you can perform when using the Formatting toolbar.

Additional Formatting options

5. Right click on the Report Title object. 6. The following dialog should be displayed:

Version 12/14 Properties Only

� Change to Barcode

� Select Expert Record

� Select Expert Group

� Select Expert

Saved Data



Format Field (Object)

7. Select Format field. 8. The following dialog box should display:

9. Click the Common tab. 10. Make sure the ReportTitle1 is shown as the object name. This is the name that will be

used, if this object is used in the repository.

Borders

11. Click the Border tab. 12. Box in the Report Title by selecting the Single option for all Line Styles. Note: the

Sample displayed at the bottom of the dialog. 13. Click the Drop Shadow.

Fonts

14. Click the Font tab. 15. Change the Style to Bold and Size to 14. 16. Click OK. 17. The Report Title should look something similar to this:

18. Resize the Report Title object to make it readable. 19. Click on the Customer ID data field in the Detail Section (DS). 20. Right Click and Select Format Field.



21. The following dialog should be displayed:

Crystal now provides the ability to work with numeric objects.

Numeric Formats

22. Change the Customer ID format to show a number without any formatting. 23. Click the Customize button below the Style List. 24. Select Negatives = None, Decimals = 1, Uncheck the Thousands and Leading Zeros. 25. See the following dialog example:

26. Click OK. 27. Click on the Design tab.



Combining Multiple Objects into one Object

28. Select Insert/Text Object from the Menu. 29. As you move the cursor over the report, an object frame appears next to it. 30. Insert the field to the right of the Customer Name field in the Details section. 31. Click once on the border of the text object to select it for resizing. Handles appear on

all sides of the object. 32. Move the cursor over the right sizing handle of the text object and increase the width

by about 1 inch. You may need to scroll to the right and continue resizing. 33. Double-click inside the text object to select it for editing. Notice the insertion point is

now flashing within the text object. 34. Select the Contact Last Name field in the Field Explorer dialog box. Drag the field to

the text object. 35. Move the cursor over the text object until the cursor becomes a Drag and Drop cursor. 36. Release the mouse button to place the field in the text object. The cursor now appears

after the Contact Last Name field, within the text object. 37. Type a comma and a space after Contact Last Name. 38. In the Field Explorer dialog box, highlight the Contact First Name field. 39. Drag the field to the text object. 40. Move the cursor over the text object until the cursor becomes a Drag and Drop cursor.

Move the cursor to the right of the comma and space you just typed, and release the mouse button. The field will be inserted to the right of the comma and space.

41. Click the Preview tab. 42. Create a field heading for the Contact Name called Contact Name.



Aligning Objects

When aligning objects, use the format toolbar as much as possible. In some cases you need to align the object positions and sizes since some objects can be smaller or taller than others.

Aligning Lefts/Centers/Rights/To Grid

1. Click on Design tab. 2. Click on the Detail Customer ID. 3. Hold down the CTRL key and click on:

Customer ID Title and the Report Title.

4. Release the CTRL key. 5. Right Click on the Report Title and the following properties dialog should appear: 6. Select Align/Rights. 7. Right Click within the Report Title. 8. Select Align/Lefts. 9. Press the ESC key to unselect objects. 10. Select all the data fields on the Detail line. 11. Click on the Customer ID field. 12. Right Click on the Customer ID field. 13. Select Align. 14. Notice there are more options.

Size Same Width/Height/Size

15. Select the same fields in item 2 – 3 above. 16. Click on the Report Title in the Page Header section. 17. Right Click on Report Title and the following properties dialog should appear: 18. Select Size/Height.

Quick Exercise - Practice using vertical and horizontal Alignments.



Moving/Sizing Sections (Detail/Page Header)

This process allows you to size each section accordingly. Quick Exercise

1. Click on the Design tab. 2. Position the cursor on to the Page Header grid and select the bottom divider bar (just

above the Detail) of the Page Header section. The divider bar separates the Page Header from the Detail as shown below (denoted by the arrows):

3. The cursor will change to the positioning cursor when you are on the top detail separator

(denoted below).

4. Left click and drag the separator bar about ½ inch down. 5. Reposition the Titles down above the detail leaving ample space between the Report Title. 6. Resize the Report Title to accommodate a Print Date and Time

Adding a Print Date

7. Under the Special Fields (in the Field Explorer) select Print Date

8. Drag and drop it on the right of the Report Title 9. Click on the Print Date and format it using the

March 01, 1999 style

Adding a Page Number

10. Under the Special Fields (in the Field Explorer) select Page Number

11. Drag and drop it on the left of the Report Title 12. Click on the Preview tab 13. The following screen should be displayed:



Preview Navigation – Version 8.5/9/10

• Time the last preview ran • X – close the preview • |< First Page • < Previous Page • 1 of 1+ indicates page number and + if there are additional pages • > Next Page • >| Last Page • � Stop Button – When connected to a large table (a thousand/million) use this button to

stop without reading all the records. This is useful for development so you don’t have to wait on the record processing.

• Item selected on Design/Preview • Status of Connection Information when

refreshing report.

• Count of Records during processing or completion



Preview Navigation – Version 11/12/14

• Arrows - Refresh • X – When connected to a large table (a /Thousand/Million records) use this button to stop

without reading all the records. This is useful for development so you don’t have to wait on the record processing.

• |< First Page • < Previous Page • 1 of n indicates page numbers • > Next Page • >| Last Page

File Save Data with Report

Use this option to save all the data records shown on the report. This is used for several reasons:

• Support – send a copy of your report to Crystal Training Source using this option. o Note: This option is toggled every time you select it o Be sure to only send a limited amount of data (records) so the file size is not too

big. Use the Stop button to get a limited amount of information o Explain what the issue/problem is

• Archiving o This can be saved as an archive to be viewed later even if you have changed

databases. •

• Item selected on Design/Preview

• Status of Connection Information when refreshing report.

• Count of Records during processing or completion

• Time of last preview

Navigation Ver. 11 Only

Navigation Ver. 12/14 Only and Ver. 11

Ver. 12/14 Only Zoom Control

Zoom Control – Ver. 11



Drawing Lines, Boxes and inserting Picture (Logo)

Drawing a Line

1. Click on the Design tab. 2. Select Insert/Line. 3. Drag the pencil to the beginning point where you want to draw the line. 4. Hold the left click button and drag it to the ending point.

To edit a Line on a report

1. Right-click the line you want to format to bring up the shortcut menu. 2. On the shortcut menu, click Format Line. 3. The Format Editor dialog box appears. 4. On the Line tab, make the desired changes to the line. 5. Click OK to save your changes.

Drawing a Box

1. Click on the Design tab. 2. Select Insert/Box. 3. Drag the pencil to the beginning point where you want to draw the line. 4. Hold the left click button and drag it to the ending point.

To edit a Box on a report

1. Right-click the box you want to format to bring up the shortcut menu. 2. On the shortcut menu, click Format Box. 3. The Format Editor dialog box appears. 4. On the Box tab, make the desired changes to the box. 5. Click OK to save your changes.

Insert a Picture (Logo)

1. Click on the Design tab. 2. Select Insert/Picture. 3. Position Picture on the report. 4. Left Click once to release the Picture.



Sorting Records

1. Select Report/(Record Sort Expert (Ver. 9,10,11,12,14)/Sort Records – (Ver.8.5)

from the Menu. 2. The following dialog should be displayed:

3. The Available Fields (ver.9,10,11,12,14)/Report Fields (ver. 8.5) list box displays all fields currently on your report and all the fields in the data source. You can choose to sort based on any of these fields.

4. The Sort Fields list box displays the fields that are already sorted in the report. Highlight the Customer Name field and click the > arrow button to add it to the Sort Fields list.

5. Select Ascending for the Sort Direction and click OK. 6. Click the Preview tab. 7. The Report should be sorted by Customer Name.

8. Select File/Save as Customer Report. 9. Now Delete the Contact Name field. 10. Make sure the Customer Id and Customer name only takes up about 3 inches

across the report.

Version 8.5 Version 9,10,11,12,14



Report Exercise 1.A.

We need to create a New Report for our Sales Department showing Last Year Sales by Country.

1. Create a New Report. 2. Select File/New. 3. Select “Blank Report”. 4. Select the Xtreme Database Table:

• Customer 5. Click OK. 6. Suppress Report Header section (via right click on Report Header section). 7. Grow the Page Header section about 1 inch. 8. Report Page Heading Requirements:

� Report Title: Customer – Last Year Sales by Country (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Page Number

9. Report Layout Details (Note field headings in Preview below. These are the fields

required): � Customer.Country � Customer.Customer Id � Customer.Customer Name � Customer.Last Year Sales �

10. Field Titles: (Color – Navy) 11. Report Sort (Report/Record Sort Expert):

� Country (Ascending) � Customer Name (Ascending)

12. The Report should look similar to this one when completed:

13. Select File/Save As Customer - Last Year Sales by Country.



Selecting Records

Select Expert

As you review your report, you will notice that there are a lot of customers from different countries. In some cases, you may want to limit the number of countries. The Report Select Expert will help you do this.

1. Click on the Design tab. 2. Make sure you have nothing selected.

6. The following screen will be displayed:

Choosing a Field

7. Select Country under the Report Fields or Customer Table. 8. Click OK. 9. The Select Expert dialog should be displayed:

Versions 8.5/9/10/11 3. Select menu option Report/Select Expert 4. Click on Customer.Country 5. Click OK.

Versions 12/14 3. Select menu option Report/Select Expert/Record 4. Click on Customer.Country 5. Click OK.



3. Select the “is equal to” in operators box. 4. Then Select “USA”. 5. The dialog should now display:

6. Click the “Show Formula >>>”button to see the value.

7. Click OK. 8. Click the Preview tab. 9. The following dialog is displayed:

The Report realized data has changed.

10. Select “Refresh Data”.

Used Saved Data – is data that is currently within your report. If you have filtered any data (using the Select Expert) then using this option may limit further what is shown. Refresh Data – Is immediate data. Real Time.



11. The following report should now show “USA” customer information:

Deleting a Field

12. Select Report/Select Expert from the Menu. 13. Click on the field tab you want to delete. 14. Click on the Delete button.

Browsing a Field

15. Select Report/Select Expert from the Menu. 16. Click on the field tab you want to browse. 17. Click on the Delete button.

23. Select File/Save as Customer - Last Year Sales by Country.



Highlighting Expert

The Highlighting Expert enables you to apply conditional formatting to all types of report fields (Number, Currency, String, Boolean, Date, Time, and Date and Time fields). With the expert, you format the selected field either by specifying a condition based on that field's value, or by specifying a condition based on the value of a different report field. In other words, the expert enables you create the following formula: If the value of field X meets condition A, then apply the specified formatting to the field selected on the report.

Making information stand out

1. Click the Design tab. 2. Click on Last Years Sales data field. 3. Right Click and select Highlighting Expert. 4. The following dialog should be displayed:

5. Click on the New button below the Item List. 6. On the Item Editor (located on the right), change the value of field to - greater than and

enter in 10,000. 7. Change the Font color to Maroon. 8. The dialog should now display:

9. Press OK. 10. Click the Preview tab. 11. Anything over $10,000 should now be Maroon in color.



Report Exercise1.B.

We need to create a New Report for our Sales Department showing Last Year Sales Ranked from the highest to lowest.


� Customer 5. Click OK. 6. Suppress Report Header section (via right click on Report Header section). 7. Grow the Page Header section about 1 inch. 8. Report Page Heading Requirements:

� Report Title: Customer – Ranked Last Year Sales by Country (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Page Number

9. Report Layout Data: see preview screen below 10. Report Sort

� Country (ASC) � Last Year Sales (DESCEND)

11. Field Titles: (Color – Navy) 12. Special Instructions:

a. Suppress, if duplicated, the Country field. • Select Country data field in the detail section • Right click – Select Format Field • Click on Common tab • Check the “Suppress, if duplicated”

b. Highlight Sales > $10,000.00 (Font = Maroon) • Select Last Years Sales data field • Right click – Select Highlight Expert


14. Select File/Save as Customer - Ranked Last Year Sales by Country.



Grouping Information

Grouped data is data that is sorted and broken up into meaningful groups. In a customer list, for example, a group might consist of all those customers living in the same Zip Code, or in the same Region. In a sales report, a group might consist of all the orders placed by the same customer, or all of the orders generated by a particular sales representative. When working with Drill-Down Style reports, you will need to set the Show Headers on Drill Down as follows:

Drill Down Style Reports

When performing Drill Down on Grouped reports you must set the File/Options – Reporting tab to allow the Page header to show on the Drill Down tabs as follows:

• Select File/Options and the following screen should appear:

• Show all Headers on Drill Down (check mark to toggle on) o Used to provide Page Headings when drilling down




Inserting a Group

1. You should still have the last report in view. 2. Click on the Design tab. 3. Select Insert/Group from the Menu. 4. The following dialog should be displayed:

When data is grouped, four sort and group direction options are available. Direction refers to the order in which the values are displayed.

5. Ascending 6. Descending 7. Specified order - Specified order is an order that you can specify.

8. Select Grouping by Country. 9. Click OK. 10. Click the Preview Tab. 11. The Report should look like this:

Version 9,10,11,12,14 Version 8.5




Changing a Group

1. Select Report/Group Expert (Ver. 9,10,11,12,14)/Change Group (Ver. 8.5) from the Menu 2. The following dialog should appear:

3. Click on Customer.Country located under the Group By List Title (Ver.9,10,11,12,14) or located under the Groups List Title (Ver. 8.5)

4. Click on the Options button located under the Group By: List (Ver.9,10,11,12,14) or next to the Groups (Ver. 8.5)

5. The following dialog should appear:

You can now change your Grouping Options.

Keep Group Together (Do not check this box – see below) Select this check box to keep your groups from breaking across pages. This will force a group the prints at the bottom of your report that carries over to another page to print on the subsequent page. It will cause more blank space at the bottom of the report. Repeat Group Header On Each Page (check this box every time you create a Group) This will show the Group Name label on subsequent pages.


Note: New Page After only for Version 12/14



Deleting a Group

1. Select Report/Group Expert (Ver. 9,10,11,12,14)/Change Group (Ver. 8.5) from the Menu 2. The following dialog should appear:

Version 9,10,11,12,14: 3. Click on Customer.Country located under the Group By: List 4. Click on the < button located between the Available Fields and Group By lists. Version 8.5: 5. At the design screen, right click on group section and select Delete Group.

Version 9,10,11,12,14

Version 8.5



Report Exercise 1.C.

We need to create a New Report for our Sales Department showing Last Year Sales Ranked from the highest to lowest, Grouped by Country and Region.


� Customer 5. Click OK. 6. Create 2 new Groups (Set the Group Options – Repeat Group Header on each Page):

� Country � Region

7. Report Page Heading Requirements:

� Report Title: Customer – Last Year Sales by Country and Region (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Page Number

8. Report Layout Data:

� Customer.Customer Id � Customer.Last Year Sales � Customer.Customer Name

9. Field Titles: (Color – Navy) 10. Report Detail Sort:

� Customer Name (ASC) 11. The Report should look similar to this one when completed:

12. Select File/Save as Customer - Last Year Sales within Country and Region.



Report Exercise 1.D.

Since the report now has 2 Group Footers not being used, you can Suppress the Group Footers by using the Section Expert. Selecting Format Section (Ver. 8.5)/Section Expert (Ver. 9/10/11/12/14)

1. Click on the Design Tab. 2. Right Click on the “Details” section of the design tab. 3. The following dialog should be displayed:

4. Select Section Expert or Format Section. 5. The following screen should be displayed:

Version 8.5 Version 9,10,11,12,14

Version 12/14 Versions 8.5/9/10/11



6. Use the existing report Customer - Last Year Sales by Country and Region for this exercise.

7. Suppress the Group Footers (1 and 2) since there is no data printing. 8. Select the Group Footer #1 and 2 sections to select Suppress (No-Drill Down) 9. The Report should look similar to this:

10. There should be no Group Footers showing. 11. Click on the Design tab.

Inserting a Section

Inserting a section causes the section to be duplicated with the same functionality of that section. For Example, when you need to add additional data fields on the report and you don’t have any detail space remaining, inserting a section allows you to duplicate the same section. Then you can drag the data into the new section – Like stacking your data. Note: Field heading will be created only if dragged into detail section A. See the following example below:

Add a new Detail Section. 12. Right Click on the “Details” within the Design Tab. 13. Select “Insert Section Below”. 14. You should now have two Details sections A and B. 15. Add another Details section. 16. You should now have two Details sections A, B and C. 17. Add the data fields Contact First and Last Name in Details Section B. Insert these fields

into a text object. 18. Add the data field Phone in Details Section C. 19. The Report should look similar to the Report below when completed.




Report Totaling

Most reports require totaling of a specific data field, formula, etc. Most data and formulas on your report allow you to insert a summary by picking a summary type (e.g., sum, count) and then indicate where you want the summary type to show on your report.

Insert Summary Totals (Sum, Count, Averaging, Weighted Average, Percents)

1. Use the existing report Customer - Last Year Sales within Country and Region. 2. Select Design Tab. 3. Click on Last Years Sales Field (in the Detail Section). 4. Right Click and the following property dialog should be displayed:

5. Select Insert/Summary option. 6. The following dialog should be displayed showing the drop-down options:

7. The Choose the field to summarize should show Customer.Last Year’s Sales. 8. Select “Sum” under Calculate this summary. 9. Select “Grand Total” under Summary Location. 10. Repeat steps 2 through 7 above. 11. Select “Group#1 – Customer.Country” under Summary Location.

Version 9,10,11,12,14

Version 8.5



12. Click on Preview tab. 13. The following Report should look similar to this one:



Report Exercise 1.E.

We need to create a New Report for our Sales Department showing all Customers with Addresses, City, Region, Postal Code and Country.

1. Create a New Report. 2. Select File/New. 3. Select “Blank Report”. 4. Select the Xtreme Database:

• Customer Table. 5. Click OK. 6. Create a Group by:

� Country – set group option to repeat group header on each page 7. Report Page Heading Requirements:

� Report Title: Customer Address by Country (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Page Number

8. Report Data: (See Report below) 9. Report Detail Sort:

� Customer Id 10. Field Titles: (Color – Navy) 11. Report Totals: Last Years Sales – Sum by Country and Grand Total. 12. Special Instructions:

a. Insert new sections for Address 1 (Detail A), Address 2 (Detail B) and City, Region and Postal Code – all concatenated (Detail C). Total of three sections. • Right click on Section in Gray area of Design – Select Insert Section Below

b. Suppress Address 2 if blank • Right click on Section in Gray area of Design screen (Detail B) – Select

Section/Format Expert – Suppress blank section


14. Select File/Save as Customer Address by Country.



Report Exercise 1.F.

We want to create a Customer Order report showing counts for orders for all customers. This report will eventually show how to use formulas to calculate results of data fields and use parameters to allow report end-users to select what needs to show on the report.

1. Create a New Report. 2. Select File/New. 3. Select “Blank Report”. 4. Select the Xtreme Database Tables:

• Customer

• Orders

• Orders Detail 5. Click OK. 6. Create a Group:

� Customer Name

7. Report Page Heading Requirements: � Report Title: Customer – Orders By Date (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Page Number

8. Report Layout Data: � Orders.Order Id � Orders.Order Date � Orders_Detail.Unit Price � Orders_Detail.Quantity

9. Field Titles: (Color – Navy) 10. Report Detail Sort:

� Orders.Order Date (ASC)

11. Summary Totals: Count of Order Id by Customer Name and Grand Total 12. The Report should look similar to this one when completed:



Formula Syntax

Formulas

Formulas are used to create a result of something. The result is of a specific type, such as String, Number, Currency, Date, etc.

Creating a Formula

1. In the Field Explorer click on the Formula Fields. 2. Click the New Icon or right click to select New.

3. The following dialog should appear:

Using the Formula Editor

6. The following editor should be displayed:

Version 9 Version 8.5/10/11/12/14

4. Enter Order Amount. 5. Click on OK. 4. Enter Order Amount.

5. Click on Use Editor.

Field Tree List Function Tree List Operator Tree List

Sort Trees

Syntax Comments

Workshop Tree

(not in Ver. 8.5)

Syntax Check

Work Shop Trees Find/Replace

Undo/Redo



7. Expand the Xtreme Sample Database in the Data Window. 8. Expand Orders Detail in the Data Window. 9. The Data window should look like the following:

10. Double Click on the field Unit Price. 11. Notice this field has been added to the formula section below:



12. Since we are multiplying, we need to place a multiply sign (*) next to this field, then add the Quantity field. When finished, the formula should look like this:

13. Notice each field has the following brackets {} around it. 14. Click on the button. 15. This button checks the syntax of your formula. 16. Click the Save icon. When saving, it checks the syntax of the formula.

Note: CTRL-S (Holding down the CTRL and pressing the S key) will check the syntax and save the document.

17. Click the Close icon to exit the formula editor.

Editing (changing) a Formula

1. In the Field Explorer click on the Formula Fields. 2. Locate the formula you want to Edit and click on it. 3. Click on the icon or right click to select Edit.

Edit



Rename

Deleting a Formula

1. In the Field Explorer, click on the Formula Fields. 2. Locate the formula you want to Delete and click on it. 3. Click on the icon or right click to select Delete.

Renaming a Formula

4. In the Field Explorer, click on the Formula Fields. 5. Locate the formula you want to Delete and click on it. 6. Click on the icon or right click to select Rename.

Delete



Finding a Formula (Version 12/14)

This option will locate where a field, formula, SQL Expression or parameter is in a formula.

7. In the Field Explorer, click on the Orders_Detail.Unit Price Field to see its properties.

8. Click on Find in formulas. 9. The following screen should be displayed:



Report Exercise 1.G.

We need to add the Order Amount to the Report and provide Summary Totals for each Customer with Grand Totals.

1. Use the Customer – Orders by Date report. 2. Click the Design tab. 3. Add the Order Amount formula on the right of the Quantity field. 4. Change the Order Amount title color to Navy. 5. Create Summary totals for the Order Amount for each Customer and a Grand Total at the

end of the report. 6. Format the summary totals for the Order Amounts with a single line above. 7. Click the Preview tab. 8. The Report should look similar to this one when completed:

9. Select File/Save as Customer – Orders by Date and replace existing file. 10. Click the Design tab.



Report Exercise 1.H.

1. Do File/Save As (the previous report “Customer - Orders by Date”) as Customer – Orders. 2. Delete the Unit Price and Quantity columns and a layout the report as below in the

Preview. 3. Show only (Report/Select Expert) Order Dates that are between the specified period as

shown below: � Version 8.5 Use dates 1/1/1997 12:00:00 AM – 1/31/1997 12:00:00 AM � Versions 9/10 Use dates 1/1/2002 12:00:00 AM – 1/31/2002 12:00:00 AM � Version 11/12/14 Use dates 1/1/2004 12:00:00 AM – 1/31/2004 12:00:00 AM

4. Report Page Heading Requirements:

� Report Title: Customer – Orders (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Title 2: Show period using the date range above in this title � Report Page Number

5. Create 3 New Formulas:

� Order Amount = Orders_Detail.Unit Price * Orders_Detail.Quantity � Sales Tax = @Order Amount * .05 � Extended Amount = @Order Amount + @Sales Tax

6. Report Detail layout:

� Customer.Customer Name � @Order Amount � @Sales Tax � Customer.Order Date � @Extend Amount

7. Field Titles: (Color – Navy) 8. Summary Totals:

� Sum By Customer – Order Amount, Sales Tax, Extended Amount � Sum Grand Total - Order Amount, Sales Tax, Extended Amount

9. The report should look something similar to the one below when complete: Select File/Save as Customer – Orders. 10. Save report as – Customer – Orders.



Parameters

Step 1 - Working with Parameters to filter data

Creating a Parameter field

Use the following steps to create a parameter that enables the user to specify a list of customers for a specific country. This procedure is made up of two sets of steps.

• The first is creating the parameter • The second is using the Select Expert to incorporate the parameter.

2. Use the existing - Customer - Orders report we just saved 3. Check to make sure your report is open in the Design tab. 4. Make sure the Field Explorer is available. 5. In the Field Explorer click on Parameter fields. 6. Click the New Icon or right click to select New.

New



Version 8.5,9,10

Working with Parameter options - Versions 8.5/9/10

7. The following dialog should appear after selecting New Parameter:

Creating a Static Parameter Date Range

8. Enter the name From Date for the parameter

in the Name field. 9. Enter Prompting text of From Date. 10. Enter a Value Type of DateTime. 11. Click OK.

12. Repeat Step 4 -5 above creating a New

Parameter called Thru Date. 13. Enter Prompting text of Thru Date. 14. Enter a Value Type of DateTime. 15. Click OK.



Version 8.5,9,10

Creating a Static Parameter – With Drop Down Data

16. Follow steps 4 - 5 above

• Create New Parameter field by right clicking on Parameter Fields in the Field Explorer.

17. Enter the name Country for the parameter in the Name field. 18. Enter Prompting text of Country. 19. Enter a Value Type of String (This must be the same type field that’s shown in the Report

Select Expert where you filter on Country). Setting up Default Values The default values button and process provides a drop down selection when the parameter screen is displayed if “Allow Multiple” values option (which is located on the Edit Parameter screen for version 8.5/9/10). 20. Since we want to select more than one Country,

• check the Allow multiple values underneath the Options frame. 21. The Parameter dialog should like the following:

22. Click the Set default values button. 23. The Set Default Values screen should be displayed:



24. Select Customer from the Browse table drop-down list at the top. 25. Select Country from the Browse field drop-down list. 26. The screen should look like:

27. Click on the >> button to push over all the countries. 28. Click OK at the Set Default Values screen. 29. The screen should look like:

30. Click OK. 31. Click OK again at the Edit Parameter field screen to exit.



NOTE: The Options on the Edit Parameter screen below determine how the parameter input is presented. Select each option to review the different parameter input options.

• Allow multiple values • Discrete value(s) • Range values(s) • Discrete and Range value(s)



Working with Parameter options – Version 11/12/14

Depending on the level of the product you have, the List of Values may not provide the Dynamic capability.

Static – Static means the information will always be the same at the time you build it here. Dynamic – Dynamic means it is real time against the data field you have selected.

To check your level – Select the Help menu option and select About. You should see what product level you have purchase.

1. Make sure the Field Explorer is available. 2. In the Field Explorer click on Parameter fields. 3. Click the New Icon or right click to select New.

Creating a Static Parameter Date Range

1. Enter the name From Date for the

parameter in the Name field. 2. Select DateTime as the Type. 3. Select Static – List of Values option. 4. Click OK.

5. Repeat Step 2 – 3 above creating a

New Parameter called Thru Date. 6. Select DateTime as the Type. 7. Select Static – List of Values option. 8. Click OK.

New

Version 11

Version 12,14



Creating a Dynamic Parameter – With Drop Down Data

32. Follow steps 2 - 3 above

• Create New Parameter field by right clicking on Parameter Fields in the Field Explorer.

33. Enter the name Country for the parameter in the Name field. 34. Select String as the Type. 35. Select Dynamic – List of Values option as shown below:

36. Click on Insert folder icon underneath the Choose a Data Source: option. 37. Select Country data field located in the Customer table in the value column. Setting up Default Values The default values button and process provides a drop down selection when the parameter screen is displayed if “Allow Multiple” values as shown below 38. Since we want to select more than one Country,

• Allow multiple values should be selected as True by clicking underneath the settings beside the Allow multiple values

39. Click OK.

Version 11

Version 12,14



Version 11 – Standard Level Only The Dynamic radio button will not be accessible only since you have the Standard product. You may want to upgrade to the Professional in order to get the Dynamic capability. 1. Click on the Static option 2. Select the Value Fields drop down and select the applicable data field (Country in the

Customer table) 3. Select the Actions drop down and select Append All Database values.

• This will populated the list below 4. Click OK.

NOTE: The Options at the bottom of the screen determines how the parameter input is presented. Select each option to review the different parameter input options.

• Allow multiple values – Set to True (default as False) • Allow Discrete values – Set to True • Allow Range values - Set to True (default as False)



Step 2 – Working with Parameters to filter data

After creating the parameters:

• From Date • Thru Date • Country

Click on Design tab.

1. Select the Menu option Report. 2. Select - Select Expert (use Record option when using Version 12). 3. From the Choose Field dialog, select Orders.Order Date field and click OK. 4. The Select Expert Dialog should appear:

5. Select “Is Between” as the drop down option and select the applicable parameters as shown below:

Note: If you do not see the parameters you created (?From Date and ?Thru Date) then you failed to select the correct Type of field. Cancel out of the Select Expert and change the parameter that has the wrong field type and start over.



6. Click on the New tab or button in the Select Expert (use Record option when using Version 12/14).

7. From the Choose Field dialog, select Customer.Country field and click OK. 8. The Select Expert Dialog should appear:

9. Select is equal to from the drop down. 10. Then select the {?Country} parameter field in the second drop-down. 11. You should see the Select Expert as follows:

12. Click OK. 13. If not in Preview mode, Click the Preview tab.



Version 8.5,9,10 Version 11,12,14

14. Click OK.

Click on Each Parameter underneath the Parameter fields to: 18. Click on From Date:

• Ver. 8.5 – 1/1/1997 • Ver. 9/10 – 1/1/2002

19. Click on Thru Date: • Ver. 8.5 – 1/31/1997 • Ver. 9/10 – 1/31/2002

20. Click on Country: • Beside Discrete Value • Select Argentina thru Austria by

selecting each country in the drop down

• Click on the add button for each country

Value List should show all countries

Use Icon to Select dates 18. At Enter From Date:

• select 2004-1-1 00:00:00 19. At Enter Thru Date:

• select 2004-1-31 00:00:00 20. At Enter Country:

• select: o All countries that begin with

an A and USA o push over to the right under

Selected Values.



15. The following screen should be displayed:

16. Refresh the Report (F5) to prompt for New Parameter values – you must be in preview mode.

17. The following prompt should display:

18. Select Prompt for new parameter values: 19. Click OK.



20. Change the paramter data ranges to be: a. January 1 – December 31

21. Click OK. 22. The following screen should be displayed:

23. Change the secondary title under the Report title to use the parameter fields (inserting into a text object to concatenate the data): • From Date • Thru Date

24. Now the report should reflect a true From and Thru date automatically. 25. Click on the Preview tab. 26. Format the From and Thru date parameters fields should you need to format.

Version 8.5 : 1/1/1997 – 12/31/1997 Version 9/10 : 1/1/2002 – 12/31/2002 Version 11/12/14 : 1/1/2004 – 12/31/2004



Changing a Parameter field

27. In the Field Explorer click on Parameter fields. 28. Click the Edit Icon or right click to select Edit.

Deleting a Parameter field

29. In the Field Explorer click on Parameter fields. 30. Click the Delete Icon or right click to select Delete.

Edit

Delete



Renaming a Parameter field

31. In the Field Explorer click on Parameter fields. 32. Click the Delete Icon or right click to select Delete.

Reordering Parameter fields

In some cases you may need to re-order the parameter fields. See below how you do this depending on Version you are using:

Rename

Version 8.5

Use the up and down arrows by selecting one parameter field

Version 9/10/11/12/14

Right click on Parameter Fields option or Parameter name. Then select Set Parameter Order



Report Exercise 1.I.

We need to create a Report to list Customer Orders for a specific period of time along with various totaling schemes.

1. Create a New Report. 2. Select File/New. 3. Select “Blank Report”. 4. Select the Xtreme Database - tables:

• Customer • Orders

• Orders_Detail 5. Click OK. 6. Create a Group by:

� Country – set group option to repeat group header on each page � Customer Name – set group option to repeat group header on each page

7. Report Page Header Requirements: � Report Title: Customer - Orders by Country (centered – bold) � Report Date (Format Style – March 1, 1999) � Report Title 2: For Period: Use parameters ?From Date and ?Thru Date � Report Page Number

8. Create New Formulas: � Order Amount = Orders_Detail.Unit Price * Orders_Detail Quantity � Sales Tax = @Order Amount * .05 � Extended Amount = @Order Amount + @Sales Tax

9. Report Detail Layout:

� Orders.Order Date � @Order Amount � @Sales Tax � @Extended Amount

10. Field Titles: (Color – Navy) 11. New Parameters:

� Country – Type field: String � Provide a parameter list for all countries – Allow multiple values

� From Date – Type field: Date Time � Provide a static Date Time prompt

� Thru Date: Type field: Date Time � Provide a static Date Time prompt

12. Select Record Expert: � Order Date: Use ?From Date and ?Thru Date parameters � Country: Use ?Country parameter

13. Summary Totals:

� Sum By Customer – Order Amount, Sales Tax, Extended Amount � Sum Grand Total - Order Amount, Sales Tax, Extended Amount



14. Report Data Formatting Requirements: � Order Date – Format Style 03/01/1999 � From Date - Format Style 03/01/1999 � Thru Date - Format Style 03/01/1999 � Include a top border on Sub Totals � Include a bottom double border on Grand Totals

The report should look something similar to the one below when complete:

NOTE: Please use the following dates based on your version of Crystal Reports for processing the parameter dates ranges:

� Version 8.5 Use dates 1/1/1997 12:00:00 AM – 1/31/1997 12:00:00 AM � Versions 9/10 Use dates 1/1/2002 12:00:00 AM – 1/31/2002 12:00:00 AM � Version 11/12/14 Use dates 1/1/2004 12:00:00 AM – 1/31/2004 12:00:00 AM

15. Select File/Save as Customer – Orders by Country.



F1 (Help) Index - ToText Function Converts all data values to a string or text field. If we don’t convert the Employee Id number to a string, it will show with the Employee Id with 2 decimals

& (Shift-7 Key) Concatenate symbol This means to add on to or append to. + is a substitute for the & “ Double Quote before and at the end allows free form text inside the double quotes to show on the report.

Intermediate Formulas

Report Exercise 1.J. We need to create a Report to list Employee Information. We will be manipulating a lot of data showing how to use various formulas and functions.


• Employee • Employee Addresses

5. Click OK. 6. Report Page Heading Requirements:

� Report Title: Employee Name and Address Report (centered and bold) � Report Date (Format Style – March 1, 1999) � Report Page Number (right justified)

7. Create New Formula named: Employee

� String Result Formula – Concatenation of several fields and different type fields � Result of formula will convert a number type field (Employee Number) in a string (text)

field, show the Employee Last and First Name with a comma to separate the Employee name to be readable on the report.

8. In the Formula Editor, expand the Functions window.

9. Expand Strings. 10. Expand ToText. 11. Double Click on ToText(x,y,z). 12. This will load the function ToText into

the formula window. 13. In the reports and data window, locate and click on the Employee ID field. 14. This should load the Employee ID into the first parameter of the function like so:

ToText ({Employee.Employee ID}, , )

15. Now type in (as shown below): a. 0 (zero) - in the second parameter of the function b. two double quotes with no space in between - in the

third parameter of the function

ToText ({Employee.Employee ID},0, "")

16. Now add the additional information to where the formula looks like the following:

17. Save and close the formula. (CTRL-S) 18. Click on the Design tab. 19. Drag the Employee formula to the first position on the detail section.

ToText ({Employee.Employee ID},0, "") & " - " & {Employee.Last Name} & ", " & {Employee.First Name}



IsNull Function: Check a data field for null value (or no data in field – empty) & Concatenate symbol This means to add on to or append to. *Function Chr(13) - an ASCII character code used to cause a line feed. Note: *Must format formula and check Can Grow on common tab

to show address line 2.

20. Click on the Preview tab. 21. The following report should be displayed:

22. Create New Formula named: Home Address � Conditional String Result Formula – Concatenation of several fields and providing a

line feed inside a formula using an IF Else Condition. Purpose of formula is to print Address 1 and Address 2 (if Address 2 is not blank or empty).

� Help (F1 Key) – Refer to Index If Expressions for more examples

23. You should be inside the editor of the Formula Workshop. 24. Type the word If then a space. 25. In the Formula Editor, expand the Functions window. 26. Expand Print State. 27. Double Click on IsNull. 28. In the reports and data window, locate and click on the Employee_Addresses.Address2

field. 29. This should load the Employee_Addresses.Address2 within the isNull parameter as shown

below.

if IsNull ({Employee_Addresses.Address2})

30. Complete the formula, as shown below, using the processes illustrated above:

31. Save and close the formula. 32. Click on the Design tab. 33. Drag the Home Address formula to the first position on the detail section.

if IsNull ({Employee_Addresses.Address2}) then {Employee_Addresses.Address1} else {Employee_Addresses.Address1} & chr(13) & {Employee_Addresses.Address2}



34. Click on the Preview tab. 35. The following report should be displayed:

36. Notice that Address 2 doesn’t show. 37. Click on the Home Address formula field on the Design/Preview screen (not in the formula

of the Field Explorer). 38. Right click and select Format Field. 39. Click on the Common tab. 40. Check the Can Grow option. 41. Click OK. 42. Notice it shows multiple lines, however, it is still truncating some of the data. 43. Resize the object larger so the report looks similar to the one below:

Note: In the File/Options Formula Editor tab – You can check the “Convert Database Null Values to Default” so that the values will automatically be either spaces or zeros.



Multiple Conditional IF statement

1. Click on the Design tab.

We now want to add the city, region and zip code to the same code. Use beginning and ending parenthesis to isolate a condition.

2. Edit the Home Address formula and add the following code:

3. Save and close the formula. (CTRL-S) 4. Click on the Design tab. 5. The report should look similar to this when completed:

NOTE: Employee Robert King (Employee# 7) address 1 shows Edgeham Hollow Winchester Way as 2 separate lines but is address 1. There is a carriage return (linefeed) inside this data field. This is very uncommon but Crystal included this in their sample database. Please ignore.

NOTE 1: You can use the parenthesis ( ) to force Crystal to execute everything within the parenthesis, especially when writing an If condition. Writing code without parenthesis will result as typed.

(

if isnull({Employee_Addresses.Address2}) then {Employee_Addresses.Address1} else {Employee_Addresses.Address1} & chr(13) & {Employee_Addresses.Address2} )

& chr(13) & {Employee_Addresses.City} & (

if isnull({Employee_Addresses.Region}) then " " else ", " & {Employee_Addresses.Region} )

& " " & {Employee_Addresses.Postal Code} & chr(13) & {Employee_Addresses.Country}

NOTE 2: Make sure you use the Employee Address table and don’t use the Emergency Addresses or the formula will not work

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Line #



Formatting Telephone Number

Using the Mid Function Formatting Telephone Number

Using an Array

if length({Employee.Home Phone})

Formatting a Telephone number 1. Click on the Design tab. 2. Create New Formula named: Telephone.

� Conditional String Result Formula – Concatenation of several fields and providing an IF Else Condition to format a varying length field. Purpose of formula is to format a telephone number depending on the length. We will use a Mid function and an array to show a portion of a field

3. In the Formula Workshop editor, type the word If, then a space. 4. Expand the Functions window. 5. Expand Strings. 6. Double Click on Length. 7. This will load the function Length into the formula window. 8. In the reports and data window, locate and click on the Home Phone from the Employee

table. 9. This should load the Home Phone into the first parameter of the function like so:

10. Write the remaining part of one of the formulas below:

11. Save and close the formula. (CTRL-S) 12. Click on the Design tab. 13. The report should look similar to this when completed:

14. Select File/Save as Employee Name and Address Report.

if length({Employee.Home Phone}) = 10 then "(" & {Employee.Home Phone}[1 to 3] & ") " & {Employee.Home Phone}[4 to 6] & "-" & {Employee.Home Phone}[7 to 10] else if length({Employee.Home Phone}) = 9 then {Employee.Home Phone}[1 to 2] & "-" & {Employee.Home Phone}[3 to 5] & "-" & {Employee.Home Phone}[6 to 9] else if length({Employee.Home Phone}) = 7 then {Employee.Home Phone}[1 to 3] & "-" & {Employee.Home Phone}[4 to 7] else {Employee.Home Phone}

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Line #

if length({Employee.Home Phone}) = 10 then "(" & mid({Employee.Home Phone},1,3) & ") " & mid({Employee.Home Phone},4,3) & "-" & mid({Employee.Home Phone},7,4) else if length({Employee.Home Phone}) = 9 then mid({Employee.Home Phone},1,2) & "-" & mid({Employee.Home Phone},3,3) & "-" & mid({Employee.Home Phone},6,4) else if length({Employee.Home Phone}) = 7 then mid({Employee.Home Phone},1,3)& "-" & mid({Employee.Home Phone},4,4) else {Employee.Home Phone}



Report Exercise1.K.

We need to create a Report to list Employee Emergency Contact Information all written with formulas.


• Employee • Employee Addresses


� Report Title: Employee Emergency Contact (centered and bold) � Report Date (Format Style – March 1, 1999) � Report Page Number (right justified)

7. Create New Formulas: � Employee Name (concatenate Employee last name with a comma and a space then the

first name) – Example: Davolio, Nancy

� Contact Name and Relationship - (concatenate Contact Last Name with a comma the a space then Contact First Name, then on a new line Contact Relationship with parenthesis surrounding the Relationship) – Example:

Davolio, Joseph (Brother-In-Law)

� Contact Address – Use the Emergency contact address information using the same formula as the Employee Address in the previous Report and modify the fields.

� Contact Telephone – Contact Telephone formatted using the same formula as the Employee Telephone number in the previous Report and modify the fields.

8. Report Detail Layout: � @Employee Name � @Contact Name and Relationship – Format this formula to allow Can Grow � @Contact Address - Format this formula to allow Can Grow � @Contact Telephone

9. Field Titles: (Color – Navy) 10. Special Instructions:

� Insert a line (Insert/Line) to separate the detail section. Format Line to “Move to Bottom of Section”

11. The report should look similar to this when completed: 12. Select File/Save as Employee Emergency Contact.



Challenge Exercise

This exercise will challenge you to use all the experts, formulas, insert summaries, parameters and other features to complete the report. The instructor will review this report once you have completed it.


• Customer • Orders • Orders Detail


� Report Title 1: Customer Master Report � Report Date (Format Style – March 1, 1999) � Report Page Number (right justified)

7. Layout the following fields for the report: � Customer.Country � Customer.Customer Name � Orders.Order Date � Orders Detail.Unit Price � Orders Detail.Qty

8. Need to create a formula called “Order Amount” to calculate the Order Amount (Orders Detail.Unit Price multiplied by Orders Detail.Qty). Put this next to the Orders Detail.Qty.

• Show a font color of Red if this formula exceeds $5,000.00 9. Sort the report by Customer.Country (Ascending) and Order. Order Date (Ascending) 10. Format any columns on the report that show duplicates (i.e., Countries repeating the same

country over and over. No Duplicates of any kind. 11. Provide summaries for the following fields:

� Order Amount formula • Sum for each country and provide a grand total. • Provide a top border for the sub-total • Provide a double underline for the grand total

� Customer Name • Count how many orders for each customer and provide a grand total count • Provide a boxed border for the sub-total count • Provide a double underline for the grand total count

12. Limit the Order Dates for this report: a. Show the following date ranges:

� Version 8.5 1/1/1997 through 12/31/1997 � Versions 9/10 1/1/2002 through 12/31/2002 � Versions 11/12/14 1/1/2004 through 12/31/2004

b. Add an additional Report Title 2 (Under the Main Report title): � Date Range: show the applicable date range indicated in step 12.a. above

13. Provide automated features so that we can change date ranges for step 12 above. Allow manual selection of dates.

14. Provide automated features so that we can select one or many countries to show on the report. Once automated – filter report to show USA and all countries that start with the Letter A.



APPENDIX A

Crystal Reports Free Knowledgebase

In the event you can’t find solutions in your HELP (F1 Key), then refer to this link:

• https://www.sdn.sap.com/irj/sdn/businessobjects-notes The following screen will appear, then click on “Search Business Objects Notes”: Entering search criteria next to the Search In (SAP Support Notes): POPULAR ARTICLES:

Article Number/Keyword Description

c2017441 How to manually install the ActiveX Viewer on a client computer • Use this for users that do not have the Crystal Reports

Designer. They can preview, export, print reports, etc. c2010291 Online Help (F1) not available after installing Crystal Reports 8.5

• If your F1 (Help) key does not function Exporting to Microsoft Excel This keyword will allow you to print out a PDF document that will

explain how to design a Crystal Report that will eventually be exported to Excel



INDEX Aligning Lefts/Centers/Rights/To Grid ...... 23 Aligning Objects .................................. 23 Aligning Lefts/Centers/Rights/To Grid .........23 Moving/Sizing Sections.............................24 Size Same Width/Height/Size ....................23

APPENDIX A........................................ 77 Exporting to Microsoft Excel ......................77 F1 Help Does not function.........................77 Install the ActiveX Viewer.........................77

AutoSave Reports ................................ 17 Borders ............................................. 20 Box Drawing a Box .......................................27

Browsing a Field.................................. 32 Can Grow .......................................... 72 Changing a Group ................................ 37 Changing a Parameter field.................... 66 Creating a Formula .............................. 46 Database Add Database to Report ...........................12 Browse Data .........................................14 Database Expert ....................................12 Database Fields .....................................13 Field Explorer ....................................9, 13 Remove from report ...............................12 Saving a Database to Favorites.................... 7 Select a Database.................................... 5 Selecting or Removing a Database Table .......12 Show Field Type ....................................14 Sorting Records .....................................28

Database Expert.................................. 12 Database Fields................................... 13 Defaults AutoSave Reports...................................17 Options (Default Options for all Reports).......17 Set the applicable fonts ...........................17

Deleting a Formula............................... 49 Deleting a Group ................................. 38 Deleting a Parameter field..................... 66 Deleting fields (objects) Deleting fields (objects)...........................15

Design Deleting fields (objects)...........................15 Previewing the Report.............................15 Resizing fields (objects) ...........................15 Selecting Fields (objects) .........................15

Drawing Lines, Boxes and inserting Picture (Logo)............................................ 27

Drill Down Report Options.................................... See

Drill-Down ......................................... 35 Editing (changing) a Formula .................. 48 Exporting to Microsoft Excel................... 77 F1 Help Does not function...................... 77 Field Explorer ..................................9, 13 Database Fields .....................................13

Formulas .............................................46 Page Number ........................................24 Parameters ..................................... 53, 70 Print Date............................................24 Report Title..........................................18

File Save Data with Report .....................26 File/Save As .......................................18 Fonts ................................................20 Format Field (Object) ...........................20 Formatting Additional Formatting..............................19 Borders ...............................................20 Can Grow.............................................72 Format Field (Object)..............................20 Highlighting Expert.................................33 Numeric Formats ...................................21 Using Toolbar........................................19

Formatting Objects ..............................19 Formulas............................................46 Concatenation............................. 70, 71, 74 Creating a Formula.................................46 Deleting a Formula .................................49 Editing (changing) a Formula .....................48 Extracting a part of field ..........................74 Find in Formulas (Ver.12) .........................14 IsNull..................................................71 Length ................................................74 Multiple Conditional IF statement ...............73 Renaming a Formula .......................... 49, 50 ToText................................................70 Using the Formula Editor..........................46

Grouping Changing a Group...................................37 Deleting a Group....................................38 Drill Down............................................35 Inserting a Group ...................................36 Keep Group Together ..............................37 Repeat Group Header On Each Page ............37 Specified order......................................36

Grouping Information............................35 Highlighting Expert...............................33 Increase the Page Header section ............10 INDEX................................................78 Inserting a Group .................................36 Install the ActiveX Viewer ......................77 IsNull ................................................71 Keep Group Together............................37 Length ..............................................74 Lines Drawing a Line ......................................27

Logo Insert a Picture(Logo)..............................27

Moving/Sizing Sections ..........................24 Multiple Conditional IF statement ............73 Numeric Formats .................................21 Options



AutoSave Reports...................................17

Options (Default Options for all Reports) ... 17 AutoSave .............................................17 Save Data with Repor ..............................17 Show Headers on Drill Down......................17

Page Number...................................... 24 Parameters ................................... 53, 70 Changing a Parameter field.......................66 Changing the Parameter Order...................67 Deleting a Parameter field........................66 Dynamic..............................................58 Options on the Edit Pa .............................57 Prompt for New Paramaters ......................64 Renaming a Parameter field......................67 Reordering Parameter fields......................67 Setting up Default Values .................... 55, 59 Static .................................................58

Perform Grouping on Server ................... 35 Pictures Insert a Picture(Logo)..............................27

Preferences AutoSave Reports...................................17 Options (Default Options for all Reports).......17 Set the applicable fonts ...........................17

Previewing the Report .......................... 15 Print Date.......................................... 24 Print Setup Page Orientation....................................16

Print Setup (Page Orientation, Paper Size . . .).................................................. 16

Printing Print Setup (Page Orientation, Paper Size . . .)16

Records Stop Button ..........................................25

Refresh Data ...................................... 31 Renaming a Formula........................ 49, 50 Renaming a Parameter field................... 67

Repeat Group Header On Each Page .........37 Report Options....................................35 Perform Grouping on Server ......................35

Report Title........................................18 Report Totaling ...................................42 Report Type Selecting a Report Type ............................ 4

Reporting Sections ................................ 8 Resizing fields (objects).........................15 Select a Database ................................. 5 Select Expert ......................................30 Selecting Fields (objects).......................15 Selecting or Removing a Database Table....12 Selecting Records.................................30 Selection Criteria.................................30 Set the applicable fonts.........................17 Size Same Width/Height/Size..................23 Sorting Records ...................................28 Stop Button ........................................25 Summing Report Totaling .....................................42

Support File Save Data with Report........................26

Suppress the Report Header ...................10 Suppress the Report Header ......................10

Tables Browse Data .........................................14 Database Fields .....................................13 Selecting or Removing a Database Table .......12 Show Field Type ....................................14 Sorting Records .....................................28

Totals Report Totaling .....................................42

ToText ..............................................70 Using the Formula Editor .......................46

Documents

Crystal Reports Beginner Intermediate