Table of Contents C RYSTAL R EPORTS T UTORIAL

Transcription

1 C RYSTAL R EPORTS T UTORIAL Table of Contents OVERVIEW... 1 PLANNING THE REPORT... 1 PROCEDURES FOR EXPORTING... 3 Preparing to Export... 3 Setting Parameters... 6 PROCEDURES FOR CREATING A REPORT Preparing the Crystal Report Inserting Fields and Information into the Report Grouping the Report by Constituency Saving / Printing the Report Congratulations! Crystal Reports Tutorial 1

2 Overview Planning the Report The purpose of this tutorial is to acquaint you with RE:Export and Crystal Reports. This tutorial teaches you how to extract, or export, specific information from a database to create a report. You are provided with step-by-step instructions on how to create a custom report. In the process you are introduced to shortcuts, exposed to important concepts, and will gain experience in using tools in these modules. Of course, there are many ways to create a final report, and after you establish the basics of this tutorial, you can use the skills to create other reports of your own design. To use this tutorial, follow each step. After completing each step, you can preview your report to see the effect of the last step. Because the data you use to produce your report may be different from that used in making the report displayed in this document, the results may be different. The structure of the report is the same; therefore, the results will be similar. The title of this report is Constituency Giving Report, and the parameters chosen in the initial stage of this tutorial apply to this report. In setting the parameters of your report, you should select specifications that allow you to gather appropriate information for your report. Throughout the entire report, some of the steps may instruct you to select an option that is already selected. The option was selected by default. Simply ignore what is done by default and adjust the screen to your preference. Here are some ideas to consider when planning your report: Think carefully about the report you want to design before entering Crystal Reports. Who should appear in the report? What fields are needed for the report? Where should data appear in the report? Draw a picture on paper to help you through the planning and design process. Consider the report a finished product from the beginning so that you can anticipate and prepare for each step. Note: For more detailed information on screens, options, fields, or any other topics in Crystal Reports for Blackbaud and RE:Export, refer to your Crystal Reports 6.0 User s Guide and The Raiser s Edge for Windows User s Guide. Crystal Reports Tutorial 1

3 The finished report will look similar to the two pages below. Notice the organization and display of data. There are subtotals for each constituency group and a grand total for the entire report. Drawing a layout of the report helps to determine where data will appear. Once you decide where data should go, it is much easier to decide who should be included in the report and what fields the report will require. 2 Crystal Reports Tutorial

4 Procedures for Exporting Preparing to Export To decide who to include in the report: 1. Open RE:Export. 2. Select File, New from the menu bar to create a new report. The New Export screen appears. 3. Select Constituent. 4. Select All Records, or you can choose Selected Records and click the up arrow to access the Queries screen. From the Queries screen, you can select a query. Crystal Reports Tutorial 3

5 5. Click OK. The Export 1 - Constituent screen appears. To decide what fields will be included in the report: 1. Constituent Name Highlight +Biographical in the Categories box and double click Biographical to open. The plus sign beside Biographical turns into a minus sign to indicate that this category is open. The biographical fields are now open. Scroll under Biographical to Constituent Name. Highlight Constituent Name and click the Add Field button. Constituent Name appears in the Fields to Extract box. 2. Constituency Code Description Scroll under Biographical to Constituency and double click to open. Highlight Code Description and click the Add Field button. The Parameter Type screen appears. Select A Single Set of Parameters for All Constituency Fields. Click OK. Constituency Code Description appears in the Fields to Extract box. 4 Crystal Reports Tutorial

6 Note: For more information on the Parameter Type screen, refer to the Parameter TypesectionintheRE:Export chapter of The Raiser s Edge for Windows User s Guide. 3. Gift Fund Description Highlight Biographical in the Categories box and click once on the minus sign to close. Highlight +Gift and click once on the plus sign to open. Scroll under Gift in the Categories box. Highlight Fund and click once on the plus sign to open. Highlight Description and double click. The Parameter Type screen appears. Select A Single Set of Parameters for All Gift Fields. Click OK. Gift Fund Description appears in the Fields to Extract box. 4. Gift Amount Scroll under Gift to Amount. Highlight Amount and click the Add Field button. The Amount Format screen appears. Select Neither in the Format frame. Click OK. Gift Amount appears in the Fields to Extract box. 5. Gift Type Scroll under Gift in the Categories box. Highlight Gift Type and double click. Gift Type appears in the Fields to Extract box. 6. Gift Date - Short Date Scroll under Gift in the Categories box. Highlight Date and double click. The Date Format screen appears. Select Short Date Format. Crystal Reports Tutorial 5

7 Click OK. Gift Date - Short Date appears in the Fields to Extract box. You are finished selecting your fields, and your export looks like this. Setting Parameters To export data: 1. Select File, Export from the menu bar. The Export Format screen appears. 2. Highlight MS Access Report Writer Database. 6 Crystal Reports Tutorial

8 3. Mark Print Control Report. This option allows the system to print a report summarizing the export. The name of the file, where the data file is saved, and your selected fields appear on the control report. 4. Click OK. The Gift Parameters screen appears. There are five different parameter tabs: General, Campaigns, Funds, Appeals, and Gift Types. Tosetgiftparameters: 1. On the General tab, fill in the following fields. Enter a Start Date and End Date if you would like to limit the gifts processed to those with a gift date falling within a specific range. Enter a Start Amount and End Amount if you would like to limit the gifts exported based on certain gift amounts. Select Credited to Donor. Select Credited to MG Company. Mark Order Gifts By Date and select Ascending or Descending if you would like to sort your gifts by date. Crystal Reports Tutorial 7

9 2. On the Campaigns tab, select All Campaigns or Selected Campaigns. If you choose Selected Campaigns, highlight a campaign and click the single right arrow. The campaign appears in the Campaigns to Include box. Follow the same process to select additional campaigns. 8 Crystal Reports Tutorial

10 3. On the Funds tab, select All Funds or Selected Funds. If you choose Selected Funds, highlight a fund and click the single right arrow. The fund appears in the Funds to Include box. Follow the same process to select additional funds. Crystal Reports Tutorial 9

11 4. On the Appeals tab, select All Appeals or Selected Appeals. If you choose Selected Appeals, highlight an appeal and click the single right arrow. The appeal appears in the Appeals to Include box. Follow the same process to select additional appeals. 10 Crystal Reports Tutorial

12 5. On the Gift Types tab, perform the following. Click the double left arrow to clear the Gifts to Include box. Highlight +All Cash in the Type of Gift box and double click. +All Cash turns to All Cash to indicate that it is open. Regular Cash, Pledge Payment - Cash, andmg Pledge Payment - Cash are listed as gift types under All Cash. Click the single right arrow. Regular Cash, Pledge Payment - Cash, and MG Pledge Payment - Cash appear in the Gifts to Include box. Highlight +All Pledges in the Type of Gift box and double click. Pledge and MG Pledge are listed as gift types under All Pledges. Click the single right arrow. Pledge and MG Pledge appear in the Gifts to Include box. Mark UsePledgeBalances. You are now finished setting the gift parameters. Crystal Reports Tutorial 11

13 Click OK. The Constituency Parameters screen appears. To set constituency parameters and save export: 1. Select Export Selected Number of Constituencies. 2. Leave Number of Constituencies to Export at 1. Note: For more information on Number of Constituencies to Export, refer to the Field Export Parameters section of The Raiser s Edge for Windows User s Guide. 3. Select Constituent in the drop-down menu beside Base Hierarchy on. 4. Select All Constituencies or Selected Constituencies. If you choose Selected Constituencies, highlight a constituency and click the single right arrow. The constituency appears in the Constituencies to Include box. Follow the same process to select additional constituencies. 5. Enter a Start Date and End Date if you would like to limit the constituencies processed to those that are active within a specific date range. 12 Crystal Reports Tutorial

14 6. Click OK. The following screen appears. 7. Click Yes. The Save Export screen appears. 8. Enter the name of your export in the field beside Export Name to save the parameters of your export. 9. Enter a description of the export or any detailed notes in the blank field beside Description. 10. Mark Other Users May Execute this export if you would like other users to be able to use your export file, but not make changes to it. 11. Mark Other Users May Modify this export if you would like other users to be able to make changes to your export file. Crystal Reports Tutorial 13

15 12. Click OK. The Enter Export File Name screen appears. 13. Enter a name for your export in the File name field and indicate the drive and folder in which the export should be saved. 14. Click OK. The Processing Export screen shows the export progress and the Control Report appears. We recommend that you print the control report so that you have a hard copy of the details of your export (the name of the file, where the data file is saved, and your selected fields). 15. Close RE:Export. 14 Crystal Reports Tutorial

16 Procedures for Creating a Report Preparing the Crystal Report To create a report in Crystal Reports for Blackbaud: 1. Open Crystal Reports for Blackbaud. 2. Select File, New from the menu bar to create a new report. The Report Gallery screen appears. Note: If the Welcome screen appears, click New Report andgotostep2. Crystal Reports Tutorial 15

17 3. Click Custom. The Choose Report Type and Date Type frame is added to the Report Gallery screen. 4. Select Data File from this frame. The Choose Database File screen appears. 5. Select the appropriate drive and directory to locate your export. 6. Click OK. The Crystal Reports for Blackbaud screen and the Insert Fields screen appear. Note: If the Select Tables screen appears, click Select All, then, OK. AVisual Linking Expert screen appears. Click Smart Linking, then, OK. For more information on adding and linking multiple tables, see the chapter on ReportingintheCrystal Reports 6.0 User s Guide. 16 Crystal Reports Tutorial

18 By selecting layout and font options now, you can make report design easier and ensure that your final report will be neat and attractive. To set up layout options: 1. Select File, Options. The File Options screen appears. 2. Select the Layout tab. 3. Mark Show Rulers in Design, Show Rulers in Preview, Show Guidelines in Design, Show Guidelines in Preview, Show Section Names in Preview, and Show Formatting Toolbar At Top in the View Options frame. 4. Mark Fit Width in the Preview Pages frame. 5. Mark Snap to Grid and ShowGridinDesignin the Grid Options frame. Enter in the field beside Grid. 6. Mark Show Field Names and Insert Detail Field Titles in the Field Options frame. 7. Mark Free-Form Placement. Crystal Reports Tutorial 17

19 Note: If any checkboxes are marked unintentionally, clear the checkbox by clicking on it again. Tosetupfontoptions: 1. Select the Fonts tab. 2. Click Fields. You can set the font for all the fields in your report. Highlight Times New Roman in the Font box. Highlight Regular in the Font style box. Highlight 10 in the Size box. Click OK. 3. Click Summary Fields. You can set the font for all the summary fields in your report. Highlight Times New Roman in the Font box. Highlight Bold in the Font style box. Highlight 10 in the Size box. Click OK. 4. Click Group Name Fields. You can set the font for all the group name fields in your report. Highlight Times New Roman in the Font box. Highlight Bold in the Font style box. Highlight 10 in the Size box. Click OK. 5. Click Text Objects. You can set the font for all the text objects in your report. Highlight Times New Roman in the Font box. Highlight Regular in the Font style box. Highlight 10 in the Size box. Click OK. 6. Click Field Titles. You can set the font for all the field titles in your report. Highlight Times New Roman in the Font box. Highlight Regular in the Font style box. Highlight 12 in the Size box. Click OK. 18 Crystal Reports Tutorial

20 Note: All font styles and sizes can be changed on the Preview or Design screens while creating your report. Highlight the field or field title that you would like to change and click on the Font Face and Font Size drop-down menus on the toolbar. Select the font type and size that you prefer. 7. When you finish setting the individual Default Fonts, click OK on the File Options screen. The Crystal Reports for Blackbaud screen and the Insert Fields screen reappear. Note: The Insert Fields screen can be moved around the Design window by clicking on the Insert Fields title bar and dragging it to a preferred location. Inserting Fields and Information into the Report To insert fields into the report. 1. In the Insert Fields screen, select the Database tab. Double click Constituent to open this category if it is not already open. 2. Highlight Constituent Name. Crystal Reports Tutorial 19

21 3. Click Insert. 4. With your mouse, drag the circular cursor into the far left corner of the Details section in the Design window. The circular cursor changes to a regular cursor and an outlined box. Click once and Constituent Name appears in the outlined box. The text field also appears in the Page Header section. 5. Highlight Constituent Name in the Page Header section. 6. Press DELETE on your keyboard. You are removing the column title from the Page Header section because you do not want to report on each donor s name in the final report. 7. Shorten the field, Constituent Name, to 1.5 inches long. In the Details section, click Constituent Name. Move your cursor to the center point of the right end of the outlined box. Your cursor changes to a double-ended arrow. Click and drag the arrow to the left until you reach the 1.5 mark on the ruler. The outlined box shrinks to 1.5 inches long. 8. Click on the toolbar. The Preview tab appears. 20 Crystal Reports Tutorial

22 9. Select the Design tab. Your Design window looks like this. 10. Select the Preview tab. Your report will look similar, but will have different names. Crystal Reports Tutorial 21

23 In your report, you will display the constituents gifts in three columns. The first column will show cash gifts, the second will show pledge balance, and the third will show a total of the first two. To list gifts in this manner, you need to create a formula. The following steps walk you through this process. To make a Cash Gifts column: 1. Select the Formula tab on the Insert Fields screen. 2. Click New. The Formula Name screen appears. 3. Type in Cash Gifts. 4. Click OK. The Formula Gifts screen appears. 22 Crystal Reports Tutorial

24 5. Scroll under the Operators box at the far right. 6. Highlight if x then y else z and double click. The words if then else appear in the Formula text box with the cursor blinking after if. 7. Scroll under the Fields box. 8. Highlight -----Gift---- and double click if not already open. 9. Highlight Gift Type. 10. Click Select at the bottom of the screen. {Gift.Gift Type} appears in the Formula text box after if. 11. Skip a space after }. 12. Type the following: in [ Cash, Pay-Cash, MG Pay-Cash ]. 13. Delete else. 14. Scroll under the Fields box. 15. Highlight Amount. Crystal Reports Tutorial 23

25 16. Click Select. {Gift. Amount} appears in the Formula text box after then. The formula reads: if {Gift.Gift Type} in [ Cash, Pay-Cash, MG Pay-Cash ] then {Gift.Amount}. The logic behind this formula text is: if the gift is cash, a pledge payment of cash, or a matching gift (MG) pledge payment of cash, show the gift. 17. Click Check at the bottom of the screen to check the formula for syntax errors. 18. If no errors are found, click Accept. If there are errors, make the necessary corrections, click Check, andaccept again. The Crystal Reports for Blackbaud screen and the Insert Fields screen reappear. 19. Click Insert. 20. With your mouse, drag the circular cursor to the Details section, to the right of Constituent Name in the Design window. The circular cursor changes to a regular cursor and an outlined box. Click once Gifts appears in the outlined box. The text field also appears in the Page Header section. 21. Stretch the two fields that appear, from the 2-inch mark to the 3.5-inch mark on the ruler. 24 Crystal Reports Tutorial

26 Your report looks like this in the Design window. Your report looks similar to this in the Preview window. To make a Pledge Balance column: 1. Select the Design tab in the Design window. 2. Select the Formula tab in the Insert Fields screen. 3. Click New. The Formula Name screen appears. Crystal Reports Tutorial 25

27 4. Type in Pledge Balance. 5. Click OK. The Formula Balance screen appears. 6. Scroll under the Operators box. 7. Highlight if x then y else z. 8. Click Select. The wordsif then else appear in the Formula text box with the cursor blinking after if. 9. Scroll under the Fields box. 10. Highlight Gift Type and double click. 11. {Gift.Gift Type} appears in the Formula text box after if. 12. Skip a space after }. 13. Type the following: in [ Pledge, MG Pledge ]. 14. Delete else. 15. Scroll under the Fields box. 16. Highlight Amount. 17. Click Select. {Gift. Amount} appears after then. The formula reads: if {Gift.Gift Type} in [ Pledge, MG Pledge ] then {Gift. Amount}. 18. Click Check. 19. If there are no errors, click Accept. The Crystal Reports for Blackbaud screen and the Insert Fields screen reappear. 20. Click Insert. 21. With your mouse, drag the circular cursor to the Details section, to the right Gifts in the Design window. The circular cursor changes to a regular cursor and an outlined box. Click once Balance appears in the outlined box. The text field also appears in the Page Header section. 22. Stretch the two fields that appear, from the 4-inch mark to the 5.5-inch mark on the ruler. To make a Total column: 1. Select the Formula tab on the Insert Fields screen. 2. Click New. The Formula Name screen appears. 3. Type in Total. 4. Click OK. The Formula screen appears. 26 Crystal Reports Tutorial

28 5. Scroll under the Fields box. 6. Gifts and double click. Gifts} appears in the Formula text box. 7. Skip a space after }. 8. Type a plus sign. 9. Skip a space after Scroll under the Fields box. 11. Balance. 12. Click Select. {@Pledge Balance} appears in the Formula text box. The formula reads: {@Cash Gifts} + {@Pledge Balance}. 13. Click Check. 14. If there are no errors, click Accept. The Crystal Reports for Blackbaud screen and the Insert Fields screen reappear. 15. Click Insert. 16. With your mouse, drag the circular cursor to the Details section, to the right Balance in the Design window. The circular cursor changes into a regular cursor and an outlined box. Click once appears in the outlined box. The text field also appears in the Page Header section. 17. Stretch the two fields that appear, from the 6-inch mark to the 7.5-inch mark on the ruler. The report looks like this in the Design window. Crystal Reports Tutorial 27

29 Your report looks similar to this in the Preview window. Grouping the Report by Constituency A group is a set of records that are related to each other in some way. Breaking data into groups makes a report more effective. Grouping allows you to place all of your constituents into groups according to any field that you choose. In the next session, we are going to group our constituents by constituency, e.g., Alumnus, Board Member, Corporation, Current Parent, Employee, Foundation, Friend, etc. Note: Before grouping your report by constituency, you have the option of eliminating duplicate names from your report. If you would like to do this, click Constituent Name in the Details section of your report and select Format, Format Field from the menu bar. On the Format Editor screen, click the Common tab and mark Suppress If Duplicated. To make a subtotal field for the@cash formula: 1. Click on the Design tab. 2. Gifts in the Details section. 28 Crystal Reports Tutorial

30 3. Right click to access the floating menu. 4. Highlight Insert Subtotal and click. The Insert Subtotal Screen appears. 5. Click the first down arrow to access the drop-down menu. 6. Highlight Constituency and double click to open this category if it is not already open. Crystal Reports Tutorial 29

31 7. Click Code Description. When the report is printed, the records will be sorted by Code Description. 8. Click the second down arrow to access the drop-down menu. 9. Click in ascending order. The constituency groups will appear in ascending order. 10. Click OK. A subtotal field, Sum Gifts, is inserted in the Group Footer #1 section directly Gifts. There are nowtwo new sections in the report. The new section appearing above the Details section is called Group Header #1 and the new section appearing below the Details section is called Group Footer #1. To make a subtotal field for Balance formula: 1. Balance. 30 Crystal Reports Tutorial

32 2. Press Alt + I, S. The Insert Subtotal screen appears. Group #1: Constituency Code Description-A is already chosen in the drop-down menu. 3. Click OK. A subtotal field, Sum Balance is inserted in the Group Footer #1 section. To make a subtotal field for formula. 1. and right click to access the floating menu. 2. Highlight Insert Subtotal and click. The Insert Subtotal screen appears. Group #1: Constituency Code Description-A is already chosen in the drop-down menu. 3. Click OK. A subtotal field, Sum is inserted in the Group Footer #1 section. Crystal Reports Tutorial 31

33 The Design window looks like this. The report looks more organized in the Preview window. 32 Crystal Reports Tutorial

34 To label the constituency groups: 1. Click on the Design tab. 2. Select Insert, Group Name Field from the menu bar. The Insert Fields screen appears with the Group Name tab in front. 3. Click Insert. 3. With your mouse, drag the circular cursor to the far left corner of the Group Header #1 section in the Design window. The circular cursor changes to a regular cursor and an outlined box. Click once and Group #1 Name appears in the outlined box. 4. Shrink this outlined box to 2 inches. To make a Subtotal title field: 1. Click on the toolbar. 2. Drag the circular cursor down to the Group Footer #1 section and click. The circular cursor changes into a regular cursor and an outlined box. 3. Type Subtotal in the outlined box and click once outside of the outlined box. 4. Indent this field. Click the center of the outlined box. With your mouse, drag the entire box over to the right, to the.5 mark on the ruler. Crystal Reports Tutorial 33

35 The report looks like this in the Design window. If you do not want to see constituent names or individual gifts on your report, or you would like your donors to remain anonymous, you can hide individual gifts. The following walks you through these steps. No data is deleted, just hidden. To hide the names and individual gifts of each donor: 1. Right click on Details in the Section Title Region under the Design and Preview tabs. A floating menu appears. 2. Click Hide [Drill-Down OK]. The data in the Details section disappears. The report looks like this in the Design window. 34 Crystal Reports Tutorial

36 Your report looks similar to this in the Preview window. To add the names and individual gifts of each donor back to your report: 1. Click on the Design tab. 2. Right click in the area of the Section Title Region where Details originally was. 3. Click Show on the floating menu. The data in the Details section reappears. You must do this now before going through the next steps in this tutorial. To separate by adding lines: 1. Click the Design tab to return to the Design window. 2. Click on the toolbar. The cursor changes to a small pencil. 3. Draw a line at the bottom of the Group Footer #1 section, making sure not to draw the line in the Report Footer section. Your report looks similar in the Preview window. Crystal Reports Tutorial 35

37 To indent the constituent names: 1. Select the Design tab. 2. Highlight Constituent Name. 3. Click and drag the entire field a little to the right. 4. Stretch this field to the 2-inch mark on the ruler. Your report looks similar in the Preview window. To title the report: 1. Select the Design tab. 2. Click on the toolbar. 3. Drag the circular cursor down to the far left corner of the Report Header section of the Design window and click. The circular cursor changes to a regular cursor and an outlined box. 4. Type Constituency Giving Report in the outlined box and click once outside of the outlined box. To change the appearance of the title: 1. On the Design tab, highlight Constituency Giving Report. 2. Select Format, Font from the menu bar. The Format Editor screen appears. 3. Click the down arrow beside Font to access the drop-down menu. Select a different font or leave Times New Roman. 4. Click the down arrow beside Style to access the drop-down menu. Select Bold. 5. Click the down arrow beside Size to access the drop-down menu. Select Crystal Reports Tutorial

38 6. Click the down arrow beside Color to access the drop-down menu. Select a color or leave Black. 7. Mark Underline in the Effects frame. 8. Click OK. To center the title: 1. On the Design tab, highlight Constituency Giving Report. 2. Stretch the outlined Title box to the width of the report. 3. Click on the toolbar. 4. Move the cursor over the top black dot in the center of the outlined Title box. A vertical double-ended arrow appears. 5. Click and drag the double-ended arrow up until the title of your report is clearly seen and not cut off. Your report looks like this in the Design window. To create grand totals: 1. Gifts in the Details section of the Design window. 2. Right click to access the floating menu. Crystal Reports Tutorial 37

39 3. Highlight Insert Grand Total and click. The Insert Grand Total screen appears with the word, sum, appearing in the drop-down menu. 5. Because you want the sum, or grand total, click OK. Sum Gifts appears in the Report Footer section in the Design window. 6. Repeat this same procedure to create a grand total Balance and again to create a grand total To make a Grand Total title field: 1. Click on the toolbar. 2. With your mouse, drag the circular cursor to the far left corner of the Report Footer section, to the left of Sum Gifts, and click. The circular cursor changes to a regular cursor and an outlined box. 3. Type Grand Total in the outlined box and click outside of the highlighted box. 4. Click in the center of the outlined box and move it over to the.5 mark on the ruler, directly under Subtotal in the Group Footer #1 section. 5. Highlight the outlined box and click the Bold button and the Italics button on the toolbar. 38 Crystal Reports Tutorial

40 Your report looks like this in the Design window. Your report looks similar in the Preview window. Note: Grand Total appears on the last page of your report. Saving / Printing the Report To save the report: 1. Select File, Save As from the menu bar. The File Save As screen appears. 2. Enter the name of your report in the File name field and indicate the drive and folder in which the report should be saved. 3. Click OK. To print the report: 1. Click on the toolbar. Crystal Reports Tutorial 39

41 2. The Print screen appears. 3. Select All. 4. Click OK. 40 Crystal Reports Tutorial

42 Congratulations! You have successfully created a custom report. Select the Preview tab to see the finished report. Your report should look similar to the one shown below. Note: If you have constituents who do not fall under a constituency column, they do not have a constituency code on the Bio 2 tab of their record in Constituent Management. At the top of this record, James Simpson falls into this category. Crystal Reports Tutorial 41