TRAINING GUIDE. Crystal Reports Beginning Crystal 1

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1 TRAINING GUIDE Crystal Reprts Beginning Crystal 1

2 Using Crystal Reprts with Lucity Beginner 1 The first f a seven-part series, this wrkbk is designed fr new Crystal Reprts users. Yu ll learn hw t make small mdificatins t an existing reprt under a new reprt name and link yur custmized reprt int Lucity. Table f Cntents Getting Started... 3 Crystal Reference... 3 Standard Tlbar... 3 Insert Tls Tlbar... 3 Frmatting Tlbar... 4 Expert Tls Tlbar... 4 Navigatin Tls Tlbar... 4 Menu Bar... 5 Custm Reprts frm a Standard Reprt... 8 Finding the Reprt Lcatin and Name - Desktp... 8 Finding the Reprt Lcatin and Name Web... 9 Renaming Reprts... 9 Exprting a Reprt Desktp Web Setup Optins Optins Reprt Optins Dcument Prperties Reprt Sectins Mdifying a Reprt Saving and Viewing yur Reprt Preview Sample Set Print Date Field Types Changing Text in Text Objects Field Sizing Resize a Text Bx:... 28

3 Resize a Field: Deleting a Field Field Mvement Add a Text Object Adding Fields Desktp Web Special Fields Cpying Fields Frmatting Fields General Frmatting Number Frmatting Cpying Frmatting Alignment f Fields Using Frmulas Date and Time Fields Date Fields Time Fields Dcumentatin Cmments Inserting Lines and Bxes Lines Bxes Grwing Fields Reprt Manipulatin Remving Parameters Inserting an Agency Lg Datasurce Set Datasurce Lcatin Desktp Web Desktp r Web Cnverting Desktp Reprts t use in the Web Adding a Reprt t the Mdule Desktp Accessing Reprts in Lucity - Desktp Web Accessing Reprts in Lucity Web Beginning Crystal 1 2

4 Getting Started The Crystal Reprt sftware is what is currently used t create the standard reprts prvided with the Lucity sftware. T create r revise reprts the user must wn the Crystal Reprts sftware. The user als needs t have permissin t make changes t the reprts and add them t the system. The desktp versin f Lucity can nly supprt the functins prvided in Crystal XI. The Lucity sftware can run reprts created in later versins f Crystal, hwever; it cannt use any new functinality. The Web versin f Lucity was develped using a newer versin f Crystal, Crystal There is at least ne added bit f functinality in this versin that is very helpful t have. If yu are purchasing the Crystal Reprt sftware yu shuld buy at least Crystal Crystal Versins 9, 10, XI, 2008, 2011, 2013, Crystal Reference The tl bar icns smetimes change with the versin f Crystal. Mst screen shts thrughut the Help Guides capture what was prvided with Crystal XI. Standard Tlbar Crystal XI New Reprt, Open, Save, Print, Print Preview, HTML Preview, Cut, Cpy, Paste, Frmat Painter, Und, Red, Tggle Grup Tree, Field Explrer, Reprt Explrer, Repsitry Explrer, Dependency Checker, Wrkbench, Find, Zm Cntrl, Help Crystal 2008 New Reprt, Open, Save, Print, Print Preview, HTML Preview, Exprt, Cut, Cpy, Paste, Frmat Painter, Und, Red, Tggle Preview Panel, Field Explrer, Reprt Explrer, Repsitry Explrer, Dependency Checker, Wrkbench, Find Insert Tls Tlbar Crystal XI Insert Text Object, Insert Grup, Insert Summary, Insert Crss-Tab, Insert OLAP grid, Insert Subreprt, Insert Line, Insert Bx, Insert Picture, Insert Chart, Insert Map Crystal 2008 Insert Text Object, Insert Grup, Insert Summary, Insert Crss-Tab, Insert OLAP grid, Insert Subreprt, Insert Line, Insert Bx, Insert Picture, Insert Chart, Insert Map, Insert Flash Object Beginning Crystal 1 3

5 Frmatting Tlbar Crystal XI Fnt Face, Fnt Size, Increase Fnt Size, Decrease fnt Size, Bld, Italics, Underline, Align Left, Align Center, Align Right, Justify, Fnt Clr, Outside Brders, Suppress, Lck Frmat, Lck Size/Psitin, Currency, Thusands, Percent, Increase Decimals, Decrease Decimals. Crystal 2008 Fnt Face, Fnt Size, Increase Fnt Size, Decrease fnt Size, Bld, Italics, Underline, Align Left, Align Center, Align Right, Justify, Fnt Clr, Outside Brders, Suppress, Lck Frmat, Lck Size/Psitin, Currency, Thusands, Percent, Increase Decimals, Decrease Decimals. Expert Tls Tlbar Crystal XI Database Expert, Grup Expert, Grup Srt Expert, Recrd Srt Expert, Select Expert, Sectin Expert, Frmula Wrkshp, OLAP Design Wizard, Template Expert, Frmat, Insert Hyperlink, Highlighting Crystal 2008 Database Expert, Grup Expert, Grup Srt Expert, Recrd Srt Expert, Select Expert, Sectin Expert, Frmula Wrkshp, OLAP Design Wizard, Template Expert, Frmat, Insert Hyperlink, Highlighting Navigatin Tls Tlbar Crystal XI Refresh, Stp, Shw First Page, Shw Previus Page, Shw Next Page, Shw Last Page, Back, Frward Crystal 2008 Refresh, Stp, Shw First Page, Shw Previus Page, Shw Next Page, Shw Last Page Beginning Crystal 1 4

6 Menu Bar The functins f the tlbar icns are als available in the drp-dwn Menu Bar at the tp. Beginning Crystal 1 5

7 Beginning Crystal 1 6

8 Lucity prvides a Request Summary Reprt (ReqSum.rpt) that lks like this: Preview We wuld like t mdify the reprt t lk like this: Preview Sme f the changes include adding a cmpany lg, changing clumn headers, adding text bjects, adding data fields, creating frmulas and frmatting. Beginning Crystal 1 7

9 Custm Reprts frm a Standard Reprt Finding the Reprt Lcatin and Name - Desktp The first step in mdifying a standard Lucity reprt is t identify the reprt name and lcatin s a cpy f the reprt can be created t mdify as a new custm reprt. 1. Open the Lucity mdule where the Request Summary Reprt is lcated. Select Wrk>>Request frm the Lucity main menu. 2. Open the Reprts dialg. Click the reprt icn n the mdule tlbar. 3. Lcate the reprt t be mdified and highlight it. Summary f Requests 4. Yu ll see the Reprt File Path at the bttm f the dialg bx. This path tells yu imprtant infrmatin abut the reprt. The first part f the path tells yu where the reprt file is lcated. In ur example belw, the reprt is lcated at C:\Lucity76\Reprts\Wrk\. Nte: Lucity reprt files are stred in the shared files lcatin designated during yur initial installatin. This is typically n a file server but culd be n yur lcal machine. In the path shwn belw, C is a mapped drive. This culd als be a UNC path using the full server name. The reprt name appears after the last backslash. As yu can see belw, this reprt is named ReqSum.rpt. Beginning Crystal 1 8

10 In the reprt lcatin, the Reprts Directry can be srted by Name r Date Mdified by clicking n the title in the upper bar. Finding the Reprt Lcatin and Name Web The Web Reprt list varies depending n the versin f Lucity being used. Typically, there will be the Reprt Name, Descriptin and File Name. There may als be a reference t Quick Reprt Type and Grup Name. Renaming Reprts If yu mdify a reprt and save it under the riginal name, the changes yu made will be verridden the next time Lucity is upgraded. Thus, reprts that are mdified must be saved under a new name in rder t be used. Nte: Yu must have adequate permissins t save the mdified reprts. If yu are nt sure whether yu have these permissins, check with yur system administratr. 1. Yu ll want t make a cpy f the reprt befre yu begin wrking n it. Yu can d this by simply exprting the reprt frm the Lucity mdule s Reprt List t the Reprt Directry under a different name. 2. It s a gd practice t establish a naming cnventin fr yur custm reprts that makes them easy t distinguish frm the Lucity standard reprt names. Fr example, yu might want t add a tw r three letter abbreviatin fr yur cmpany r rganizatin r perhaps yur initials t the riginal reprt name as a prefix r suffix. Sme sample custm reprt names are LC_ReqSum.rpt r ReqSum_LC.rpt. Adding the abbreviatin t the end f the reprt name (befre the.rpt extensin) will allw the custm reprt t be srted with the riginal. Adding the abbreviatin as a prefix will srt all yur custm reprts tgether. 3. Lucity reprts stre database cnnectin infrmatin. When the reprt is run in Lucity, the prgram replaces this cnnectin infrmatin with cnnectin strings specific t the custmer s database cnfiguratin during run-time. When yu exprt a reprt, the database cnnectin infrmatin used at run-time is saved. This is the preferred methd fr handling Lucity reprts and will ensure that the reprt stays pinted t the crrect data set s that the reprt can be run ut in Crystal. Beginning Crystal 1 9

11 Exprting a Reprt As previusly mentined, the preferred way f handling Lucity reprts is t exprt them. This allws yu t rename the reprt and make mdificatins as well as maintain yur database cnnectin infrmatin. Fllw the steps belw t exprt a reprt: Desktp 1. Within the Reprts dialg click All Recrds. 2. Highlight the reprt yu d like t cpy (Summary f Requests) and select Exprt Reprt. (Wait) 3. An Exprt dialg will appear. a. Select Crystal Reprts frm the Frmat drp dwn bx. b. Then, select Disk file in the Destinatin drp dwn bx. c. Click OK. Beginning Crystal 1 10

12 4. The fllwing dialg will appear: 5. Find the lcatin where the reprt is t be stred. It is recmmended that yu use the default reprt lcatin discussed in the previus pages. 6. Type in a new File Name (LC_ReqSum.rpt). 7. Click Save. 8. At this pint the reprt needs t run, the subtitle query is ptinal but almst any ther query such as dates must be entered, then click OK. Nte: If the Exprt takes mre than a few secnds then cancel and change the Reprt filter t This Recrd Only. This may be necessary fr cmplex reprts, especially nes with subreprts. Then Exprt (fllw abve steps 2 8). Beginning Crystal 1 11

13 9. Clse the Reprt dialg. 10. Minimize the Lucity mdule. 11. In the Reprts Directry, pen the new reprt that was just exprted. On the reprt title either Right click and select Open r duble click. 12. Frm the menu bar at the tp f the screen, select File. 13. Uncheck the Save Data with Reprt ptin. 14. Click Save. 15. If the reprt is Exprted with This Recrd Only then the Select Expert needs t be pened and the ID selectin frmula deleted. a. Click Select Expert. b. Click Shw Frmula>>>. c. Click and drag ver the frmula. d. Press Delete key t remve. Beginning Crystal 1 12

14 e. Click OK. f. Click Save. Yu are nw ready t begin making mdificatins t the reprt. Web Nte: Reprts with secure fields may shw as Hidden but this is temprary and can be changed when refreshing the reprt and chsing the Prmpt fr new parameter values. If date fields were required t run the reprt these t wuld be temprarily placed in the reprt until the reprt is refreshed and new parameters are given. 1. In the Request mdule highlight ne recrd. Example 1 2. In the Reprt Dialg click n the reprt t be Exprted. (Requests per Address Reprt) 3. Run the reprt with Selected Recrds and the Advanced View (HTML) ptins. 4. Once the reprt has run, select the Exprt this reprt ptin in the tp tl bar. 5. This pens the fllwing Dialg. Click Exprt. 6. The referenced reprt name in this example is lucitymscrv.rpt and is nt the actual file name, ignre this. Depending n the Brwser being used yu will get a dialg. Internet Explrer shuld lk similar t this: Firefx shuld lk similar t this: Beginning Crystal 1 13

15 7. Select the Open ptin. Click thrugh any cmments such as Invalid Printer r Crystal Reprts versin. 8. In the tl bar select File, UNCHECK the Save Data with Reprt ptin. 9. Open the Select Expert and remve the frmula fr the ID field that was placed in here because the reprt was run with Selected Recrds. 10. In the tp tl bar select File > Save as 11. Brwse t the lcatin fr this new custm reprt (client specific in training we will use CustmLucityWebReprts) and give it a new file name (LC_ReqPerAddyWeb.rpt) Yu nw have a cpy f the reprt with a new name and pinted t yur data. The User ID and Passwrd fr yur database are required t run the reprt away frm the Lucity envirnment. Ex. 2 Setup Optins Whether a reprt is mdified r created new, it is helpful fr certain reprt ptins t be set befre wrking n the reprt. Within the Crystal Reprts Optins and Reprt Optins there are a number f settings that can be preset fr generalizatins. These can be changed fr individual reprts r individual fields within a reprt. Optins T view the Optins sectin, we will lk at the previusly exprted reprt, LC_ReqSum.rpt. In the Menu Bar click File >> Optins The fllwing screen captures shw what ptins can be changed behind the scenes. These ptins will be reflected in all f the reprts created. Beginning Crystal 1 14

16 Once the database has been unified it is imprtant t cnfirm the Stred Prcedures ptin is unchecked. This is necessary t shw all the Lucity tables t add t a reprt r when repinting tables. Crystal Reprts limits the number f bjects available t be used in a reprt and Stred Prcedures are cunted as bjects but are typically nt used in reprting. Ntes: Beginning Crystal 1 15

17 Ntes: Beginning Crystal 1 16

18 Beginning Crystal 1 17

19 Fr each field type there are frmat ptins specific t that type. There is a sample bx at the bttm f the Frmat Editr fr each field type that shws the current field frmatting. String Number Beginning Crystal 1 18

20 Currency Date Beginning Crystal 1 19

21 Time Blean Beginning Crystal 1 20

22 Each Field r Object type pens the Fnt ptins. Beginning Crystal 1 21

23 Beginning Crystal 1 22

24 Reprt Optins Reprt Optins are specific t an individual reprt. In the Menu Bar click File >> Reprt Optins. These Reprt Optins are als available within Subreprts (discussed later). Beginning Crystal 1 23

25 Dcument Prperties Anther useful Crystal ptin is Dcument Prperties. This infrmatin culd help in reprt dcumentatin. Sme f the fields are available t be used in the reprt. They are fund in the Special Fields sectin listed in Field Explrer (Discussed later). In the Menu Bar click File >> Summary Inf Beginning Crystal 1 24

26 Reprt Sectins Every reprt has a minimum f five sectins. These sectins shw n the left side f the reprt. T cnserve space this sectin can be reduced in size by right clicking in the sectin and selecting Shw Shrt Sectin Names Beginning Crystal 1 25

27 Mdifying a Reprt Beneath the tlbars the pen reprt will have a tab with either the reprt file name r the Title set up in Dcument Prperties. Beneath this, the exprted reprt already has tw tabs available, Design and Preview. If the reprt is pened frm the reprt flder then the Design tab will be present, but the Preview tab will nly shw after the reprt has been run. The Design page is where mst f the reprt mdificatins will take place but can be dne in Preview as well. Nte: The und and red buttns are very helpful when revising reprts. Saving and Viewing yur Reprt Save any changes by clicking n Save. It is a gd idea t Save while yu are wrking and nt just when yu are finished with the reprt. (Yu never knw when yu will encunter ne f thse mysterius errr statements that shuts dwn yur system, lsing all f yur wrk). T preview the reprt, click Print Preview. T refresh the reprt, click Refresh. Preview Sample T limit the number f recrds previewed: In the Menu Bar click View. Select Preview Sample Select First and type in the number f recrds yu wuld like the reprt t run with. This is particularly helpful when yu have large numbers f recrds t deal with. Beginning Crystal 1 26

28 Set Print Date Smetimes reprts use the PrintDate functin in frmulas. This is just as it sunds, it uses the current date. If yu need t try the reprt n a previus date that is knwn t meet certain criteria n that date, then the Printdate can be set t a specific date. In the Menu Bar click Reprt. Select Set Print Date and Time Select Other Fill ut the desired Date and Time Nte: The Find Tl buttn can be used in bth the Design and Preview tabs and is helpful fr lcating specific fields r recrds. Field Types Field types include Text Objects, Database Fields, Frmula Fields, Field Titles, Parameter Fields, Running Ttal Fields, Grup Name Fields and Special Fields. When the cursr is placed ver the field bxes, field type infrmatin appears if Tltips is turned n. If yu place the cursr ver the Request # bx, Text Object appears. This means that Request # is a grup f characters that can be mdified. This is a clumn header that was manually typed in. If the cursr is placed ver RQ_Number, it shws the table (WKREQ), field name (RQ_NUMBER) and data type (string). Depending n the age f the reprt the default field captin may als shw. This Database Field is bringing in data frm a table. In Field Explrer (discussed later) the previus tltip infrmatin may shw fr the field and if the "Shw Field Type" ptin is turned n then the field mask and size will shw as well. Beginning Crystal 1 27

29 Changing Text in Text Objects In the example reprt, LC_ReqSum.rpt, we will change the text bject field Request # t Request Number. T change the text within a Text Object: 1. Duble click n the bx with Request #. 2. Click and drag ver the prtin yu want t change (#). 3. Type the new text (Number) and click ut f the bx. Field Sizing change t Smetimes it is necessary t resize r delete existing fields t accmmdate additinal text r make rm fr a new field. Resize a Text Bx: 1. Click n the text bject (Prblem) which will highlight the brders f the bx. This will activate the sizing handles, the small dark dts n each side f the bx. 2. Place the cursr ver the right brder s mark which will turn the curser int a tw sided arrw. Click and drag the bx t the left t reduce the empty space. Resize a Field: Deleting a Field 1. Click n the field (RQ_PROB_TY). 2. Click n the right sizing handle and drag t the left (t abut 7.5 in the tp ruler). Field Mvement 1. Click n the field (RQ_PRTY_TY) t highlight it. 2. Press the Delete key OR Right click in the field and select Delete 1. The simplest frm f mving fields is by clicking n the field and dragging it t the new lcatin. a. Click n the Pririty text bject (resize t reduce the empty space). b. Drag t the right until the left edge is aligned with the 5 mark. Beginning Crystal 1 28

30 2. Multiple fields can be mved by hlding the shift key dwn while clicking n the fields. This will highlight the fields which can then be mved r sized r frmatted all at the same time. The click and drag feature, as well as the adjustment f the bx size, are dne t the highlighted bx with the fur dark marks n the edges (anchr bx). Multiple fields may be cpied r cut as a unit as well. 3. Multiple aligned fields can be mved as a unit by attaching Guidelines t the fields. This can be dne bth hrizntally and vertically using the rulers at the tp and left side f the reprt (if this ptin is turned n). a. In the tp ruler, click near the 6 mark and hld, mving slightly if necessary, until the dtted line meets the left side f the Prblem text bx. Release The left side f the text bx will appear red and there is a pinted bx in the ruler sectin. b. The left edge f the RQ_PROB_TY field will likely be red as well but if nt, click n the field and drag t attach the left side t the guideline. c. T mve the fields attached t the guideline, click n the ruler marker and drag it t the new lcatin. (abut 6 5/8 ) This will mve any fields attached t the guideline. Nte: Cautin shuld be used with guidelines if there are a number f fields in the reprt. Yu may attach fields yu had n intentin f mving. This is a prblem that can affect Lucity Detail reprts. d. T remve a marker, click n it and drag it up and away frm the ruler. Then, release yur muse. e. All markers can be remved with a right click in the ruler r bdy f the reprt and then selecting either Remve All Vertical Guidelines and/r Remve All Hrizntal Guidelines. Example 3 Beginning Crystal 1 29

31 Add a Text Object Make sure there is rm t add the text bject. In the example we will create space between the Status Date and Pririty: 1. Reduce the size f the Status text bject t clse up the empty space. 2. Reduce the RQ_STAT_TY field (right edge t 3 1/4 ). 3. Mve the Status Date text bject field t the left (right edge 4 1/8 ). This has pened up space t add a new text bject. 4. Click (release dn t drag) n Insert Text Object. The cursr turns int a plus sign. 5. Click n the lcatin where the bx is t be inserted. Just t the right f the Status Date text bject. 6. Type in the desired text (Fllw-Up). 7. Click ut f the bx when yu are finished. 8. Resize t clse the empty space. In the example it is verlapping the Pririty text bject. It desn t hurt anything but may hinder yur design effrts later. Adding Fields T add a field, yu may need t make rm by mving r remving existing fields. 1. In ur example, we ll change the Pririty clumn t Categry. First, yu ll edit the Pririty clumn header t read Categry. The RQ_PRTY_TY field has already been deleted. 2. Nw, yu ll add the new Categry field. 3. Yu ll need t find ut the name f the Categry text field. Desktp a. G back t the Requests mdule and lcate the field that is t be shwn in the reprt. b. With yur cursr in the field, press Ctrl and then right click. c. Select Field Definitin. Sme fields, including the Cde field, have an additinal ptin, Field Prperties. This ptin ffers additinal infrmatin such as the field Mask and Editing ptins. In the example, yu can see that the table name is WKREQ and the Categry field name is RQ_CAT_TY. Beginning Crystal 1 30

32 Nte: Smetimes fields that have a cde bx and a text bx will nly shw the field definitin f the cde prtin. The nly difference with the text prtin is that the field name wuld end in TY rather than CD. Smetimes if the bx is pulling infrmatin frm a different mdule, the field definitin will nt shw up r the given field name may nt be accurate. It may be a cnnecting field t pull the crrect data frm anther table. Web a. G int the Request Frm and pen the Field Prperty Mdificatin Tl buttn. b. Scrll t "Categry Text" and select. This will pen a windw with the field infrmatin. c. As f versin 18r2 there is a new ptin fr btaining field infrmatin. In the frm click n the Field Prperty Infrmatin tl buttn. (lks like the Admin Prtal buttn) d. This will activate a new feature. This same symbl nw shws in frnt f each field. Click n the ne next t the field (Categry). e. This pens a Cmpnent Infrmatin windw. Beginning Crystal 1 31

33 4. Return t the reprt. Then, cmplete the fllwing steps t add the new field. a. Open Field Explrer. (Als, under View in the tp menu bar.) This may already be pen in the reprt. b. Open Database Fields (click n the + sign). c. Open the WKREQ table (click n the + sign). d. Click and drag the RQ_CAT_TY field and place it in the Detail sectin under the Categry clumn heading. Add a marker in the ruler sectin. When a field is used in the reprt, a check mark shws up next t it in the Field Explrer. 5. We will nw add the X and Y Crdinate fields: a. Change the Address text bject t X Crd. b. Reduce the bx width t clse up the space. c. Add anther text bject called Y Crd t the right f the X Crd. d. Right align bth the X and Y Crd text bjects. e. Delete (address frmula) field. f. Add the apprpriate fields belw the X and Y clumn headers. Beginning Crystal 1 32

34 Special Fields There are a number f Special Fields that Crystal Reprts prvides. In Field Explrer expand Special Fields. The reprt is currently using Page Number, Print Date and Print Time. If the Summary Inf (frm File in the tlbar) had been filled ut fr the reprt then several f these fields wuld have been available t bring int the reprt (File Authr, Reprt Cmments and Reprt Title). The File Path and Name culd be a helpful field t place in the Reprt Fter. This wuld tell yu exactly where the reprt is lcated and the exact reprt name (LC_ReqSum.rpt). Beginning Crystal 1 33

35 Cpying Fields A field that is used in a reprt can be cpied and used elsewhere in the reprt. There are varius methds fr ding this. Click n the field(s) and: Frmatting Fields General Frmatting Right click Cpy and then right click Paste in the new lcatin. Ctrl C t cpy then Ctrl V t paste in the new lcatin. Fr a single field - hld Ctrl, click and drag t new lcatin and release. If yu want a field t stand ut, there are varius tls yu can use. Yu can change the size, fnt r clr f the text as well as change it t bldface, italics, r underline. The ptins are in the Frmatting Tlbar (pictured belw). Frmatting can als be accessed by right clicking n the bx and selecting Frmat Text (Fr a text bject) r Frmat Field (Fr a field with data). Click n the bx cntaining the text yu wish t change. Then, select the ptins t be used. If partial text is t be changed, duble click n the bx and then click and drag ver the part that is t be changed. Nte: Fr Web reprts avid the use f the Calibri fnt. There are issues with viewing the reprt as PDF. In the example reprt change the clumn header text bjects t be Bld. 1. Hld the shift key dwn and click n all bxes that need changing. 2. Click n the B (fr bld) in the tlbar. 3. Resize any bxes t accmmdate the bld text. Preview the reprt. The X and Y crdinates are shwing with tw digits t the right f the decimal and the actual values in the recrd require 8 digits. Number Frmatting Number fields may require frmatting fr many reasns such as decimals, runding, negatives, field size where the value is shwing ##### r the numbers are cut ff. The field size can either be increased, r the field can be refrmatted t remve the decimals. Beginning Crystal 1 34

36 T change the frmat f the RQ_X_COORD field: 1. Right click n the field and select Frmat Field. 2. Click n Custmize Beginning Crystal 1 35

37 3. Click n the dwn arrw next t Decimals: and select the crrect ptin fr the number f digits. 4. Repeat fr Runding. 5. Select OK t clse the Custm Style dialg. 6. Select OK t clse the Frmat Editr dialg. In the preview tab the X Crdinate value is nw shwing: 7. Increase the field size with the sizing handles n the field. Anther issue that smetimes ccurs is the clipping f numbers. This is where yu see incmplete numbers instead f the ###.##. This is nt recmmended. This ptin is in the Custm Style dialg bx. Make sure the Allw Field Clipping bx is NOT checked. This is hnred in Crystal and Desktp but Web Basic View will cntinue t clip and Advanced View will grw t accmmdate the number, verlapping the next field if necessary. Beginning Crystal 1 36

38 Cpying Frmatting The Y Crdinate will need similar frmatting. The Frmat Painter can be used t cpy the X Crdinate frmatting nt the Y Crdinate field as fllws: 1. Click n the RQ_X_COORD field. 2. Select the Frmat Painter in the Standard Tlbar. 3. Click n the RQ_Y_COORD field. 4. Increase the field size t accmmdate the additinal digits. Nte: Many cst fields within Wrk reprts are fields that will be Hidden if the persn running the reprt des nt have the prper security. The way this is achieved turns the number field int a Text type field thus nrmal number frmatting des nt wrk n these fields. Alignment f Fields 1. Shift click n all fields t be aligned. OR - use a lass. Click hld and drag t frm a bx arund fields t highlight. Example 4 2. Right click n the field yu want t size and align with; the darker markers will shw up n the field yu select. 3. T size, click Size > Same Height. 4. T align, repeat step 2, clicking Align > Tps (r Bttms, see what lks better). 5. D this fr bth the Clumn Headers and fields in the Detail sectin. Nte: If a sectin has nly a single line f fields, then all fields can be selected by right clicking in the left margin f the sectin and selecting Select All Sectin Objects. This ptin isn't available in ur example due t the line in the Detail sectin. Yu may Ctrl click n the line t "unselect" it, then the align ptin will be available. Using Frmulas Example 5 Crystal prvides a way t create frmulas that can be used in recrd selectin, cnditinal frmatting, cnditinal suppressin and calculatins t name a few. Date and Time Fields In Lucity the date and time fields are a DateTime type field. If the Date field is brught in directly with the Optins (File > Optins > Fields > Date and Time > Date and Time) set as System Default Shrt Frmat, the date field when brught directly int the reprt will lk like this: In the same way the Time field will lk like this: The time prtin is nt a gd value. The date prtin is nt a gd value. Beginning Crystal 1 37

39 In File > Optins > Fields > Field frmat the Date and Time type field culd be set up t always shw a date (withut time) but then the time field wuld als shw as a date. Each field s frmat can be set case by case t either shw the date r time prtin but the best practice is t handle the DateTime fields with a frmula. The frmula will take ut the required prtin f the field. Nte: Frmula fields begin with symbl like the Status Date. Date Fields In ur example, we will add the Fllw-Up Date. 1. Within Field Explrer, right click n Frmula Fields. 2. Select New. 3. Type in the name. Fr ur example, we ve entered FllwUpDt. 4. OK This will pen the Frmula Wrkshp. It wuld be helpful t have the Hide/Shw wrkshp tree highlighted as well as the Field Tree, Functin Tree and Operatr Tree. Beginning Crystal 1 38

40 5. Expand the Functin Tree, Click the plus sign (+) in frnt f Functins. 6. Expand Date and Time. 7. Expand Date. 8. Duble click the Date(dateTime) ptin. 9. The fllwing frmula will shw up in the lwer bx wrk space f the Frmula Wrkshp: 10. In the Field Tree expand the database. In this case it is GBAWrk. 11. Expand the WKREQ table. 12. Make sure the cursr is flashing between the Date parentheses in the frmula bx, then in the Field Tree duble click RQ_FLLW_DT. The final frmula will lk like this: 13. Click Save and clse. The new frmula will nw shw under the Frmula Fields in Field Explrer. 14. Drag the new frmula field int the Detail sectin, under the Fllw-Up clumn header. Beginning Crystal 1 39

41 Time Fields A Time field which is als a DateTime type f field shuld als be set up in a frmula. It wuld be created like the date frmula except in the Frmula Wrkshp in the Functins Tree the Time ptin wuld be used t create the frmula. Nte: Once the date has been pulled frm the DateTime field in the Date frmula it will fllw the frmatting in Optins fr Date. In a like way the Time frmula will nw frmat as a Time field. This can be changed in a general way ut in Optins r specifically with the right click Frmat Field ptin. Nte: Frmulas created in the Frmula Wrkshp can be typed in withut using any f the Tls. The Tl Fields, Functins and Operatrs may als be dragged in as ppsed t duble clicking. Dcumentatin Cmments Cmments can be made within the Frmula Wrkshp t help with dcumentatin. The cmments can be in a separate frmula dcumenting all the changes fr the reprt r they can be specific cmments t a frmula. Each line f a cmment must be preceded by tw frward slashes //. This will change the fnt clr within the frmula (default green can be changed in File > Optins > Frmula Editr). A general cmment will be added t the example. 1. Right click n Frmula Fields and select New. 2. Type in Cmment. 3. In the lwer sectin, type //. 4. Next, type whatever clues yu need t remember what was dne. We ll type: Remved Pririty and Address. Added Fllw-Up date, Categry, and X & Y Shws: //Remved Pririty and Address. Added Fllw-Up date, Categry, and X & Y 5. Select Save and Clse. 6. Drag the Cmment frmula t whichever sectin yu will see it, like the Page Header. This will nt shw up in the Preview mde f the reprt, but it is there fr yu t reference in the future. Beginning Crystal 1 40

42 Inserting Lines and Bxes Lines When reprts have a great deal f infrmatin, it is ften helpful t use lines t break up the data. This makes it easier t read. They may be place vertically r hrizntally. 1. Click n Insert Line. This turns the cursr int a pencil. 2. Place the pencil pint wherever yu wuld like t insert the line in the reprt. Then, drag the line acrss the screen until yu have reached the desired length. 3. The line characteristics may be mdified by right clicking n the line and selecting Frmat Line. Several line samples appear belw 4. If any f the fields abve the line are able t grw, then in the Frmat Line dialg (right click n the line) select Mve t Bttm f Sectin when Printing. This usually slves any grwing issues, but smetimes the line shuld be given its wn sectin instead. A new sectin can be added by right clicking in the left margin next t the sectin and selecting Insert Sectin Belw. These ptins can als be selected by typing the underlined letter. The I is underlined. All Crystal sectins allw multiples. They will shw with a letter behind the sectin designatin. Example: Details a (Da), Details b (Db), Reprt Fter a, Reprt Fter b Example 6 Beginning Crystal 1 41

43 Bxes Anther ptin is enclsing data in a bx. In the example we will place a bx arund the Ttal Requests text bject and field (#TtReq). 1. Click n Insert Bx. This turns the cursr int a pencil. 2. Place the pencil pint wherever ne crner f the bx shuld be (tp left f Ttal Requests bx) and then drag diagnally t the ther crner (bttm right f #TtReq bx) and click. 3. Right click n the bx line and select Frmat Bx 4. Select Fill:>>Clr: 5. Use the drp-dwn arrw t select Yellw. 6. Click OK Example 7 Beginning Crystal 1 42

44 Grwing Fields Smetimes the data in a field is cut ff and there is n mre hrizntal rm t increase the field size. In this case, it is helpful t allw the infrmatin t be shwn in multiple lines. This can be dne with the Can Grw ptin. T add r delete the Can Grw ptin, cmplete the fllwing: 1. In the example, right click n the field (RQ_CAT_TY). 2. Select Frmat Field. 3. On the Cmmn tab, check the Can Grw bx. The Maximum number f lines shuld be 0 t see all the data in the field. This will scrll the data vertically. If the Can Grw ptin is unchecked, then in mst cases the data will cut ff when reaching the limits f the field size. This is nt the case fr the Advanced View in the Web. The field will grw hrizntally t the right and verlap any field t the right. This can be crrected by using the Can Grw ptin with the Maximum number f lines set at 1. Beginning Crystal 1 43

45 Reprt Manipulatin Lucity typically prvides a Summary reprt and a Detail reprt fr each mdule. The Summary reprt is great fr a quick verview f many recrds. The Detail reprt usually shws all f the fields within a mdule. It is much easier t delete fields and sectins and mve things arund than it is t add infrmatin. We ll g ver the steps t manipulate a reprt belw: 1. Cpy the ReqDetail.rpt reprt. This cpy is just t play with s des nt need t be exprted r saved. (Cpy and Paste) 2. Open ReqDetail Cpy.rpt. 3. Remving Sectins: If a sectin type has multiples (a, b, c ) then all but ne may be remved by right clicking t the left f the reprt sectin and selecting Delete Sectin Right click n the left margin f the Detail g sectin and select Delete Sectin. The g sectin is remved and the Details sectins will nw rearrange their lettering. The ld h sectin is nw g. Sme Sectins cannt be remved but the infrmatin within them can be deleted. Right click in the left margin f the Page Header sectin and chse Select All Sectin Objects. Then press delete. Anther ptin is t suppress a sectin. Right click in the left margin f the Detail c sectin and chse Suppress (N Drill- Dwn). 4. Mving fields arund within a reprt can be challenging. In this example, Detail a sectin, we will mve Hme Phne and Wrk Phne up t just belw Phne Number. a. T make rm fr these fields, place the cursr t the left f the reprt n the right edge f the ruler strip where the field is t be inserted. Yu ll see a single line with duble arrws. b. Click, hld, and slightly wiggle, pulling t the right as yu release t create a sectin break. c. Click and drag the sectin break line t make rm fr the new fields. d. Hld the Shift key and click Hme Phne, RQ_HM_PHN, Wrk Phne and RQ_WK_PHN t highlight the fields t be mved. e. Click and drag the fields beneath Phne Number. f. Right click in the Details sectin next t Phne Number and select Merge Sectin Belw. Nte: The Merge functin may have caused the check next t D Nt Disclse t disappear. Right click n the check bx and select Mve >> T Back. 5. Reprt sectins can be switched by clicking and dragging t the new lcatin. Click and drag sectin Dk t beneath Da. This is nw the new Db sectin. 6. The reprt page rientatin is anther way t add rm r shrink a reprt. Landscape mde is always helpful if yu need t add a cuple f fields r see all f the text n ne line. This ptin is fund in File > Page Setup... > Orientatin. Example 8 Beginning Crystal 1 44

46 Remving Parameters Parameters are special fields that query the user fr infrmatin t be used in the reprt befre the reprt will run. Cmmn parameters used in Lucity reprts include subtitles and date queries. These can be remved by clicking n the Parameter field and selecting Delete. The reprt n lnger uses the parameter field, but the parameter exists in Field Explrer. Unused parameter fields have been an issue in sme f the Web reprts. T permanently remve the parameter field in Field Explrer: Right click n the specific parameter field and select Delete OR Click the parameter field and press the delete key. Parameter fields are recgnizable by the? at the beginning f the field: In V2016r2 there are tw new ptins available thrugh the Admin Prtal t suppress the subtitle parameter fr Dashbard and/r Web reprts. Inserting an Agency Lg Yu may want t have yur agency lg appear n yur custmized reprts. This helps identify the reprt as ne f yur wn. The image t be added t the reprt shuld be a Bitmap, TIFF, JPEG r PNG type. T insert an agency lg in ur example reprt (LC_ReqSum.rpt), cmplete the fllwing steps: 1. Yu may need t make space in the reprt fr yur lg. a. Right click smewhere t the left f the reprt in the Page Header sectin and select Insert Sectin Belw. b. In the new PHb sectin left margin, click and hld, the cursr shuld turn int a hand. c. Drag up int the PHa sectin and release. The tw sectins have switched places. d. Place the cursr ver the line between sectins PHa and PHb (it shuld turn int duble hrizntal lines with an arrw pinting up and ne pinting dwn). e. Click and drag dwn t increase the PHa sectin size s that it can accmmdate the lg. 2. T insert a lg int the Page Header a sectin, perfrm ne f the fllwing steps: OR Click n Insert and select picture. Click n the Insert Picture icn. Beginning Crystal 1 45

47 3. Brwse ut t the lcatin f yur lg file and duble click t add it t the reprt. 4. Yu can resize the lg by clicking and dragging the crners and edges. Yu can change the placement f the lg by clicking and dragging the entire picture. 5. Resize sectins as necessary. 6. Finally, right click in the Page Header a sectin and select Merge Sectin Belw. Yu nw have ne Page Header sectin. Save and Clse the Reprt. Datasurce If standard reprts are cpied and pasted instead f exprted and then run r verified in the Crystal sftware, the riginal Lucity cnnectin infrmatin is maintained, but the cnnectin infrmatin specific t the custmer s database wn t be available. Thus, the reprt will be unable t find the prper database tables. Yu shuld receive a warning message similar t the fllwing Select N: If yu receive the warning message displayed abve, yu have the fllwing ptins: Delete this cpied reprt and exprt the reprt frm the Lucity mdule. This prcess was explained previusly. Yu can manually pint each table in the reprt t the crrect datasurce. The abve ptins will repint the cnnectin strings. This will allw yu t run the reprt in Crystal Reprts, which is the quickest way t test the reprt mdificatins. Beginning Crystal 1 46

48 Set Datasurce Lcatin Belw, we ve described the steps needed t set the Datasurce Lcatin fr reprts with database cnnectivity errrs. Remember, yu ll need t cmplete these steps if yu ve perfrmed a Save As r cpied and pasted a reprt and received a warning message infrming yu that certain database tables culd nt be fund. 1. Within the pen reprt, click n Database in the tlbar at the tp f the screen. 2. Click n Set Datasurce Lcatin. The fllwing dialg will appear: 3. In the bttm windw, pen the Create New Cnnectin flder. Beginning Crystal 1 47

49 Desktp Fr Desktp pen ODBC. In the ODBC dialg, click n the crrect Datasurce name and then click Next. Fr example, here we ve selected GBAWrk001. Web Fr Web if yu are using SQL Server yu will then be prmpted t select a prvider. Use the Micrsft OLE DB Prvider fr SQL Server as shwn belw. Then click Next. Beginning Crystal 1 48

50 Fr Oracle yur will select Micrsft OLE DB Prvider fr Oracle. Then click Next. Desktp r Web At this pint yu need t knw the server fr the Lucity data and the User ID and Passwrd. This is specific t yur agency. Lucity des nt have this infrmatin! 4. Nw enter the Cnnectin infrmatin. Fr SQL Server, include the SQL Server Name, User ID, Passwrd, and Database. Fr Oracle, include the Service, User ID, and Passwrd. Beginning Crystal 1 49

51 Once the cnnectin is created yu will need t remap the datasurce r if that fails t wrk then yu will need t individually (manually) map every table frm the reprt ne at a time. Dn t frget the tables in the Subreprts! 5. Yu ll return t the Set Datasurce Lcatin dialg. First try repinting the data surce. In this case yu wuld highlight GBAWrk001 in the Current Data Surce then highlight the GBAWrk015 in the Replace with then click n Update (If the Update buttn is greyed ut then yu will need t map the tables individually.) Beginning Crystal 1 50

52 6. If repinting the data was unsuccessful then expand the Tables in the Replace with windw. 7. Next, yu ll have t click n each table in the tp windw (Current Data Surce) and find its match in the bttm windw (Replace With). Click n the matching table name and then press Update. As yu can see in the example belw, we ve selected the WKREQ table in bth windws. 8. After updating each table listed, click Clse. Beginning Crystal 1 51

53 Nte: Make sure t perfrm these steps with the Subreprt tables as well!! Nte: If the matching table names dn t appear in the bttm windw, pen the Synnyms r Views tables and lk fr them there. Once the database is unified (versin 2015R2 r later) Synnyms r Views shuld nt be necessary unless the client has created a special View. If the database is unified and the table list cuts ff, nt shwing the bttm f the alphabetical list, then check the Optins Database tab and make sure the Stred Prcedures is unchecked. If a field type has changed r been remved frm the table since the reprt was last updated then there will be an issue with Field Mapping and yu will see smething similar t this: Smetimes unchecking the Match type checkbx will shw the field t Map T but smetimes it desn t. In Lucity 7.5 Wrk mdule > Tracking grid, the Tracked Item and Descriptin fields were changed frm a Text type field t a Mem type field. There was n ptin t match the Unmapped Fields t s selecting OK allwed the rest f the mapping t cmplete. When ging int the Tracking subreprt, these fields had been remved. These fields needed t be manually brught back int the reprt with the new field types. The fields have the same name; they are just a different type f field that allws mre data. Beginning Crystal 1 52

54 Cnverting Desktp Reprts t use in the Web Custm Reprts that have been created fr the desktp versin f Lucity will NOT wrk in the Web applicatin as is. T cnvert a reprt frm a desktp Lucity reprt t a Web reprt, cmplete the fllwing steps: 1. Make a cpy f the desktp reprt and give it a new name (maybe add Web t the end f the file name). Open the Web reprt in Crystal Reprts. 2. G t Database >> Set Datasurce Lcatin. 3. Fllw the steps fr repinting the tables fr OLE DB (ADO) cnnectin as described in the previus sectin. Nte: The cnverted reprt needs t be added t the apprpriate mdule in Web. Adding a Reprt t the Mdule Desktp T use any new r revised reprts within Lucity, yu ll need t add them t the mdule where yu wish t view them. The reprts need t stay within the family fr which they were created. Fr example, yu may nt run a Wrk reprt in Sewer mdules. 1. Open the desired mdule. (ex. Requests) 2. Click n Reprts. 3. Select Add. 4. Click n the bx with three dts next t Reprt File Path. 5. Find the reprt directry with the new reprt and duble click n the reprt (LC_ReqSum.rpt). 6. Enter the reprt name and give it a descriptin. 7. Select Save. This reprt is nw available t be used within the mdule. Beginning Crystal 1 53

55 Accessing Reprts in Lucity - Desktp Within a mdule yu may use any f the reprts available in the reprts dialg bx. Frequently used reprts can be added t the Quick Reprts ptin (drp dwn arrw next t the Reprt icn). This can be set up in the Reprts dialg. Right click n the Reprt Title and select the type f Quick Reprt yu wuld like saved. This setting is n a User Lgin basis. This allws varius users t set up their wn Quick Reprts in whichever manner they d like t see them. The reprt will be displayed with the hand icn befre the reprt name. Anther means t access a frequently used reprt is t simply add a number in frnt f the name t bump it t the tp f the list. Beginning Crystal 1 54

56 Web r Starting with versin 2015, new custm reprts may be upladed using Lucity Web. The system will place the reprt in the reprt-share autmatically. 1. In Lucity Web, pen the mdule yu wuld like t add the reprt t. 2. Click the Reprts buttn n the tlbar. The Reprt tl pens. 3. T add a new reprt, click the Add buttn. The fllwing dialg appears: V2015 V2015r2 Beginning Crystal 1 55

57 V2016 V Enter the Reprt Name and Reprt Descriptin. 5. In the Reprt File Path, enter the name f the subflder (Optinal) t which yu want t uplad the reprt file (ex. Wrk, Sewer) r leave blank. Nte: Reprts are autmatically upladed t the lcatin specified in the Lucity Administratin Tl's Path where Reprts are stred setting, which may be fund in the System > Settings > (Dcuments r Reprting tab depending n the Lucity versin). Nte: If the flder name entered des nt exist, the system will create a flder with that name within the flder t which the reprts are upladed. Beginning Crystal 1 56

58 6. Under Chse File t Uplad, click the Brwse buttn and select the.rpt file yu wuld like t uplad t the web server. This will put the reprt int the lcatin created fr Custm Web reprts that was designated in the System Settings Reprt File Path. Nte: The name f the.rpt file being upladed cannt match any ther.rpt files. Accessing Reprts in Lucity Web V2015 Assign the reprt t a Grup (ptinal). Chse r change the Type f reprt: Standard Reprt - The reprt is generated when the user clicks the Reprt tl, selects the reprt and chses hw t run it. Quick Reprt - All Recrds - Adds the reprt t the Quick Reprt drp-dwn list, lcated next t the Reprt tl. The reprt always runs against all recrds. Quick Reprt - Filtered Set - Adds the reprt t the Quick Reprt drp-dwn list, lcated next t the Reprt tl. The reprt always runs against the current filter set. Quick Reprt - Current Recrd Only - Adds the reprt t the Quick Reprt drp-dwn list, lcated next t the Reprt tl. The reprt always runs against the current recrd. Beginning Crystal 1 57

59 Fr V2015r2 these ptins are available in the Edit mde. Fr V2016 and newer the Quick Reprt ptin may be added thrugh the Quick Reprt drp dwn arrw Or thrugh the Reprt tl where the reprts are listed. Click n the reprt t be setup as Quick then select Add Quick Reprt. The Create Quick Reprt dialg will pen where the varius reprting ptins can be setup. Grups can be setup r deleted in the Manage Reprt Grups ptin fund in the Reprt Dialg. Reprts may be assigned t grups in Add r Edit mde. When a reprt has been assigned t a grup and the Grup is selected, then a list f nly the reprts assigned t the grup will shw. Example 9 Beginning Crystal 1 58

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