Crystal Report 2008 Intermediate. Jeff Hutchinson Excel Networks. For Evaluation Only. Do Not Duplicate.

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1 Crystal Report 2008 Intermediate Jeff Hutchinson Excel Networks

2 Crystal Reports Intermediate Concepts This book assumes you have a firm foundation of Crystal Reports. We will start by building a comprehensive report including all of the fundamental concepts. We will also be covering section formatting, running totals, parameters to prompt for information, crosstabs, alerts, and building templates. Furthermore, we will be developing some advanced formulas focusing on design, variables, arrays, multipass process, and the SQL interface. We will also build subreports, a technique that allows users to submit a second report in order to collect information from the same or a different database. You will learn these features as you complete exercises that reinforce the learning process. As you do this, you will begin to build valuable skills needed to create Crystal Reports. This book is designed in conjunction with an Online-Instructor-Led course (for more information see: Unlike other manuals, you will not need to review lengthy procedures in order to learn a topic. All you will need are the brief statements and command paths located within the book to show you how to use a concept. Furthermore, you will find that this book is often used as a reference to help comprehend a concept quickly, and an index is provided on the last page of the book to reference pages as needed. However, if more detail is needed, you can always use the Internet to search a concept. Also, if your skills are weak due to lack of use, you can refresh your memory quickly by visually scanning the concepts needed and then testing them out using the application. Table of Contents 1. Overview / Refresher Exercise Section Expert Running Total Parameters / Prompts Advanced Functions and Formulas Advanced Processing Subreports Advanced Groups Cross tab Alerts Templates Crystal Reports Intermediate Index... 49

3 Crystal Reports 2008 Intermediate Exercise Download Exercises are posted on the web site and can be downloaded to your computer. Please do the following: Open Internet Explorer. excel-networks.com/download/cr exe Type the web address: You might get several security warnings, but answer yes and run through each one. When you click Unzip, the files will be located in C:\Data\CR folder. About the Author If there are any questions or problems, please contact Jeff Hutchinson at: Note: You can also download the file at: excel-networks.com/download/cr zip Jeff Hutchinson is a computer instructor teaching a variety of classes around the country. He has a BS degree from BYU in Computer Aided Engineering and has worked in the Information Technology field supporting and maintaining computers for many years. He also owned a computer training and consulting firm in San Francisco, California, and after selling his business in 2001, he has continued to work as an independent computer instructor in California and Utah. Mr. Jeff Hutchinson lives in Utah and provides training for the Utah Valley University Community Education system, offering valuable computer skills for the general knowledge of students, career development, and career advancement. Understanding the technology and the needs of students has been the basis for developing this material. Jeff Hutchinson can be contacted at JeffHutch@Excel-Networks.com or (801) Copyright and Release Information This document was updated on 7/17/2014 and is designed for Crystal Reports 11R2, 2008 and This material is the sole property of Jeff Hutchinson and Excel Networks. Any ing, copying, duplication or reproduction of this document must be approved by Jeff Hutchinson in writing or . However, students who take a class or purchase the material can use this document for personal development and learning. Legend Numbered sections on the left are the Concepts. Italic text is used to highlight commands that will perform the concept or procedure to complete the practice exercises. Practice Exercises are a Step-by-Step approach to performing concepts. Student Projects are Independent Exercises used to perform concepts. Dark, Grayed-Out Sections are optional/advanced concepts. Bolded items are menus, ribbons, or commands used. Page 2

4 Excel Networks Crystal Reports Intermediate Concepts 1. Overview / Refresher Exercise We will review the previous day s class by developing a comprehensive report that includes all the concepts covered. Concept Explanation / Command String in italic. Practice Exercise 1 Database Location: C:\Data\CR Create Report 1. File menu New Blank Report Xtreme345.mdb Add table: Credit Ok. 2. Add Fields from the Field Explorer: {Credit Authorization Number}, {Customer Credit ID}, and {Amount} Place the fields into the report. 1.2 Format Review Format dialog box, Line, Box, Picture, Page Layout, Special Fields, and OLE fields. Practice Exercise 2 1. File menu New Blank Report Xtreme345.mdb Add table: Format Employee Ok. 2. Add Fields from the Field Explorer: {Employee ID}, {First Name}, {Last Name}, and {Photo}. Note: {Photo} is an OLE field. 3. Right-Click on {Last Name} Format Field. 1.3 Select Expert Common data types supported are: Number, Date, String, and Boolean. Practice Exercise 3 1. File menu New Blank Report Xtreme345.mdb Add table: Orders Ok. 2. Add fields: {Order ID}, {Order Date}, {Order Amount}, and {Payment Received}. 3. Select Expert {Payment Received} is True. Note: {Payment Received} is a Boolean field. 1.4 Groups Review Specified Order Groups Practice Exercise 4 1. File menu New Blank Report Xtreme345.mdb Add table: Employee Ok. 2. Add fields:{employee ID}, {Last Name}, {Position}, {Salary}. 3. Group by: Position Options Specified Order New Group Name: Sales Positions is one of Sales Representative, Vice President Sales, Sales Manager, Inside Sales Coordinator. New Group name: Marketing Positions is one of Marketing Director, Marketing Associate, Advertising Specialist. Others tab Discard all others. Practice Exercise 5 1. File menu New Blank Report Xtreme345.mdb Add table: Employee Ok 2. Add fields:{employee ID}, {Last Name}, {Position}, {Salary} Group by: Salary Options Specified Order New Group Name: High Salary Greater than: New Group name: Medium Salary Between and New Group name: Low Salary Less Than: Practice Exercise 6 1. File menu New Blank Report Xtreme345.mdb Add table: Customer Ok. 2. Add Fields {Customer ID}, {Customer Name}, and {Last Year s Sales}. 3. Group by: Country Group by {Region} Options Specified Order on {Country} New Group Name: In the USA is equal to: USA New Group Name: Out of the USA is not equal to USA Page 3

5 Crystal Reports 2008 Intermediate 1.5 Database Expert Practice Exercise Formulas Review Practice Exercise 8 Refresh and review results in the group tree. You must understand your data source in order to start developing a report. 1. File menu New Blank Report Create New Connection Access/Excel (DAO) Database name: Training.mdb database Finish Add all tables. 2. View Link tab. Notice that not all tables are linked. Right-Click on {tblclasses.instructor} and {tblinstructors.lastname} then link Instructors field to Last name manually. Note: Right-Click Browse Field to see the contents of field. The formula editor is used to fix errors and solve problems. 1. File menu New Blank Report Add tables: Employee Ok. 2. Add Fields from the Field Explorer: {Employee ID}, {First Name}, {Last Name} and (Hire Date}. 3. Create formula: Day Hired=WeekDayName(DayOfWeek({Hire Date})) Place formula field in the details section. 3. Format the Hire Date using the customized format options to : Right-Click on Hire Date field Format field Customized Date and Time tab Choose Date option Date tab Choose the following: 1.7 Conditional 1. Highlight Expert. Format Review 2. Conditional Format X Section Expert. Practice Exercise 9 Continue from previous practice exercise: Right-Click on the Hire Date field Format Field Font Color X-2 if {Employee.Hire Date} > #6/1/1993# then CrRed else CrNoColor. 1.8 Charts Review Charts can be placed in the Report Header or Group header. Practice Exercise 10 Continue from previous practice exercise: Insert Chart Place in the Report Header OnChange of: {Employee ID} Show Value(s): Sum of {Employee.Salary}. 1.9 Export Review The two most popular exports are PDF and Excel. Practice Exercise 11 Continue from previous practice exercise: File menu Export Export Report Format: PDF Destination: Application Ok Ok Review Concepts Prior to doing the Refresher Exercise 1. Multiple Groups (Supplier, Product Type). 2. Place fields in details (Order ID, Product Name, Unit Price, and Quantity. 3. Line total formula (Unit Price * Quantity). 4. Create a Group sorted by month/order date. 5. Create 3 summaries (One for each line total). 6. Select Expert (filter by 2004 data). 7. Create Continued formula and place in each group header. 8. Section Formatting. 9. Format (Drop Shadow, Font Size). 10. Place fields in text boxes. 11. Place special characters (Page). 12. Place Graphic Image. Page 4

6 Excel Networks Student Project A - Crystal Reports 2008 Review Exercise 1. Create a blank report based on the following tables from the Xtreme Sample Database 11 or 11.5: (note: be sure to save the report). Customer Orders Orders Detail Product Product Type 2. Use the Select Expert on {Country} and select Canada, USA, Mexico. 3. Add Orders.Order Date, Orders.Order ID to the Details Section 4. Create the following formula and add it to the details section Formula Name Formula Extended Price {Orders_Detail.Unit Price} * {Orders_Detail.Quantity} 5. Create the following formula: Formula Name Formula Customer First Letter Left({Customer.Contact First Name}, 1) 6. Add the following groups: 1 Customer.Country Ascending Order 2 Product_Type.Product Type Name Specified Order Group Name Group Members Bike Competition, Hybrid, Kids, Mountain Accessories Gloves, Helmets, Locks, Saddles 3 Product_Type.Product Type Name Ascending Order 4 Customer First Letter Ascending Order 5 - Customer.Customer Name Ascending Order 7. Indent each group field. 8. Insert Summary (Sum) of the {@Extended Price} formula to each group footer and move the summary s to the group header. Also, Insert Summary for the grand total and move the summary to the report header. Note: Crystal Reports 2008 click the check mark : X Add to all group levels. 9. Format the Order Date as mm/dd/yyyy. 10. Draw a box to surround all of group #2 and Draw a line at the bottom of GH Hide group header 4 and Add a North American Sales by Product Type label to the report header. Format the label with a 14pt bold font and a border and a drop shadow. 13. Save the file with the name Project Review (File menu Save As Project Review). 14. In the Page Footer add a text box with the words: Print Date and insert the Print Date special field Code. In the Page Footer add a text box with the words: Page and insert the Page Number special field Code. Page 5

7 Crystal Reports 2008 Intermediate 15. Compare the report with the screen shots below: 16. Make the report a drill down enabled report by doing the following: Use the Section Expert to set the following section properties: Section Property GH1 Keep together GH2 Keep together GH3 Keep together GH4 Hide, Keep together GH5 Hide, Keep together Details Hide, Keep together GF5 Suppress GF4 Suppress GF3 Suppress GF2 Use following Suppress formula: DrillDownGroupLevel <> 2 GF1 Keep together Page 6

8 Excel Networks Preview 1 st Drill Down 2nd Drill Down 3 rd Drill Down 4 th Drill Down 17. To test the drill down capability places a text in group footer 2 Group Footer 2 Drilldown. Suppress the text field when finished. 18. If time permits add a chart to the Report Header b section. a. Create Report Header b section b. Insert Chart Place the chart in the Report Header b section. Page 7

9 Crystal Reports 2008 Intermediate c. Right-Click on the chart Chart Expert Data tab On change of: Customer.Country and Product_Type.Product Type Name Show: Sum of Price} d. Right-Click on the chart Chart Options Data Labels tab X Show Data Labels Label Location: Center Label Format: Label e. Right-Click on the chart Chart Options Legend tab Color Mode: Color by Series 2. Section Expert The Section Expert is used to reduce the amount of data delivered from the database. We will cover every option available to complete your knowledge and understanding of the Crystal Reports concepts. 2.1 Section Expert Toolbar Icon. 2.2 Section Insert a new section Manipulation Multiple Sections Splitting a Section Delete sections Move Sections Merge Section This will combine the data to one section. Right-Click Insert Section Below Practice Exercise File menu New Blank Report Xtreme345.mdb Add table: Insert Section Customer Ok. 2. Add Fields from the Field Explorer: {Customer name}, {Contact First Name}, {Contact Last Name} Group by {Contact Position}. 3. Section Expert Select Group Header #1 Insert button You should have the following sections: Group Header#1a: Suppress X-2 {Contact Position} <> Owner. Group Header#1b: Suppress X-2 {Contact Position} = Owner. Press Ok to Exit Section Expert 4. On the report add a text box to the Group Header: Group Header #1a: {Group #1 Name} - Primary Decision Maker Group Header #1a: {Group #1 Name}. 2.3 Common Tab Practice Exercise File menu New Blank Report Xtreme345.mdb Add table: Drill-Down Customer Ok. 2. Add Fields from the Field Explorer: {Customer ID}, {Customer Name} and {Last Year s Sales} Group by {Country} Refresh Double click on the group name to see the drill down. Page 8

10 Excel Networks 2.3a Hide (Drill-Down Ok) Practice Exercise 14 Hide 2.3b Suppress (No Drill-Down) Practice Exercise 15 Suppress 2.3c Print at Bottom of Page Practice Exercise d Suppress Blank Section 2.3e Keep Together Does not suppress in the drilldown view. Continue from previous practice exercise: Section Expert Select the details section Hide Ok Refresh Double click on the group name to see the drill down. Suppresses in the drilldown view. Continue from previous practice exercise: Section Expert Select the details section Hide Suppress Ok Refresh Double click on the group name to see the drill down. Note: Notice that the details are suppressed in the drilldown and the main report. Prints the record on the bottom of the page similar to an invoice total. One common use is printing the Group footer section at the bottom of the page. Continue from previous practice exercise: Insert Summary Field to Summarize: {Last Year s Sales} Calculate: Sum Summary location: Group #1 Ok Section Expert Select Details Suppress Select Group Footer #1 Print at Bottom of Page Ok Refresh. Note: The summary is now at the bottom of the page. This requires that the entire section must be blank in order to suppress the section from the report. When this check box is selected, the program keeps all the lines of the section together This option does not work with multi-line string or memo fields. 2.3f Underlay Puts a watermark image or text field behind the text in the report. Following Sections Practice Exercise 17 Underlay Graphic 1) Continue from previous practice exercise. 2) Create new section: Section Expert Select Page Header Insert button. 3) Underlay: Section Expert Select Page Header b Common tab Ok. 4) Insert Picture in report: Design view Insert menu Picture C:\Data\CR2008-2\Confidential.bmp Place the picture in the Page Header b section Refresh. Practice Exercise 18 Underlay Text 1) File menu New Blank Report Xtreme345.mdb Add table: Product Ok Add Fields from the Field Explorer: {Product ID} and {Product Name}. 2) Create new section: Section Expert Select Page Header Insert button. 3) Underlay: Section Expert Select Page Header b Common tab Ok. 4) Insert Text box in Page Header b : Go to the report Insert Text Object Type Text: DRAFT Format the text to be Gray and 120 size Refresh. 2.3g Read Only Locks all the format features. 2.3h Relative If a field shifts slightly over-riding another object when refreshed, you Positions can turn the default feature off (such as ) so the field will not shift. 2.3i Format Multiple Sections Newspaper Column layout, must be in the details section. Practice Exercise 19 Multiple Sections 1. File menu New Blank Report Xtreme345.mdb Add table: Customer Ok. 2. Add Fields from the Field Explorer: {Customer ID} and {Customer Name}. 3. Section Expert Select Details section Page 9

11 Crystal Reports 2008 Intermediate Layout tab Width: 3.5 Refresh. 2.4 Color Tab Colors the background of the entire section of the color chosen. Practice Exercise 20 Color Continue from previous practice exercise: Section Expert Select Details Section Color tab Color the following: 2.4a X-2 The X-2 is a conditional format button that will format the section based on some criteria. Practice Exercise 21 Insert the following code: Section Expert Select the Details section Color X-2 Color tab X-2 button: if {Last Year s Sales} > then CrGreen else CrNoColor. 2.4b Alternate This is a popular technique that includes alternating every other line a shaded Highlights color for reading purposes. Practice Exercise 22 Continue from previous practice exercise. Delete the code in the color X-2 Alternate button and Insert the following code: Highlights Choose(Remainder(RecordNumber, 2) +1, CrSilver, CrNoColor) 3. Running Total Running Totals will go beyond the capabilities of Insert Summary and the Sum function. It will allow you to summarize data and will continue running throughout the entire report. Option 3: Use Boolean formula {Last Year s Sales} > Option 1: Never Option 2: Change on Group Practice Exercise 23 Setup 1. File menu New Blank Report Xtreme345.mdb Add table: Customer Ok. 2. Add Fields from the Field Explorer: {Customer ID}, {Customer Name}, and Page 10

12 Excel Networks {Last Year s Sales}. 3. Group by: {Country}). 3.1 Create Running To create a running total: Right-Click the Running Total Fields in the Field Total Explorer New. 3.2 Placement Place the running total in the details section. 3.3 Evaluate Determines which records are included in the running total field. Option 3.3a For Each Every record is included. Record 3.3b On Change Perform Evaluation/Calculation only when a specified field has changed. of Field 3.3c On Change Use only when group is finished and when calculating the beginning in a new of Group group. 3.3d Use A formula can be created to evaluate the running total. Formula 3.4 Reset Option Resets the running total value to zero. 3.4a For Each Reset to zero on each calculation. Record Practice Exercise Right-Click on Running Total New Field to Summarize: {Last Year s Never Reset Sales}. 2. Type of Summary: Sum. 3. Evaluate: For Each Record 4. Reset: Never. 5. Place Running Total in the Details section Refresh. 3.4b On Change A specific field can reset the running total. of Field 3.4c On Change Will reset at the end of every group. This will work just like a Summary.. of Group Practice Exercise Right-Click on the Running Total New Field to Summarize: {Last Reset at Year s Sales}. Group 2. Type of Summary: Sum. 3. Evaluate: For Each Record. 4. Reset: On Change of Group: Group#1 {Customer.Country} Ok. 5. Place in the Details section Refresh. 3.4d Use Formula You can reset the running total back to 0 based on a formula s condition. Practice Exercise Right-Click on the Running Total New Field to Summarize: {Last Reset with Year s Sales} Formula 2. Type of Summary: Sum. 3. Evaluate: For Each Record. 4. Reset: Use a Formula: {Last Year s Sales} > Place in the Details section Refresh. Note: it resets before the record. Optional Topics 3.5 Manual Running Total Practice Exercise 27 Running total formula Running totals can be created in a formula by using variables. Create a new formula called RunTotal: CurrencyVar RunT; if recordnumber = 1 then RunT := 0; RunT := RunT + {Customer.Last Year's Sales}; Page 11

13 Crystal Reports 2008 Intermediate 4. Parameters / Prompts r D E o v N alu ot a D tio up n lic O at nly e Prompts and Parameters are the terms used to provide input from the person running the report. A prompt will appear and the results of the prompt will define the results of the report. Extracts a list from DB and inserts it in the prompt. 1. File menu New Blank Report Xtreme345.mdb Add table: Employee Ok. 2. Add Fields from the Field Explorer: {Employee ID}, {First Name}, {Last Name} and {Position} 3. Right-Click on the Parameter Fields New Enter the following: Appends all database fields. Fo 4.1 Static Practice Exercise 28 Static Parameter Add parameter to the Select Expert: Page 12

14 r D E o v N alu ot a D tio up n lic O at nly e Excel Networks 4.2 Dynamic Refresh and test it out. Dynamically pulls a list from the DB each time the prompt runs. Continue from previous practice exercise: Right-Click on the Parameter called Position Edit Change to Dynamic: Notice there are fewer options available for Dynamic prompts. 4.3 Parameter Value Options 4.3a Show on Viewer Panel Options located at the bottom of the parameter. Located on the left side of screen. Click the and change the prompt Then click the to apply the prompt value. Note: Version Fo 4.3b Prompt Text 4.3c Prompt with description only 4.3d Optional Prompt Practice Exercise 29 Description and Optional Prompt The text appears on the top of the prompt. For example: See the words Enter Position below. This will not show the value, but will display the description. Example: Value=CA, Description=California. Displays all records if nothing has been chosen. (Version 2008+) 1. File menu New Blank Report Xtreme345.mdb Add tables: Customer and Orders. 2. Addd Fields from the Field Explorer: {Customer name}, {Order.Order ID}, {Order.Order Date}, and {Order.Order Amount} 3. Right-Click on the Parameter Fields New: Page 13

15 Crystal Reports 2008 Intermediate r D E o v N alu ot a D tio up n lic O at nly e Append all database fields. Allow Multiple Values=True 4. Add the prompt to the Select Expert: 4.3e Default Value 4.3f Allow custom values Fo 4.3g Allow Multiple Values 4.3h Allow Discrete/Range Values 4.3i Allow Range Values 5. The optional prompt code (HasValue) was added to the select expert Refresh Add no customer names to the list so the optional prompt will display all Customer Names. 6. Also notice that the Customer name (Description) is used not the {Customer ID} (Value Field). Text that appears in the prompt. If blank, it will show the last chosen value. True Allows you to type in a value in addition to the combo box. False Removes the ability to add custom values. True Allows you to enter or select more than one value, Usually a list box layout. The format type is an Array. It can be used to convert an array to text string by using the join function. False Removes the list box functionality and will prompt you for one item. Custom Value Multiple Values Usually False of the Range Value is True and usually True if the range value is False. It will change automatically. True Displays Start value/end value. Page 14

16 Excel Networks The range would not be able to start prior to the specified date. The range displayed would not be able to end prior to the specified date. 1. File menu New Blank Report Xtreme345.mdb Add table: Employee Ok. 2. Add Fields from the Field Explorer: {Employee ID}, {Last Name}, {First Name}, {Hire Date} and {SSN}. 3. Right-Click on the Parameter Fields New: r D E o v N alu ot a D tio up n lic O at nly e 4.3j Min Length 4.3k MaxLength Practice Exercise 30 Range Values, Min,And Max Length Append all database fields. 4. Add the prompt to the Select Expert: Fo 4.3l Edit Mask Practice Exercise Refresh to see date range, min and max length. An input mask controls what values you can enter in a field. When you create an input mask manually, you use special characters to define it. The following defines some of the special characters that can be used in an input mask. To define a literal character, enter any character other than one of those shown in the table. If you want to define a character listed in the table as a literal character, you must precede that character with a backslash (\). 0 A required numeric entry (0-9); plus and minus signs are not allowed. 9 An optional numeric entry (0-9) or space; plus and minus signs are not allowed. # An optional numeric entry (0-9) or space; plus and minus signs are allowed. L A required alphabetic entry (A-Z).? An optional alphabetic entry (A-Z). A A required alphabetic (A-Z) or numeric (0-9) entry. A An optional alphabetic (A-Z) or numeric (0-9) entry. & Any character or space; entry required. C Any character or space; entry optional. < Causes all characters that follow to be converted to lowercase. > Causes all characters that follow to be converted to uppercase. \ Causes the character that follows to be displayed as a literal character. Continue from previous practice exercise: Page 15

17 Crystal Reports 2008 Intermediate Add another parameter: Right-Click on the Parameter Field New r D E o v N alu ot a D tio up n lic O at nly e Edit Mask There are nine zeros. Add the parameter to the Select Expert: Refresh and when you enter in the value of in the custom field, the following error will appear. 4.4 Cascade Parameters Fo Student Project B 4.5 Multiple Parameters 4.6 Set Parameter Order Student Project C 4.9 Export/Import 4.10 Group Prompt 4.11 Special Character 4.12 Minimum function 4.13 Maximum function Note: Crystal Report s Standard installation does not provide this option. Make sure you are using the Professional version (Help About Crystal Reports). Dynamic and Cascade Parameters - See Student Project B - Page 17 Create more than one parameter and add it to the select expert. Right-Click on the parameter list Set Parameter Order. Build Report with Multiple Parameters - See Student Project C - Page 18 Create new parameter Actions Export/Import. A parameter cannot be added to the group expert, but you can add a formula that contains a parameter. Any ASCII (Decimal field) character can be added to the Chr function. The most common is Chr(13) or a carriage return character. This can be used to place a carriage return character in a title. Search the web for ASCII. This can be used to extract the beginning value from a parameter list, such as the minimum date value. This can be used to extract the ending value from a parameter list, such as the maximum date value. Page 16

18 Excel Networks Student Project D Defining a Group Using a Parameter - See Student Project D - Page 22 Student Project B - Dynamic and Cascading Parameter Each prompt combo box will drill down to desired value and to obtain a specific answer. If the first prompt is USA, then the second prompt will only show regions within the USA. Once the region is chosen you will only see cities within that region. To Start: File menu New Blank Report Add tables: Customer and Orders Add Fields from the Field Explorer: Orders.Order ID, Orders.Order Date, Orders. Order Amount Group by Customer.Region, Customer.City and then by Customer.Customer Name. Step 1 - The input parameter screen This is a Dynamic prompt, which means it will dynamically look in the database for the required fields to list in the combo box. Be sure to select the City parameter on the right side of the value list in order for it to appear in the select expert list. Click once so it will appear in the select expert. Page 17

19 Crystal Reports 2008 Intermediate Step 2 - Select Expert Set the select criteria to filter the report based on the input prompt values. Select Criteria City Only City is needed because it is a cascade prompt and City relies on region and region relies on Country to get its values. If you select region parameter you will only be prompt for Country and region. Step 3 Fill in the prompt by previewing the screen. Step 4 - Preview the Final Report The title contains the parameters inserted from the field explorer and is the result of the input parameters. Student Project C - Build Report with Multiple Parameters Each parameter will add to the criteria as an AND operation to find the search result. Page 18

20 Excel Networks To Start: File menu New Blank Report Add tables: Customer and Orders Add Fields from the Field Explorer: Orders.Order ID, Orders.Order Date, Orders. Order Amount Group by Customer.Region, Customer.City and then by Customer.Customer Name. Step 1 - Orders Greater Than This is a static prompt with values entered to determine the criteria. Since the options are set to Allow Multiple Fields=False and Allow Discrete Values=True, it will only process one result as the criteria. Step 2 - Customer parameter screen Since Allow Multiple Values = True this will allow multiple items to be used as criteria. To insert the static values in the Value field choose Customer name, then Actions Append all Database values. Page 19

21 r D E o v N alu ot a D tio up n lic O at nly e Crystal Reports 2008 Intermediate Actions Append all database values Step 3 - Select Expert Set the select criteria to filter the report based on the input prompt values. Select the Orders.Order Amount tab. Fo Note: choose the is greater than option. Select the Customer.Customer Name tab Page 20

22 Excel Networks Step 4 - Field Explorer The field explorer can be used to reorder the order the parameters appear in the parameter input box or review available prompts. Step1-Right-Click on any parameter. Step2 - Choose the Set Parameter Order. Step 5 - Format Condition This can be used to turn the Orders Greater Than red if it meets the condition in the formula below. Right-Click on the Order Amount field Format Field Font tab Color format X-2 button. Enter a formula on the Order Amount field A. Right-Click on the Orders.Order Amount field Format Field Font tab Color X-2. B. Then type in the following formula: If {Orders.Order Amount} > {?Orders Greater Than} * 2 Then crred Else crblack; Step 6 - Create a formula to list the customers chosen in the title (Report Header section). Create a formula called {@Prompt Title} in the Field Explorer/Formula Fields with the following code: "Customer Names Selected for report: " & Join({?Customer Name}, ", "); Place the formula {@Prompt Title} in the Report Header. Right Click on the {@Prompt Title} Format Field Common tab. Step 7 Right Click on the Report Header Insert Section Below Create a text box Add the Orders Greater Than parameter to the text box. Type the following in the text around the Prompt: Order Amounts greater than {?Orders Greater Than}*2 are highlighted in RED. Page 21

23 Crystal Reports 2008 Intermediate Step 8 - The Final Report The title contains the prompt parameters inserted from the field explorer and is the result of the input parameters. Step 9 Choose Ok to see the report Student Project D - Defining a Group Using a Parameter Each parameter will filter the report to produce the desired result. To Start: File menu New Blank Report Add tables: Customer and Orders Add Fields from the Field Explorer: Orders.Order ID, Orders.Order Date, Orders. Order Amount Group by Customer.City and then by Customer.Customer Name. Step 1 - Region Parameter This is a static parameter with a 2 letter mask in the options. The static mask will allow you to type in a field of more than 2 characters, but you will receive an error message when you select Ok. To delete values that are not two characters select and delete them. Insert the Region in the Value field, then choose Actions Append all Database values. Page 22

24 Excel Networks You must manually delete any value you don t need or export the field to Excel, modify the list and then import it here. LL is a mask that requires 2 letters to be typed in. Step 2 - Date range parameter screen - Insert the Order Date in the Value field, then choose Actions Append all Database values. Don t forget to choose Date Time. Actions Append all Database values. Be sure to specify Range Values = True Verify the database for the proper date range. Multiple Values = True Page 23

25 Crystal Reports 2008 Intermediate Step 3 - Group Option Parameter screen-this will provide a prompt for changing the groups. Step 4 - Select Expert Set the select criteria to filter the report based on the input prompt values. Step 5 - Set up the grouping formula - Create a formula called Grouping. Grouping Formula If {?Grouping Options} = "City" Page 24

26 Then {Customer.City} Else {Customer.Customer Name} Excel Networks Step 6 - Change grouping Level 2 to the grouping prompt Remove previous grouping and add the Grouping formula. Add the formula name Grouping as the group. Step 7 - Test to see if the parameters appear - If they do not appear on the parameter dialog box, check to see if they are checked in the field explorer. Then Right-Click on the fields that don t display and choose Insert to report. Place the prompt in a hidden or unused header area. The parameters must be either placed on the report or in the select expert to appear in the parameter dialog box. Step 8 - Set Parameter Oder The field explorer can be used to reorder the order the parameters appear in the parameter input box or review available prompts. Page 25

27 Crystal Reports 2008 Intermediate Parameter Order Right Click on one of the parameter fields above and choose reorder parameters. Step 9 - Formula to define the title Create the following formula and insert the formula in the title. Formula name: Report Title "Region(s) selected for this report: " & Join({?Region}, ", ") & Chr(13) & "The order Date Range is from " & Date(Minimum({?Date Range})) & " to " & Date(Maximum({?Date Range})) Place the formula in a text box and format the text box so the fields can grow if the result is too large. Design View Adjust the position of the parameters here. Change the parameter order here. Page 26

28 Excel Networks Step 10 - The Final Report The title contains the parameters inserted from the field explorer and is the result of the input parameters. Notice that the title format parameter is set to Can Grow if it needs to expand and the chr(13) did a return after the region list. Step 11 - The Prompt Page 27

29 Crystal Reports 2008 Intermediate 5. Advanced Functions and Formulas Formulas are used to fix problems and enhance the results of the report. We will cover many advanced formulas to give you the power to control the report s outcome. 5.1 String Functions 5.1a Left Extracts characters from the left. Example: Left("abcdefg", 4) -- Returns "abcd". Left({customer.FAX}, 3) - Retrieves the area code the first three characters 5.1c Mid Extracts characters out of the middle of a string. Example: Mid (str, start, length) Mid("abcdef", 3, 2) - Returns "cd". 5.1d Right Extracts characters from the right. Example: Right("abcdefg", 3) - Returns "efg". Right({table.SSNUM}, 4) - Returns the last 4 digits of the social security number as long as the value is a String. 5.1b Length Returns the length of a string. Example: 5.1e ToText Converting Numbers Length("Text_String") - Returns 11 Length({customer.CUSTOMER NAME}) The length of the text string stored as a value in {customer.customer NAME}. Converts value to text format. ToText and CStr are equivalent functions. Example: ToText(123.45) - Returns "123.45". ToText( ,2) - Returns " ". ToText( ,0) - Returns "12345". ToText({ID}, , 0)-pads the ID with leading zeros if the id is less than 7 characters. 5.1f ToText Converting Dates Converts dates to text format. Example: ToText(CDate(1996, 11, 1), "yy MMM dd, dddd") - Returns 96 Nov 01, Friday. ToText(DateTime(1995,10,12,3,30,11),"HH:mm, yy MMMM ddd") Returns 03:30, 95 October Thu. ToText(Time(12, 10, 10), "HH*mm*ss tt", "amstr", "pmstr") - Returns 12*10*10 pmstr. ToText(CDateTime(1995,10,12,13,20,22), "MM/dd/yy hh 'h' mm 'min' ss 'sec' tt", 'am', 'pm') = "10/12/95 01 h 20 min 22 sec pm" 5.1g Picture Places additional characters around text such as phone number, Social Security Number, or Part number. Example: Page 28

30 Excel Networks Picture ({Employee.Emergency Contact Phone}, "(xxx) xxx-xxxx") Input: result: (345) Picture ({SSN}, xxx-xx-xxxx ) - results Picture ({Home Phone}, (xxx) xxx-xxxx ) - results (801) h IsNull This checks to see if the value is null. Example: isnull({product.color} returns True or false If isnull({product.color} Then No Color Else {Product.Color} 5.1i NextIsNull This checks the next record. Example: If nextisnull({product.color} Then No Color Else {Product.Color} 5.1j Subscript Subscript[x] and Subscript[x to y]. Example: {Employee.Last Name}[1] - Returns the first initial of the last name. {Employee.Last Name}[1 to 8] - Returns the first 8 letters of the last name. {Employee.Last Name}[-1 to -3] Returns the last 3 characters of the name. 5.1k Trim Takes out spaces. Example: Trim(" abcde ") - Trim({Product.M/F) Returns "abcde". 5.1l Replace Replaces the 2nd parameter with the third parameter. Example: Replace({Employee.Home Phone}, 206, 666 ) 5.1m Instr It searches for a value in a string and returns the position in the string or 0 if the text is not found. InStr({Employee.Home Phone},"206") Returns the position of the text string found, 0 indicates no string found. 5.1n Uppercase Converts the string to uppercase characters. Example: Uppercase({Employee.Last}) 5.1o Lowercase Converts the string to lowercase characters. Example: Lowercase({Employee.Last}) 5.1p ToWords Converts numbers to words similar to a checking number and words. Example: ToWords({Salary}, 2) 5.2 Date Functions 5.2a CDate Converts and Returns a Date. Example: CDate (number), CDate (string), CDate (datetime), CDate (YYYY, MM, DD) CDate ("Dec. 31, 1999") - Returns the Date value for Dec. 31, CDate (50) - Returns the Date value for February 18, CDate (#Oct. 20, :02pm#) - Returns the Date value for October 20, CDate (1930, 7, 30) - Returns the Date value for July 30, b CurrentDate Extracts the current date from computer clock. Example: CurrentDate returns the print date of your report. CurrentDate - Returns 1998/07/04, if you begin printing your report on July 4, CurrentDate() you can use the parenthesis or leave them off. 5.2c Date Returns a Date value. Example: Date (number) - representing the number of days starting from December 30, 1899 Date (50) - Returns the Date value for February 18, Value 1=1/1/1900 Date (string) - string is a text string representing a date, example: "September 20, 1999". Date (datetime) Converts a datetime format to a date value. Date ("Dec 31, 1999") - Returns the Date value for Dec. 31, Date (#Oct. 20, :02pm#) - Returns the Date value for October 20, Date (1930, 7, 30) - Returns the Date value for July 30, d DateAdd Adds to the StartDate by Interval. Example: DateAdd (intervaltype, nintervals, startdatetime_ IntervalType= Yyyy, y=day of year, Q, M, D, W=Weekday,Ww=Week(7-day period, H, N=Min, S nintervals=number of days to add StartDateTime DateAdd("d", -32, #Sept 28, 1999#) - Returns the DateTime value for August 27, DateAdd ("m", 1, #1/31/1996#) - Returns the DateTime value for February 29, It will not return February 31, DateAdd ("h", -400, #Sept 28, 1999#) Page 29

31 Crystal Reports 2008 Intermediate Returns the DateTime value for September 11, :00 AM. It subtracts 400 hours from September 28, :00 AM. 5.2e DateDiff Compares dates and returns a value. Example: DateDiff (intervaltype, startdatetime, enddatetime) DateDiff (intervaltype, startdatetime, enddatetime, firstdayofweek) IntervalType= yyyy, y=day of year, q, m, d, h, n=min, s=sec DateDiff ("d", #10/7/1999#, #10/10/1999#) - Returns 3. DateDiff ("yyyy", #10/7/1999#, #2/10/2005#) - Returns f DatePart Specifies the part of the date to be returned. Example: DatePart (intervaltype, inputdatetime, firstdayofweek, firstweekofyear) IntervalType= Yyyy, y=day of year, Q, M, D, W=Weekday, Ww=Week(7-day period, H, N=Min, S inputdatetime = the DateTime value whose part will be extracted. firstdayofweek is an optional constant used to specify the first day of the week. If not specified, crsunday is assumed DatePart ("d", #August 15, 1999#) - -Returns 15. DatePart ("ww", #September 14, 1997#) - Returns 38 since September 14, 1997 is in the 38th week of g DateSerial Creates a date value out of a year, month and day. Example: DateSerial (1999, 6, 15) - Return the date June 15, DateSerial (2000, 1-7, 15) - The second says that 7 months before January 1, 2000 is June 15, DateSerial (1999, 1, 166) - The third says that the 166th day of 1999 is June 15, DateSerial ( , , ) Returns April 12, What it means is that 12 years, 13 months and 14 days from February 29, 1996 is April 12, h IsDate Returns True/False if the value supplied is a valid date. Example: IsDate ("Jan 1, 1999") - Returns True. IsDate (100) - Also returns True since the number 100 is interpreted as 100 days from Dec. 30, 1899, which is April 9, IsDate ("Feb 29, 1999") - Returns False since 1999 is not a leap year and so the String cannot be converted to a Date. 5.2i Year Extracts the year from the date in a number format. Example: Year({Orders.Order date}) - Returns j Month Extracts the month from the date in a number format. Example: Month({Orders.Order date}) - Returns k Day Extracts the day from the date in a number format. Example: Day({Orders.Order date}) - Returns l Monthname Extracts the month name from the day of week number. Example: Monthname({Orders.Order date}) Returns January. 5.2m Extracts the week day name from the date. Example: WeekDayName WeekDayName({Orders.Order date}) Returns Tuesday. 5.2n Extracts the day of the week from a date. The result is a number. DayOfWeek 1=Sunday, 2=Monday, 7=Saturday Example: dayofweek({hiredate}) 5.2mWeekday Ship Dates which fall on a weekend moved to nearest weekday select DayOfWeek ({Orders.Ship Date}) case 1 : {Orders.Ship Date} + 1 case 7 : {Orders.Ship Date} - 1 default: {Orders.Ship Date} 5.2o WeekDayName Extracts the day of the week as a number value WeekDayName (Weekday({Hire Date})) 5.3 IF Condition Function Logical if <condition> then <then> else <else Example 1: Page 30

32 Excel Networks Student Project E If Then Else Student Project F If {Employee.Dept} = "Sales" Then {Employee.Salary} * 0.06 Else {Employee.Salary} * 0.04 Example 2: If bonus < 1000 Then bonus := 1000; Example 3: If bonus < 1000 Then 1000 Else bonus Example 4: If bonus < 1000 Then 1000 Else If bonus > 5000 Then 5000 Else bonus Example 5: Define variable if statement if {Branch_View.Branch_ID} = lastvalue then (lastvalue := {Branch_View.Branch_ID}; crred;) else (lastvalue := {Branch_View.Branch_ID}; crblack;) Practice Exercise 34 If W/String Flags each customer as to their status of Excellent, Good and Needs Attention. If a customer has over $40,000 in sales, they are considered Excellent. If they are between $20,000 and $40,000, they are considered Good. Otherwise, they are considered Needs Attention. Create a formula called CustomerType and use a nested if statement to solve this problem. 1. File menu New Blank Report Xtreme345.mdb Add: Customer. 2. Add Fields from the Field Explorer: {Customer Name} and {Customer.Last Year s Sales} 3. Formula Follows if {Customer.Last Year's Sales} > then "Excellent" else if {Customer.Last Year's Sales} >20000 and {Customer.Last Year's Sales} <= then "Good" else "Needs Attention"; Status Formula is based on grouping by customer and evaluating sum total in File menu New Blank Report Add tables: Customer and Orders. 2. Add fields {Customer Name}, {Order Amount}, and {Order date}. 3. Select Expert order date is between 1/1/2004 and 12/31/ Group by {Customer Name}. 5. Insert Summary based on Order Amount summing up Customer Name. 6. Place the summary in Group Header Formula Name: Status If Sum ({Orders.Order Amount}, {Customer.Customer Name}) > Then "Excellent" Else If Sum ({Orders.Order Amount}, {Customer.Customer Name}) >= Then "Good" Else "Needs Attention"; 8. Place the formula in Group Header Suppress the Details section. Using a String Function with If statement: 1. File menu New Blank Report Xtreme345.mdb Add table: Customer Ok. 2. Add Fields from the Field Explorer: {Customer Name} {Contact First Name} {Contact Last Name} {Address1} Page 31

33 Crystal Reports 2008 Intermediate 5.5 Select Case Function {Address2} {City}, {Region}, {Postal Code} 3. Run report and notice that Address2 is blank sometimes 4. Create a Contact Formula called: Contact {Customer.Contact First Name}[1] +. + {Customer.Contact Last Name} 5. Create a formula called: FullAddress if isnull({customer.address2}) then {Customer.Address1} else {Customer.Address1} + ", " + {Customer.Address2} 6. Create a formula called CityZip {City} +, + {Region} + + {Postal Code} 7. Put the address together and replace the fields on the report. {Customer Name} {@Contact} {@FullAddress} {@CityZip} 8. Print the labels on two columns Section Expert Details Section Format with multiple columns Layout Tab Detailed Size Width: 2.5 Gap between Details Horizontal: 0.5 Printing direction: Across then down 9. Final result follows: Example1: Simple Select Case Statement. Select {State} Case CA : California Case UT : Utah Case NV : Nevada Default: Not Available Example 2: Place multiple statements in the case statement. Local Stringvar formula; Select {movieid} Case 3, 4, IS< 3: formula = "low" Case 5 To 8, 9: formula = "medium" Case 10: formula = "high" Case 12: formula = "extreme"; Example 3: Create High, Medium, and Low salary. Select {Last Year s Sales} Case Is>50000: High Salary Case Is>30000: Medium Salary Case Is>20000: Low Salary Default: No Salary Example 4: Use of Variables and multiple case values. Local Stringvar formula; Select Left ({Customer.Fax}, 3) Case "604", "250": formula = "BC" Case "206", "509", "360": formula = "WA"; Optional Topics Page 32

34 Excel Networks 5.7 Variable Variables are commonly used in most program languages. Crystal Reports Declaration also supports the use of variables. 5.7a Local Local to formula only. 5.7b Global Passed to other formulas in report (default). 57c Shared Passed to subreports and other subreport functions. 5.8 Variable Rules you need to follow: Make sure you use the proper data type(critical): NumberVar, Currencyvar, Stringvar, Datevar. Every statement should finish with a semicolon ; Character values must be less than 254 characters. Don t use reserved names: Example Sum. You can declare and assign a value in one statement: Stringvar Varname := Test ; Or you can declare and assign a value later: StringVar VarName; VarName := Test ; Practice Exercise 35 Formula1: Create a test using variables. Variables Global Stringvar Test1 := test1 ; Test1; Formula2: Create Test2 using variables. Local Numbervar Test2; Test2 := 34; The test value is + Test2 Practice Exercise 36 There are different layouts to use variables. Example: Variables / DateVar MyDate := CurrentDate; Dates StringVar MyYear; Practice Exercise 37 Variables / Dates StringVar MyMonth; StringVar MyDay; MyYear := ToText(Year(MyDate),0,""); MyMonth := ToText(Month(MyDate),0,""); MyDay := ToText(Day(MyDate),0,""); // Concatenate the Day, Month and Year "Day=" & MyDay & ", " & "Month=" & MyMonth & ", " & "Year=" & MyYear StringVar MyYear := ToText(Year(CurrentDate),0,""); StringVar MyMonth := ToText(Month(CurrentDate),0,""); StringVar MyDay := ToText(Day(CurrentDate),0,""); // Concatenate the Day, Month and Year "Day=" + MyDay + ", " + "Month=" + MyMonth + ", " + "Year=" + MyYear 5.9 Arrays Will hold up to 1000 values. In some program languages, reference the first value as 0. In Crystal Reports, we reference the first value as 1. For example, an array of 5, 10, 20, 30. The 5 is referenced as position [1]. Practice Exercise 38 Example 1: Global Stringvar Array Test1 := [ test1, test2 ]; Test1[1]; Returns the value: test1 Example 2: (Must redeclare array variable.) Global Stringvar Array Test1; The test is + Test1[1] Returns the value: The test is test1. Example 3: (State := ["CA", "NV", "UT"]; State[1]; Returns the name CA. Example 4: Global StringVar Array Status := ["Promoted", "Retained", "Layed-Off"]; Status[2]; Returns the name Retained. Page 33

35 Crystal Reports 2008 Intermediate 6. Advanced Processing Example 5: Global StringVar Array Status; Join (Status, ", "); Returns the string: Promoted, Retained, Layed-Off. Example 6: global stringvar array test := [{Customer.Address1},{Customer.Address2}, {Customer.City}, {Customer.Region}, {Customer.Country}, {Customer.Postal Code}, "Friendly Neighborhood"]; test[3] + " is a " + test[7] Returns the result: San Francisco is a Friendly Neighborhood. Behind the scenes, Crystal Reports does a lot of processing of information. From using SQL to request information, to using Crystal Reports to process the data retrieved. 6.1 Multi Passes 6.2 Pre-Pass1 This is done before the report reads records from the Database. Example: Calculate formulas that return constant values (10*5=50). The following can be inserted in your code to push the processing to Pre- Pass1: BeforeReadingRecords; 6.3 Pass 1 Gathering Data: Reads the database records. Calculates recurring formulas (formulas per record, not summary formulas). Filters records based on selection criteria. Record sorts and groups data. Calculates subtotals and Grand totals. Processes Cross-tabs, charts, and maps provided they are based on database fields and/or recurring formulas. Saves records for report in RAM / temporary files. The following can be inserted in your code to push the processing to Pass1: WhileReadingRecords; 6.4 Pre-Pass2 Sort and Filtering: Example: Sorts and filters groups based on Top N and/or Hierarchical groupings. 6.5 Pass 2 While the report reads the records from the Database: Formats pages (on demand) Filters groups Calculates running totals Calculates print time formulas (formulas marked While Printing Records). Processes Cross-tabs, charts, and maps that include running totals and/or print time formulas. Processes OLAP grids. Processes Sub reports. Processes Page on-demand. The following can be inserted in your code to push the processing to Pre- Pass2: WhilePrintingRecords; 6.6 Pass 3 While the report prints, the records read from the Database. Calculates the total page count - Applies total number of pages to Page N or M fields. Page 34

36 Excel Networks 6.7 EvaluateAfter (name); Practice Exercise 39 Student Project G Evaluate After Student Project H Running Total Multipass This function uses a formula as input. The formula in which you use it is evaluated after the formula you specify as the EvaluateAfter argument. Blank Report Add table: Customer Ok Add Fields from the Field Explorer: {Customer name} and {Last Year s Sales}. Preview Report Report Performance Information Processing Add a page number to the Report Footer and review the processing. Sometimes you may need to force a formula to be evaluated during a specific pass. To do this, you ll need to include an Evaluation Time function in the formula. 1. File menu New Blank Report Create blank Xtreme345.mdb. 2. Add tables: Customer, Employee, and Orders. 3. Add fields {Employee ID}, {Customer Name},{Last Year s Sales}. 4. Create the formula called: Commission Calculates each sales employee s commission based on a fixed rate of.12. CurrencyVar Commission := {Customer.Last Year's Sales}*.12; Commission; 5. Place the Commission formula in the details section. 6. Preview the report. 7. Create a new formula named Remuneration Calculates the total remuneration which is the basic salary ($7000) plus commission. CurrencyVar Basic := 7000; CurrencyVar Commission; Basic + Commission; 8. Place the remuneration function in the details section. 9. Preview the report The formula stores the salesperson s basic salary in a variable named Basic. The formula then declares the variable Commission but doesn t specify a value because the variable should refer to the value of the variable with the same name in the Commission formula. The formula then calculates the sum of the basic salary and the commission. The result is the commission did not get initialized in the formula, nor has the commission formula been evaluated. 10. Change the remuneration formula to the following: Evaluateafter ({@Commission}); Currencyvar Basic := 7000; Currencyvar Commission; Basic + Commission; 11. Preview the report The total remuneration as a sum of basic salary and commission now appears in the formula. This is because the commission formula is now forced to execute before the remuneration formula. This example is used to demonstrate a multipass problem. It will compare a subtotal with a running total when using the Group Sort Expert. 1. File menu New Blank Report Xtreme345.mdb Add table: Customer Ok. 2. Add Fields from the Field Explorer: {Customer.Customer Name}, {Customer.City}, and {Customer.Last Year s Sales} 3. Group by {Customer.Country} 4. Insert a Subtotal in group footer 1 and a label called Sub-total. Choose the field to summarize: {Customer.Last Year s Sales} Calculate this summary: Sum Summary Location: Group #1: Customer.Country - A 5. Insert a grand total and label it Grand Total. Page 35

37 Crystal Reports 2008 Intermediate 6.8 SQL Command for Crystal Reports Student Project I Choose the field to summarize: {Customer.Last Year s Sales} Calculate this summary: Sum Summary Location: Grand Total (Report Footer). 6. Create a running total with the following parameters. Place it under the grand total and label it Running total. Running Total Name: Grand Total Fields to Summarize: {Customer.Last Year s Sales} Type of Summary: Sum Evaluate: Each Record Reset: Never Depending on the version of the database used both values should be $9,076, Create a top N where n=3 and exclude others. For this group sort: Top N Where N is: 3 Include others, with same name 8. Compare the two grand totals. Why are they different? 9. Remove the TopN and create a group selection formula that only includes those subtotals that are greater than 100,000. Compare the difference. Place SQL command to interface the database. Example: File menu New Blank Report Add Command. Create a report using an SQL Query. 1. File menu New Blank Report Xtreme345.mdb Add table: Employee Ok Add Fields from the Field Explorer: {Employee ID}, {Last Name}, {Position}, and {Hire Date}. 2. Create a select expert using the following criteria: 3. Show the SQL statement: Database Show SQL Query. 4. Cut the code in order to past it in a new report. Select the SQL Statement Ctrl C 5. Open up a new file to create a SQL interface to the database. File menu New Blank Report Create New Connection ODBC(RDO) Add Command Add to list by using the right single arrow. Page 36

38 6. Paste your SQL code in command box Ok Ok. Excel Networks Optional Topics 6.9 SQL or Sequel Command Structure 7. Open Field Explorer Database Fields Command Place fields {Employee ID}, {Last Name}, {Position}, {Hire Date} on the report. 8. Preview report and the results should be the list of all Sales Representatives only. SQL Clauses: Select, From, Where, Group By, Having, and Order By. Joins Types: Inter Join, Right Outer Join, Left Outer Join SQL Processing The client submits the SQL command to the server for processing. The server extracts the information from the database. It then sends the result to the client To see the SQL code in Crystal Reports 6.12 Generic SQL command Proper order of flow Reports Show SQL Command The Crystal syntax will look like: {Customer.Customer name} The SQL syntax will look like: `Customer`.`Customer Name` There are different flavors of SQL which supports advanced operations Generic SQL command structure: SQL clauses SELECT - fields to retrieve, required SELECT DISTINCT custname - returns a unique result or no dups SELECT * - retrieves all fields FROM - identifies the database, required WHERE - filter criteria GROUP BY - grouping HAVING - grouping filter ORDER BY - sort order 6.13 Rules to follow Order in SQL Statement: SELECT, FROM, WHERE, GROUP BY, HAVING, ORDER BY Spaces - between clauses and statements. Comma - multiple fields require commas. Quotations - between 2 word name fields. Optional Grave characters (located to the left of the 1 key), or brackets [ ] Conventions Uppercase - used for clauses. Page 37

39 Crystal Reports 2008 Intermediate not mandatory Different lines - each clause Table.field - It is easier to understand if you use Table.Field Customer.CustName. 2 word names - SELECT `Customer`. Full Name` - No spaces in this string. ; end of code Functions This is also called aggregate function which can be used in an SQL statement. It is simply a function that contains several values as input such as Count(Employee.`Employee ID`). Functions such as: Count, Ave, Max, Min, and Sum create a single result from multiple input records. They are used in SELECT and HAVING clauses. One rule that must be followed, requires parentheses and field name: SELECT Position, Count(Employee ID) as Employees FROM Employees 6.16 Inner join COMBINING TABLES WITH AN INNER JOIN STATEMENT ALLOWS THE TWO FIELDS THAT JOIN THE TABLES TO HAVE THE SAME OR DIFFERENT NAMES. The WHERE statements and SELECT INNER JOIN ON statements select_list will only return records that FROM are common to both tables as table_a shown in the following INNER JOIN diagram. Therefore if a record table_b in Table B does not have a ON corresponding record in Table table_a.col_x = table_b.col_y; A, then it will not appear in the results Right Outer Join Joins all the records from table_b with only the corresponding records from table_a. SELECT name, amount FROM orders RIGHT JOIN customer ON orders.id = Customer.ID 6.18 Left Outer Join Joins all the records from table_a with only the corresponding records from table_b. SELECT select_list FROM table_a RIGHT OUTER JOIN table_b ON table_a.col_x = table_b.col_y; SELECT select_list FROM table_a LEFT OUTER JOIN table_b ON table_a.col_x = table_b.col_y; 7. Subreports Subreports will allow you to collect information from the same or a different database because you were unable to collect the information in the main report. In some cases, subreports are the only way to gather external information for a different data source. 7.1 Subreport Toolbar Icon 7.2 Unlinked A Subreport can be displayed on the main report but its data is completely Page 38

40 Excel Networks Practice Exercises 42 Unlinked unrelated. Example Copyright statement contained in a separate table that is unrelated. File menu New Blank Report Xtreme345.mdb Add table: Employee Ok Add Fields from the Field Explorer: {Employee ID}, {Last Name}, {First Name} Insert Subreport New Report Name: Products List Report Wizard button Add table: Product Ok Next Available Fields: {Product Name}, {Color}, {Size}, and {M/F} Finish Ok Place in the Report Footer. Note: The unlinked subreport is on page Linked Data that appears in the main report is related to the information in the details section. Double clicking on the subreport creates a drilldown to a separate tab view and can be modified. Practice Exercise 43 Linked File menu New Blank Report Xtreme345.mdb Add table: Employee Ok Add Fields from the Field Explorer: {Employee ID}, {Last Name}, {First Name} Insert Subreport New Report Name: More Info Report Wizard button Add table: Employee_Addresses Next Available Fields: Add all the Emergency fields Finish Ok Place in the details section Refresh Right-Click on the Subreport Change Subreport links Add the {Employee ID} to main report (top) and the Subreport (bottom). Practice Exercise 44 Continue from previous practice exercise: Right-Click on the Subreport Edit Modify Subreport (You can now make changes to the subreport Preview to see Subreport result. 7.4 On-Demand Hyperlinks to a subreport. Right-Click on the subreport Format Subreport Subreport tab On-demand Subreport. Practice Exercise 45 Continue from the previous practice exercise and change more information to On-Demand on-demand: Right-Click on the subreport Format Subreport Subreport tab On-demand Subreport. 7.5 Use Existing Use an existing report to create a subreport. A copy of the existing report is Report added to the main report. Practice Exercise 46 File menu New Blank Report Xtreme345.mdb Add table: Use Existing Employee Ok Add Fields from the Field Explorer: {Employee ID}, {Last Report Name}, {First Name} File menu Save As C:\Data\Test1.rpt. File menu New Blank Report Xtreme345.mdb Add table: Customer Add Fields from the Field Explorer: {Customer ID}, {Contact Last Name}, {Contact First Name} Insert Subreport Choose an Existing Report C:\Data\Test1.rpt Ok Place in the Report Footer. 7.6 Shared Variable Used to pass between main report and subreport. Student Project J Linked Subreport Two Databases- See Student Project J - Page 40 Optional Topics 7.7 Suppress blank Subreports 7.8 Subreport Preview tab 7.9 Subreport Caption in Preview Right-Click on the Subreport Format Subreport Subreport tab. Note: You also may need to suppress the section on the main report. When you preview a subreport, you can customize the tab. Used for On-Demand subreports. Page 39

41 Crystal Reports 2008 Intermediate Student Project J - Linked Subreport Two Databases Create Initial Report 1. Attach to Xtreme Database File menu New Blank Report Xtreme345.mdb Add table: Customer Ok 2. Add Fields from the Field Explorer: {Customer name}, {City}, {Last Year s Sales} 3. Group by: {Region} 4. Select Expert: Customer Region is one of AZ, BC, CA, OR (Optional fields that contain data in both databases: id, ic, mn, ri, va, wi). Create the subreport 1. Create a Subreport Design View Tab Insert Subreport X Create a Subreport with the report wizard New Report Name: Mountain Bike DB 2. Report Wizard Choose the Report Wizard Button Make New Connection Next Access/Excel Make New Connection C:\Data\CR2008-2\Mountain Bike.mdb Finish Add CUSTOMER table Next Add records: {CONAME}, {CITY}, {LASTYRSALES} Finish Ok Note: Place the Subreport in the Group Footer section. 3. Create Links between the two databases Right-Click on the Subreport Change Subreport Link Link to Customer.Region On bottom make sure you are linking to the STATE Note: State is the same as region 4. Suppress unwanted information Subreport Suppress the following sections: Report Headera, Report Headerb, Report Footerb 5. Remove Border of subreport in the Design view Right-Click on the Subreport Format Subreport Border: Left=None, Right=None, Top=None, Bottom=None 6. Resize so report and Subreport match Format Size and position The end result will be a report and Subreport pulling information from different sources appearing on the same report. Extra Credit - These are additional items that can be performed Total Count of the region This will count the records on both databases and provide a total count of records per region. 1. Go to the Design View 2. Create a formula to count the records in the main report Formula name: Count Initialize Shared Numbervar GCount := count({customer ID}, {region}); GCount; 3. Place formula in the group header for testing purposes 4. Go to the Subreport (Right-Click Edit Subreport) 5. Create Formula in Subreport and add Main report GCount Create formula called SCount Shared Numbervar GCount; Page 40

42 Excel Networks Total Count + ToText(count({CONAME}) + GCount, 0); 6. Place formula in Subreport footer Place a text box in blank subreports if no data exists. If the subreport results are null then have a message appear in the Subreport Box Add a label in subreport and place the message on top of exiting details 1. Create ab label field Type the following in the field: No Data Available 2. Suppress the field if the subreport produces a result Right-Click on the ab label field Format Text Common tab Suppress X-2 In the formula box type: not isnull({coname}) Suppress the blank Subreports If the Subreport produces a null statement remove the empty Box 1. Right-Click on the subreport Format Subreport Subreport Tab X Suppress Blank Subreport 2. Report Section Expert Group Footer 1 x Suppress Blank section Subreport Preview tab Double click on the sub report and notice that the title on the tab is the name of the Subreport Right- Click on the Subreport Format Subreport Subreport tab Subreport Preview tab Option X- 2 {Region} + Subreport Subreport Caption in Preview Right-Click on the Subreport Format Subreport Subreport tab X On Demand Next to the OnDemand Click X-2 Click here to see the Subreport 8. Advanced Groups Groups provide ways to organize your data in different ways. There are advanced techniques used to organize your report beyond what is contained in the database. Also, the drill down feature provides another level of functionality that will be covered in detail. 8.1 In ascending order Alphabetical A to Z. 8.2 In descending order Alphabetical Z to A. 8.3 Specified Order Allows you to create a custom group and sort it in the order you specify. 8.4 Original Order Original order in the database. Page 41

43 Crystal Reports 2008 Intermediate 8.5 Customize Group Substitute an alternate name. Name 8.6 Keep Group Keeps the group together. Together 8.7 New Page After Break page after a specific number of visible groups. 8.8 Repeat Group Places the group name on a new page. Header 8.9 InRepeatedGroup Function that identifies if the group name breaks to the second page. Header Formula Name: Continue=if InRepeatedGroupHeader then Continued.. Optional Topics 8.10 Group a Formula Create a formula based on a group Hierarchical Need hierarchy defined in database. Group Student Project K Grouping Data Hierarchically - See Appendix K-Page Drilldowngroup 0=Top level, 1=one level down; Used to display different titles on the level drilldown view Groupnumber Returns the current group number Groupinglevel(fld) This is used in conjunction with the Hierarchy function to determine the level of the hierarchy OnFirstRecord Not OnFirstRecord 8.16 OnLastRecord Not OnLastRecord Step 1 Create new report: Create blank report using the Employees 8.17 InRepeated Table Add fields Employee ID, Position, Salary GroupHeader Step 2 Create Group: Create a group by Position Options: Repeat Group Header on Each page Step3 Create Formula: Formula Name: Continued if InRepeatedGroupHeader Then "Continued " Step 4 Place: Place on Group header 1 Step 5 Expand report: Expand the details section so the Sales Representative falls on the 2 nd page. Student Project K - Grouping Data Hierarchically 1. Add table: Employees Ok. 2. Group by Employee ID 3. Report Hierarchical Grouping Options Page 42

44 r D E o v N alu ot a D tio up n lic O at nly e Excel Networks Using the Reports To field 1. Add table: Employees Ok. 2. Group by Employee ID 3. Report Hierarchical Grouping Options Fo Create New Blank Report File menu New Blank Report Add table: Employee Ok Add Fields from the Field Explorer: {Position} and {Salary} Insert group and customize the name field Insert Group {Employee ID} Options: X Customize Group Name Field {Last Name} Options X Use A Formula As a Group X2 {Employee.First Name} + + {Employee.Last Name} Select all fields in the Details section and move them to the Group Header 1 Set the Hierarchical group options Report menu Hierarchical group Options X Sort Data Hierarchically Parent IT Field: Supervisor ID Group Indent: 0 Ok Page 43

45 Crystal Reports 2008 Intermediate Create hierarchical indent Right-Click on the Last name field Size and Position X Coordinate X-2 (HierarchyLevel (GroupingLevel ({Employee.Employee ID})) 1) * 1440 / 4 Create a Summary of Salary Choose Summary Field: {Salary} Calculate: Sum Summary Location: Group Employee ID X Summarize across hierarchy Place in group Header 1 next to {Salary} Suppress Un-needed report sections Section Expert Details Section X Suppress Group Footer 1 Section X Suppress Report Footer Section X Suppress Page Header Labels Name UnKnown Salary Total Preview Report 9. Cross tab A Cross Tab is similar to Pivot Tables in Excel. It is a technique used to display a large amount of data in order to quickly make comparisons and identify trends. 9.1 Placement The most common placement is in the report header or group header. The details section does not accept cross-tabs. 9.2 Planning A longer list or records, should be in the rows and the shorter record should be in the columns. 9.3 Cross-Tab File menu New Cross-Tab Wizard Wizard Practice Exercise File menu New Cross-Tab Xtreme345.mdb Add tables: Customer Crosstab and Orders. 2. Verify Links Next 3. Cross-Tab Screen fill in the following: Page 44

46 Excel Networks Choose Option: For each year Practice Exercise 49 Crosstab Chart Practice Exercise 50 Record Selection Practice Exercise 51 Template Press Next Continue from previous practice exercise: Choose Make the choices to the right Next. Continue from previous practice exercise: Choose the fields to the right Next Continue from previous practice exercise: Choose: Basic Gray Scale Choose Finish 9.4 Cross-Tab Right-Click in the upper left corner of the crosstab Cross-Tab Expert. Expert 9.4a Cross-Tab This screen allows you to change the rows or columns and the summary fields. Add Region to the Rows. 9.4b Style Right-Click on the Cross-Tab Crosstab Expert Style tab. 9.4c Customized Right-Click on the Cross-Tab Crosstab Expert Customized Style tab. Style 9.5 Format You can use the format using the common tab, Border (outer edge of the Page 45

47 Crystal Reports 2008 Intermediate Cross-Tab Right-Click on the Data value Highlight Expert. Right-Click on the Data value Format Field Font X-2. Remove the values of 0: Right-Click on a 0 value Highlight Expert Value of: This Field is equal to 0 Font Color: White Remove the values of 0: Right-Click on any value Highlight Expert Value of: This Field is greater than Font Color: Red Conditional formatting: Right-Click on values Format field Font tab Color X-2 If CurrentFieldValue = 0 Then CrWhite Else CrBlack Section Expert Suppress X-2 CurrentFieldValue = 0 r D E o v N alu ot a D tio up n lic O at nly e 9.6 Conditional Format Practice Exercise 52 Remove 0 values Cross-Tab) or the set hyperlinks. Click on the upper left corner of the Cross-Tab Format Cross-Tab. Practice Exercise 53 High Values Practice Exercise 54 Other Conditional Formats Optional Topics 9.7 Group Crosstab 9.8 Add a chart to a Cross-tab Report 9.9 Group Sort Expert Practice Exercise 55 Group Sort Expert 9.10 Pivot Cross-tab Fo 9.11 Summarize Fields Labels 9.12 Advanced Calculations Cross-Tabs can be placed in the group header which reports on that group only. Create a group Insert Crosstab Place in group header. Right-Click on the Cross-Tab Insert Chart. Shows the top N values. Right-Click on the upper left corner of the CrossTab Group Sort Expert. Show the top 5 Regions. Right-Click on the CrossTab Group Sort Expert Enter the following on the right. Switches the rows and the columns. Right-Click on the Cross-Tab Pivot Cross-tab. Adds additional labels. The calculation formula is used to adjust the summaries in Calculated Members. Right-Click on the Cross-Tab Advanced Calculations Calculated Member Enter the information on the right Edit Value Formula Ok. Page 46 {Amount}* 1.10

48 Excel Networks 10. Alerts Alerts are custom messages that appear or pop-up when a condition is met. If the condition is true, the alert is triggered and each time you do a refresh, the alert is triggered again. Report Alert Create or Modify and Alert. File menu New Blank Report Xtreme345.mdb Add table: Customer Ok Add Fields from the Field Explorer: {Customer name}, {Contact First Name}, {Contact Last name}, and {Region} Group by: Region Report Alerts Create or Modify Alert New r D E o v N alu ot a D tio up n lic O at nly e 10.1 Create an Alert Practice Exercise 56 Alerts Press the Condition Button and enter the following condition: Student Project L Alerts {Last Year s Sales} > Save and exit alert screen Refresh (F5 key) Note: If the error condition is met an Alert message will appear. When you double click on the alert a drill down report if the records that meet the condition will be generated. Adjust the $500,000 down if necessary if no customer has revenue greater than $500,000. File menu New Blank Report Xtreme345.mdb Add tables: Customer and Orders Add Fields from the Field Explorer: {Customer name}, {Order ID}, and {Order Amount} Report Alerts Create or Modify Alert New Fo Press the Condition Button and enter the following condition: 10.2 Edit an Alert 10.3 Delete Alert {Order Amount} < 0 Save and exit alert screen Refresh (F5 key) Note: If the error condition is met an Alert message will appear. When you double click on the alert a drill down report if the records that meet the condition will be generated. Report Alert Create or Modify and Alert. Report Alert Create or Modify and Alert. 11. Templates Templates can be used to re-format an entire report to follow a standard layout. Other reports can also be used to re-format existing reports in order to match the layout Predefined Report Template Expert Choose a template. Page 47

49 Crystal Reports 2008 Intermediate Template 11.2 Undo A Template 11.3 Template Expert 11.4 Use an existing Report as a template Practice Exercise 58 Create Template Practice Exercise 59 Saving the Template Practice Exercise 60 Testing 1 Report Template Expert Undo the current template. Note: There is only one level of undo. Choose Icon or Report Template Expert Choose a template. Report Template Expert Browse Template Report.rpt File menu New Blank Report Cancel Database Expert. 1. Report Header - Create a title by inserting a Text Object. Place the Special Field of the Report Title in the title box. Format text box: Size=24pts, Bold, Blue, Create a drop shadow with blue color. 2. Report Header - Add a Logo to the title Insert Picture C:\Data\CR2008-2\Xtreme.bmp). 3. Details - Add 5 Template Field Objects Insert Template Field Objects. Format all details: Black, Size Create a group using the 5 th Template Field Object. Format Group Header Name: Blue, Size Page Footer - Insert a Special Fields of Page number. 6. Report Footer - Insert a copyright statement- Insert Picture C:\Data\CR2008-2\Copyright.jpg. Update Summary Information: File menu Summary Information Title: Template 5fields Save the template in Folder: C:\Program Files\Business Objects\Crystal Reports 11\Templates\EN\ File name: Template 5 fields.rpt. File menu New Blank Report Add table: Employee Ok. Add Fields from the Field Explorer: {Employee ID}, {First}, {Last}, {Hire Date}, {Salary}. Group By: {Position}. Report Template Expert Apply Template. File menu New Blank Report Add table: Employee Ok. Add Fields from the Field Explorer: {Employee ID}, {First}, {Last}, {Hire Date}, {Position} and {Salary}. Group By: {Position} Report Template Expert Apply Template. Practice Exercise 61 Testing 2 Optional Topics 11.5 Building a File menu New Blank Report Cancel. Page 48