SAP Crystal Reports 2013 User Guide

■ SAP Crystal Reports 2013

2013-05-06

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Contents

Introduction to SAP Crystal Reports 2013............................................................................21Chapter 1

About Crystal Reports...........................................................................................................21

1.1

About the Crystal Reports documentation..............................................................................21

1.2

Locate information quickly......................................................................................................22

1.2.1

Sample Reports.....................................................................................................................22

1.2.2

Quick Start............................................................................................................................23Chapter 2

Learning how to use Crystal Reports.....................................................................................23

2.1

Sample data - Xtreme.mdb.....................................................................................................23

2.1.1

Report Creation Wizards........................................................................................................24

2.2

Standard................................................................................................................................24

2.2.1

Cross-Tab..............................................................................................................................24

2.2.2

Mailing Label..........................................................................................................................25

2.2.3

OLAP.....................................................................................................................................25

2.2.4

Quick start for new users.......................................................................................................25

2.3

Before you begin....................................................................................................................26

2.3.1

Creating the report.................................................................................................................26

2.3.2

Record Selection...................................................................................................................37

2.3.3

Grouping and sorting..............................................................................................................41

2.3.4

Completing the report............................................................................................................45

2.3.5

Quick start for advanced users...............................................................................................46

2.4

Choosing a report type and data source.................................................................................46

2.4.1

Working with report elements on the Design tab....................................................................47

2.4.2

Using other reporting features................................................................................................48

2.4.3

Report Design Concepts.......................................................................................................51Chapter 3

Basic report design................................................................................................................51

3.1

Deciding on the content of the report.....................................................................................51

3.2

Stating the purpose................................................................................................................51

3.2.1

Determining the layout of the report ......................................................................................52

3.2.2

Finding the data......................................................................................................................53

3.2.3

Manipulating the data.............................................................................................................54

3.2.4

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Determining printing area characteristics................................................................................55

3.2.5

Developing a prototype on paper...........................................................................................57

3.3

Introduction to Reporting......................................................................................................59Chapter 4

Report creation options..........................................................................................................59

4.1

Choosing data sources and database fields...........................................................................60

4.2

The Database Expert..............................................................................................................60

4.2.1

The Field Explorer...................................................................................................................62

4.2.2

About the report design environment.....................................................................................64

4.3

Design tab.............................................................................................................................64

4.3.1

Preview tab............................................................................................................................68

4.3.2

HTML Preview tab..................................................................................................................72

4.3.3

Creating a new report............................................................................................................73

4.4

Selecting the data source.......................................................................................................73

4.4.1

Adding tables.........................................................................................................................74

4.4.2

Linking multiple tables............................................................................................................75

4.4.3

Placing data on the report......................................................................................................77

4.4.4

BLOB (Binary Large Object) fields.........................................................................................83

4.4.5

Formatting data......................................................................................................................84

4.4.6

Record selection....................................................................................................................84

4.4.7

Grouping, sorting, and summarizing data................................................................................84

4.4.8

Using the drill-down option on summarized data.....................................................................85

4.4.9

Using the zoom feature..........................................................................................................86

4.4.10

Inserting page headers and footers........................................................................................86

4.4.11

Adding a title page to the report.............................................................................................87

4.4.12

Adding summary information to the report..............................................................................87

4.4.13

Exploring reports and working with multiple reports................................................................88

4.5

The Report Explorer...............................................................................................................89

4.5.1

The Workbench......................................................................................................................90

4.5.2

The Dependency Checker......................................................................................................92

4.5.3

Opening and docking explorers..............................................................................................93

4.5.4

Beyond basic reports.............................................................................................................94

4.6

SAP BusinessObjects Enterprise Repository........................................................................95Chapter 5

What is the SAP BusinessObjects Enterprise Repository?.....................................................95

5.1

Work flow..............................................................................................................................95

5.1.1

Accessing the SAP BusinessObjects Enterprise Repository..................................................96

5.2

To open the SAP BusinessObjects Enterprise Repository......................................................97

5.2.1

Repository Explorer toolbar....................................................................................................97

5.3

Adding subfolders and subcategories to the repository..........................................................98

5.4

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To add a new subfolder or subcategory..................................................................................99

5.4.1

Adding items to the repository...............................................................................................99

5.5

Adding a text object or bitmap image.....................................................................................99

5.5.1

Adding a text object or bitmap image - another method........................................................100

5.5.2

Adding a custom function.....................................................................................................100

5.5.3

Adding a command...............................................................................................................101

5.5.4

Using repository objects in reports ......................................................................................101

5.6

Adding a text object or a bitmap image to a report...............................................................102

5.6.1

Adding a custom function to a report....................................................................................102

5.6.2

Adding a command to a report.............................................................................................103

5.6.3

Adding a list of values to a parameter...................................................................................103

5.6.4

Modifying objects in the repository.......................................................................................103

5.7

To modify a repository object...............................................................................................104

5.7.1

Updating connected repository objects in reports................................................................104

5.8

To set the update option......................................................................................................105

5.8.1

Deleting items from the repository.......................................................................................105

5.9

To delete an object from the repository................................................................................105

5.9.1

Using Undo in the repository................................................................................................106

5.10

Designing Optimized Web Reports.....................................................................................107Chapter 6

Overview..............................................................................................................................107

6.1

Key strategies for optimizing web reports............................................................................108

6.1.1

Scale with SAP BusinessObjects Business Intelligence platform .........................................108

6.2

Evaluation times for date functions in SAP BusinessObjects Business Intelligence platform .109

6.2.1

Making the right design choices...........................................................................................110

6.3

Using faster report formats..................................................................................................110

6.3.1

Choosing between live and saved data................................................................................111

6.3.2

Designing summary reports.................................................................................................112

6.3.3

Using subreports carefully....................................................................................................113

6.3.4

Using other design elements effectively...............................................................................115

6.3.5

Designing reports to maximize data sharing.........................................................................115

6.3.6

Streamlining your reporting environment..............................................................................116

6.4

Selecting the fastest database and connection....................................................................116

6.4.1

Using table indexes..............................................................................................................116

6.4.2

Improving table-linking choices.............................................................................................117

6.4.3

Using thread-safe database drivers......................................................................................117

6.4.4

Using stored procedures for faster processing.....................................................................118

6.4.5

Using enhanced record selection formulas ..........................................................................119

6.5

Pushing down record selection—an example.......................................................................119

6.5.1

Record selection performance tips.......................................................................................120

6.5.2

Strategies for writing efficient record selection formulas......................................................121

6.5.3

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Incorporating parameter fields into record selection formulas...............................................124

6.5.4

Using SQL expressions where appropriate..........................................................................125

6.5.5

Improving grouping, sorting, and totaling..............................................................................125

6.6

Performing grouping on server.............................................................................................126

6.6.1

Benefits of grouping on server—an example........................................................................126

6.6.2

Using SQL Expressions for groups, sorts, and totals...........................................................127

6.6.3

Using SQL Expressions for Case Logic................................................................................128

6.6.4

Inserting summary and running total fields where possible....................................................128

6.6.5

Record Selection.................................................................................................................129Chapter 7

Selecting records.................................................................................................................129

7.1

Options for selecting records...............................................................................................129

7.1.1

Determining which field(s) to use.........................................................................................129

7.1.2

Using the Select Expert........................................................................................................130

7.1.3

Using formulas.....................................................................................................................132

7.1.4

Interaction of the Select Expert and the Formula Editor........................................................132

7.1.5

Saved data selection formulas..............................................................................................134

7.1.6

Using formula templates.......................................................................................................134

7.2

Record selection formula templates.....................................................................................134

7.2.1

Pushing down record selection to the database server.........................................................137

7.3

Troubleshooting record selection formulas...........................................................................137

7.4

To troubleshoot record selection formulas...........................................................................137

7.4.1

Correcting selections that do not generate data...................................................................139

7.4.2

Sorting, Grouping, and Totaling..........................................................................................141Chapter 8

Sorting data.........................................................................................................................141

8.1

Understanding sort options..................................................................................................141

8.1.1

Sorting single and multiple fields..........................................................................................143

8.1.2

Sort controls........................................................................................................................145

8.1.3

Grouping data......................................................................................................................147

8.2

Grouping data......................................................................................................................147

8.2.1

Creating custom groups.......................................................................................................149

8.2.2

Sorting groups conditionally.................................................................................................150

8.2.3

Sorting records within groups..............................................................................................151

8.2.4

Group selection...................................................................................................................152

8.2.5

Grouping data in intervals.....................................................................................................156

8.2.6

Grouping by the first letter of a company name....................................................................158

8.2.7

Grouping data hierarchically.................................................................................................159

8.2.8

Editing groups......................................................................................................................165

8.2.9

Summarizing grouped data...................................................................................................166

8.3

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To summarize grouped data.................................................................................................166

8.3.1

Ordering groups by summarized values................................................................................167

8.3.2

Selecting top or bottom N groups or percentages................................................................168

8.3.3

Selecting top or bottom groups or percentages conditionally...............................................170

8.3.4

Subtotaling...........................................................................................................................171

8.4

Subtotaling data...................................................................................................................171

8.4.1

Extending prices and subtotaling the extensions...................................................................172

8.4.2

Percentages.........................................................................................................................173

8.5

Calculating a percentage......................................................................................................174

8.5.1

Group headers.....................................................................................................................175

8.6

Creating group headers........................................................................................................175

8.6.1

Suppressing group headers.................................................................................................179

8.6.2

Drilling-down on group headers............................................................................................179

8.6.3

Running Totals....................................................................................................................181Chapter 9

Understanding running totals................................................................................................181

9.1

How running totals work.......................................................................................................181

9.1.1

Creating running totals.........................................................................................................182

9.2

Creating running totals in a list.............................................................................................182

9.2.1

Creating running totals for a group.......................................................................................184

9.2.2

Creating conditional running totals.......................................................................................185

9.2.3

Creating running totals in a one-to-many linking relationship.................................................187

9.2.4

Creating running totals using a formula.................................................................................188

9.3

To create running totals using a formula...............................................................................188

9.3.1

Multiple Section Reports.....................................................................................................191Chapter 10

About sections.....................................................................................................................191

10.1

Working with sections..........................................................................................................191

10.2

Inserting a section................................................................................................................192

10.2.1

Deleting a section................................................................................................................192

10.2.2

Moving a section..................................................................................................................193

10.2.3

Merging two related sections...............................................................................................193

10.2.4

Splitting and resizing sections..............................................................................................194

10.3

Splitting a section.................................................................................................................194

10.3.1

Resizing a section................................................................................................................195

10.3.2

Using multiple sections in reports ........................................................................................196

10.4

Keeping variable length objects from overwriting each other................................................196

10.4.1

Eliminating blank lines when fields are empty........................................................................197

10.4.2

Adding blank lines conditionally............................................................................................198

10.4.3

Form letters.........................................................................................................................198

10.5

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Working with text objects.....................................................................................................199

10.5.1

Creating a form letter using a text object..............................................................................200

10.5.2

Printing conditional messages in form letters........................................................................205

10.5.3

Formatting...........................................................................................................................207Chapter 11

Formatting concepts............................................................................................................207

11.1

Using a template..................................................................................................................207

11.2

Applying a template..............................................................................................................208

11.2.1

Removing an applied template..............................................................................................209

11.2.2

Reapplying the last template selected..................................................................................209

11.2.3

Using Template Field Objects...............................................................................................210

11.2.4

Template considerations......................................................................................................211

11.2.5

Using the Report Design Environment..................................................................................213

11.3

Section characteristics.........................................................................................................214

11.3.1

Making an object underlay a following section......................................................................214

11.3.2

Pre-printed forms.................................................................................................................216

11.3.3

Multiple columns..................................................................................................................216

11.3.4

Hiding report sections..........................................................................................................217

11.3.5

Hiding report objects............................................................................................................218

11.3.6

Placing text-based objects....................................................................................................220

11.3.7

Placing multi-line, text-based objects....................................................................................223

11.3.8

Importing text-based objects from a file................................................................................224

11.3.9

Spacing between text-based objects....................................................................................225

11.3.10

Selecting multiple objects.....................................................................................................232

11.3.12

Vertical placement...............................................................................................................233

11.3.13

Inserting character and line spacing......................................................................................233

11.3.14

Setting fractional font sizes..................................................................................................234

11.3.15

Setting page size and page orientation.................................................................................235

11.3.16

Setting page margins...........................................................................................................236

11.3.17

TrueType fonts.....................................................................................................................236

11.3.18

Printer drivers......................................................................................................................237

11.3.19

Formatting a report for web viewing.....................................................................................238

11.3.20

Formatting properties...........................................................................................................238

11.4

Working with absolute formatting.........................................................................................239

11.5

Adding borders, color, and shading to a field........................................................................239

11.5.1

Making a report, section, area, or object read-only...............................................................240

11.5.2

Locking an object's size and position....................................................................................241

11.5.3

Changing your default field formats......................................................................................241

11.5.4

Adding and editing lines.......................................................................................................243

11.5.5

Adding and editing boxes.....................................................................................................244

11.5.6

Expected behavior of line and box formatting.......................................................................245

11.5.7

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Adding shapes to a report....................................................................................................247

11.5.8

Scaling, cropping, and sizing objects....................................................................................248

11.5.9

Using conventional accounting formats................................................................................249

11.5.10

Repeating report objects on horizontal pages.......................................................................250

11.5.11

Using white space between rows.........................................................................................252

11.5.12

Working with conditional formatting......................................................................................254

11.6

Conditional on or off properties............................................................................................255

11.6.1

Conditional attribute properties............................................................................................255

11.6.2

Changing margins conditionally............................................................................................257

11.6.3

Changing X position conditionally.........................................................................................258

11.6.4

Creating footers after the first page.....................................................................................258

11.6.5

Using the Highlighting Expert................................................................................................260

11.6.6

Undo/Redo activities...........................................................................................................263

11.6.7

Using the Format Painter......................................................................................................263

11.7

To copy and apply formatting...............................................................................................264

11.7.1

Working with barcodes.........................................................................................................265

11.8

Adding a barcode.................................................................................................................265

11.8.1

Changing the appearance of a barcode................................................................................266

11.8.2

Removing a barcode............................................................................................................267

11.8.3

Charting..............................................................................................................................269Chapter 12

Charting concepts................................................................................................................269

12.1

Charting overview................................................................................................................269

12.1.1

Chart layouts.......................................................................................................................270

12.1.2

Chart types..........................................................................................................................271

12.1.3

Where to place a chart ........................................................................................................273

12.1.4

Drill-down with charts...........................................................................................................273

12.1.5

Drill-down with legends........................................................................................................273

12.1.6

Creating charts....................................................................................................................274

12.2

Charting on details or formula fields (Advanced layout)........................................................274

12.2.1

Charting on summary or subtotal fields (Group layout).........................................................275

12.2.2

Charting on Cross-Tab summaries (Cross-Tab layout).........................................................276

12.2.3

Charting on an OLAP cube (OLAP layout)............................................................................277

12.2.4

Working with charts.............................................................................................................278

12.3

Editing charts using the Chart Expert....................................................................................278

12.3.1

Editing charts using the Chart Options menu items..............................................................278

12.3.2

Editing charts using other menu items..................................................................................279

12.3.3

Using the zooming features with bar and line charts.............................................................280

12.3.4

Auto-arranging charts...........................................................................................................281

12.3.5

Formatting charts.................................................................................................................282

12.3.6

Using the underlay feature with charts.................................................................................283

12.3.7

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Mapping..............................................................................................................................285Chapter 13

Mapping concepts................................................................................................................285

13.1

Mapping overview................................................................................................................285

13.1.1

Map layouts.........................................................................................................................285

13.1.2

Map types............................................................................................................................286

13.1.3

Where to place a map..........................................................................................................288

13.1.4

Drill-down with maps............................................................................................................289

13.1.5

Creating maps......................................................................................................................289

13.2

Mapping on group fields (Group layout)................................................................................289

13.2.1

Mapping on Cross-Tab summaries (Cross-Tab layout).........................................................290

13.2.2

Mapping on an OLAP cube (OLAP layout)............................................................................292

13.2.3

Working with maps...............................................................................................................293

13.3

Editing maps using the Map Expert.......................................................................................293

13.3.1

Changing the map title.........................................................................................................294

13.3.2

Changing the map type........................................................................................................294

13.3.3

Changing map layers............................................................................................................294

13.3.4

Resolving data mismatches..................................................................................................296

13.3.5

Changing the geographic map..............................................................................................296

13.3.6

Zooming in and out on a map...............................................................................................297

13.3.7

Panning a map......................................................................................................................298

13.3.8

Centering a map...................................................................................................................298

13.3.9

Hiding and showing the Map Navigator................................................................................298

13.3.10

OLE.....................................................................................................................................301Chapter 14

OLE overview.......................................................................................................................301

14.1

OLE terminology..................................................................................................................301

14.1.1

Types of OLE objects...........................................................................................................302

14.1.2

General OLE considerations.................................................................................................302

14.1.3

Inserting OLE objects into reports........................................................................................303

14.2

To copy and paste OLE objects ...........................................................................................303

14.2.1

How OLE objects are represented in a report.......................................................................304

14.3

Editing OLE objects in reports..............................................................................................304

14.4

In-place editing.....................................................................................................................304

14.4.1

Dynamic OLE menu commands............................................................................................305

14.4.2

OLE and the Insert Picture command...................................................................................305

14.4.3

Working with static OLE objects..........................................................................................305

14.5

Inserting a static OLE object.................................................................................................306

14.5.1

Making a static OLE object dynamic.....................................................................................306

14.5.2

Converting a static OLE object to a bitmap image object......................................................307

14.5.3

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Working with embedded vs. linked objects...........................................................................308

14.6

Embedded objects...............................................................................................................308

14.6.1

Linked objects......................................................................................................................309

14.6.2

Integrating Shockwave Flash (SWF) objects........................................................................310

14.7

Printing Shockwave Flash (SWF) objects.............................................................................311

14.7.1

Adding an Xcelsius SWF object to a report..........................................................................311

14.7.2

Using data binding to bind an Xcelsius SWF object to a report.............................................312

14.7.3

Cross-Tab Objects..............................................................................................................315Chapter 15

What is a Cross-Tab object?................................................................................................315

15.1

Cross-Tab example..............................................................................................................316

15.2

Report of order data - no sorting/grouping...........................................................................316

15.2.1

Report of order data - grouped by region.............................................................................317

15.2.2

Report of order data - grouped by product...........................................................................318

15.2.3

Report of order data - grouped by region and product..........................................................319

15.2.4

Order data in a Cross-Tab object.........................................................................................320

15.2.5

Creating a Cross-Tab report.................................................................................................321

15.3

To create a new cross-tab report.........................................................................................322

15.3.1

To add a Cross-Tab to an existing report..............................................................................322

15.3.2

Specifying the data source...................................................................................................323

15.3.3

Modifying the links...............................................................................................................324

15.3.4

Adding a chart......................................................................................................................324

15.3.5

Selecting records.................................................................................................................325

15.3.6

Defining the structure of the Cross-Tab...............................................................................325

15.3.7

Applying a predefined style and finishing the report..............................................................326

15.3.8

Adding a Cross-Tab to an existing report using the Cross-Tab Expert..................................326

15.3.9

Working with Cross-Tabs.....................................................................................................329

15.4

Showing values as percentages...........................................................................................329

15.4.1

Abbreviating large summarized fields ...................................................................................329

15.4.2

Customizing row/column labels............................................................................................330

15.4.3

Using running totals in Cross-Tabs.......................................................................................331

15.4.4

Printing Cross-Tabs that span multiple pages ......................................................................332

15.4.5

Formatting Cross-Tabs.........................................................................................................333

15.5

Changing width, height, and alignment of Cross-Tab cells....................................................333

15.5.1

Formatting background color of entire rows/columns...........................................................333

15.5.2

Formatting fields individually.................................................................................................334

15.5.3

Formatting several fields at one time....................................................................................334

15.5.4

Suppressing Cross-Tab data................................................................................................334

15.5.5

Displaying summarized fields horizontally.............................................................................336

15.5.6

Advanced Cross-Tab features..............................................................................................336

15.6

Calculated Members............................................................................................................336

15.6.1

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Embedded Summaries.........................................................................................................340

15.6.2

Building Queries.................................................................................................................343Chapter 16

Connecting to a universe.....................................................................................................343

16.1

To connect to a universe......................................................................................................343

16.1.1

Defining the data selection for a query.................................................................................344

16.2

To build a simple query.........................................................................................................344

16.2.1

To create a combined query.................................................................................................345

16.2.2

Quick reference to objects...................................................................................................345

16.2.3

Editing an existing query.......................................................................................................347

16.3

To edit an existing query......................................................................................................347

16.3.1

Viewing the SQL behind a query..........................................................................................347

16.4

To view the SQL when you create a query...........................................................................347

16.4.1

To view the SQL after you have created a query..................................................................348

16.4.2

Query filters and prompts.....................................................................................................348

16.5

Creating query filters............................................................................................................348

16.5.1

Building prompts..................................................................................................................349

16.5.2

Combining query filters and prompts....................................................................................350

16.5.3

Using And or Or to combine query filters.............................................................................351

16.5.4

Quick reference to query filter operators..............................................................................352

16.5.5

Editing and removing query filters.........................................................................................354

16.5.6

Filtering data using subqueries and database ranking...........................................................354

16.6

What is a subquery?.............................................................................................................355

16.6.1

Building a subquery..............................................................................................................355

16.6.2

What is a database ranking?.................................................................................................357

16.6.3

Creating a database ranking.................................................................................................358

16.6.4

Creating and Updating OLAP Reports................................................................................361Chapter 17

OLAP reporting with Crystal Reports...................................................................................361

17.1

OLAP grid objects................................................................................................................361

17.1.1

Creating an OLAP report......................................................................................................362

17.2

To create an OLAP report....................................................................................................362

17.2.1

Specifying the data source...................................................................................................362

17.2.2

Defining the structure of the grid..........................................................................................363

17.2.3

Setting sliced dimensions and specifying the number of grids..............................................365

17.2.4

Applying a predefined style..................................................................................................366

17.2.5

Inserting a chart...................................................................................................................367

17.2.6

Updating an OLAP report.....................................................................................................368

17.3

To update a cube location in an OLAP grid object................................................................368

17.3.1

Formatting data in an OLAP grid...........................................................................................369

17.4

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Changing the background color of a dimension....................................................................370

17.4.1

Creating an alias for a dimension..........................................................................................371

17.4.2

Formatting grid lines.............................................................................................................371

17.4.3

Labeling dimensions.............................................................................................................372

17.4.4

Changing the view of OLAP data..........................................................................................372

17.5

To show or hide dimension members ..................................................................................372

17.5.1

To create asymmetry in an OLAP grid..................................................................................373

17.5.2

To add totals to an OLAP grid..............................................................................................373

17.5.3

To change the display format for member names.................................................................373

17.5.4

To alter the data displayed in the OLAP grid.........................................................................374

17.5.5

To define the order of fields in the OLAP grid ......................................................................374

17.5.6

Sorting and filtering OLAP grid data.....................................................................................374

17.6

Sorting data in an OLAP grid................................................................................................374

17.6.1

Filtering data in an OLAP grid...............................................................................................376

17.6.2

Adding calculations to OLAP grids.......................................................................................377

17.7

Printing, Exporting, and Viewing Reports............................................................................379Chapter 18

Distributing reports..............................................................................................................379

18.1

Printing a report...................................................................................................................379

18.1.1

Faxing a report.....................................................................................................................379

18.1.2

Exporting a report.................................................................................................................380

18.1.3

Working with Web folders....................................................................................................390

18.1.4

Working with Enterprise folders............................................................................................391

18.1.5

Viewing reports....................................................................................................................393

18.2

Report Parts and other Report objects.................................................................................394

18.2.1

Creating an Enterprise Hyperlink..........................................................................................405

18.2.2

Using Smart View to view a report in the CMC....................................................................406

18.2.3

Using smart tags..................................................................................................................406

18.3

To use smart tags with a Crystal Reports object..................................................................407

18.3.1

Report Alerts.......................................................................................................................409Chapter 19

About Report Alerts.............................................................................................................409

19.1

Working with Report Alerts..................................................................................................409

19.2

Creating Report Alerts.........................................................................................................409

19.2.1

Editing Report Alerts............................................................................................................411

19.2.2

Deleting Report Alerts..........................................................................................................412

19.2.3

Viewing Report Alerts..........................................................................................................412

19.2.4

Referring to Report Alerts in formulas..................................................................................413

19.2.5

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Contents

Using Formulas...................................................................................................................415Chapter 20

Formulas overview...............................................................................................................415

20.1

Typical uses for formulas......................................................................................................415

20.1.1

Formula components and syntax..........................................................................................416

20.2

Formula components............................................................................................................416

20.2.1

Formula syntax.....................................................................................................................417

20.2.2

User Function Libraries in formulas......................................................................................418

20.3

Specifying formulas..............................................................................................................419

20.4

Working with the Formula Workshop....................................................................................420

20.4.1

Working with the Formula Editor...........................................................................................424

20.4.2

Creating and modifying formulas..........................................................................................428

20.5

To create a formula and insert it into a report.......................................................................428

20.5.1

Creating a formula in the Formula Expert..............................................................................429

20.5.2

Editing formulas....................................................................................................................431

20.5.3

Searching for formula text....................................................................................................431

20.5.4

Copying formulas.................................................................................................................432

20.5.5

Deleting formulas.................................................................................................................434

20.6

Removing the working formula from your report...................................................................435

20.6.1

Deleting the formula specification.........................................................................................435

20.6.2

Debugging formulas.............................................................................................................435

20.7

Debugging evaluation time errors.........................................................................................435

20.7.1

Debugging tutorial................................................................................................................436

20.7.2

Error Messages and Formula Compiler Warnings.................................................................440

20.8

Parameter Fields and Prompts............................................................................................453Chapter 21

Parameter and prompt overview...........................................................................................453

21.1

Parameter field considerations.............................................................................................453

21.1.1

Prompt considerations.........................................................................................................454

21.1.2

Data and non-data parameters.............................................................................................455

21.1.3

Optional parameters.............................................................................................................456

21.1.4

Understanding dynamic prompts..........................................................................................456

21.2

Understanding lists of values................................................................................................459

21.3

List-of-values types..............................................................................................................459

21.3.1

Determining which list-of-values type to use.........................................................................461

21.3.2

Lists of values and prompt groups contrasted......................................................................462

21.3.3

Creating a parameter with a static prompt............................................................................463

21.4

To create a parameter with a static prompt .........................................................................463

21.4.1

To incorporate the parameter into the record selection filter.................................................465

21.4.2

To incorporate the parameter into a saved data selection formula........................................466

21.4.3

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Contents

Creating a parameter with a dynamic prompt.......................................................................466

21.5

To create a parameter with a dynamic prompt......................................................................467

21.5.1

Creating a parameter with a cascading list of values............................................................468

21.6

To create a parameter with a cascading list of values...........................................................469

21.6.1

The Parameter Panel............................................................................................................471

21.7

Working with lists of values..................................................................................................471

21.8

Sharing common lists of values within a report.....................................................................472

21.8.1

Using separate value and description fields..........................................................................473

21.8.2

Using command objects as list-of-values data sources.........................................................474

21.8.3

Null handling........................................................................................................................474

21.8.4

Long lists of values..............................................................................................................475

21.8.5

Best practices for prompting................................................................................................476

21.9

Unmanaged reports.............................................................................................................476

21.9.1

Managed reports..................................................................................................................476

21.9.2

Converting unmanaged reports to managed reports.............................................................477

21.9.3

Deploying managed reports with dynamic prompts..............................................................478

21.9.4

Deleting parameter fields.....................................................................................................478

21.10

To delete a parameter that is not used in a formula..............................................................478

21.10.1

To delete a parameter used with the Select Expert...............................................................478

21.10.2

To delete a parameter that is used in a formula....................................................................479

21.10.3

Responding to parameter field prompts................................................................................479

21.11

Previewing a report for the first time....................................................................................479

21.11.1

Refreshing report data.........................................................................................................480

21.11.2

Advanced parameter features..............................................................................................481

21.12

Creating a parameter with multiple prompting values............................................................481

21.12.1

Applying conditional formatting using parameter fields.........................................................482

21.12.2

Creating a report title using parameter fields........................................................................483

21.12.3

Specifying single or ranges of values...................................................................................483

21.12.4

Incorporating a parameter into a formula..............................................................................484

21.12.5

Defining sort order using parameter fields............................................................................485

21.12.6

Defining entry type and format using the Edit Mask..............................................................486

21.12.7

Creating a saved-data record filter using parameter fields....................................................487

21.12.8

To create a parameter appearing on the Parameter Panel....................................................488

21.12.9

To incorporate the parameter into a saved data selection formula........................................489

21.12.10

Adding dynamic grouping using parameter fields..................................................................489

21.12.11

Subreports...........................................................................................................................491Chapter 22

What are subreports?...........................................................................................................491

22.1

Unlinked vs. linked subreports.............................................................................................491

22.1.1

How subreport linking works................................................................................................493

22.1.2

Inserting subreports.............................................................................................................494

22.2

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Contents

Previewing subreports..........................................................................................................495

22.2.1

Saving a subreport as a primary report.................................................................................496

22.2.2

Updating subreports.............................................................................................................496

22.2.3

Linking a subreport to the data in the primary report............................................................497

22.3

To link a subreport to the data in the primary report.............................................................498

22.3.1

Linking a subreport to the main report without modifying the selection formula....................499

22.4

To link a subreport to a main report without modifying the selection formula........................499

22.4.1

Combining unrelated reports by using subreports................................................................499

22.5

To combine two unrelated reports........................................................................................500

22.5.1

To combine three or more unrelated reports........................................................................500

22.5.2

Using subreports with unlinkable data..................................................................................500

22.6

Linking to/from a formula field..............................................................................................501

22.6.1

Linking unindexed tables......................................................................................................502

22.6.2

Creating an on-demand subreport........................................................................................502

22.7

To create an on-demand subreport.......................................................................................503

22.7.1

Adding captions to on-demand subreports...........................................................................503

22.8

To add a caption...................................................................................................................503

22.8.1

Showing different views of the same data in a report...........................................................504

22.9

Understanding Databases...................................................................................................505Chapter 23

Databases overview.............................................................................................................505

23.1

Relational database basics...................................................................................................505

23.1.1

Indexed tables......................................................................................................................506

23.1.2

Using SQL and SQL databases............................................................................................509

23.2

What is SQL?.......................................................................................................................509

23.2.1

SQL DBMS.........................................................................................................................511

23.2.2

How does Crystal Reports use SQL?...................................................................................513

23.2.3

The SQL language...............................................................................................................514

23.2.4

Defining an SQL Command..................................................................................................516

23.2.5

Changing data sources.........................................................................................................519

23.3

To change the data source...................................................................................................520

23.3.1

Working with aliases............................................................................................................521

23.4

Linking tables.......................................................................................................................522

23.5

Link from and link to.............................................................................................................523

23.5.1

Link relationships.................................................................................................................523

23.5.2

Performance considerations in one-to-many links.................................................................524

23.5.3

Data file considerations........................................................................................................526

23.5.4

SQL database considerations..............................................................................................528

23.5.5

Performance considerations for all reports...........................................................................529

23.5.6

The Database Expert Links tab.............................................................................................531

23.5.7

Linking indexed tables..........................................................................................................531

23.5.8

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Contents

Link processing order...........................................................................................................532

23.5.9

Linking options.....................................................................................................................533

23.5.10

Server-side processing........................................................................................................547

23.6

How server-side grouping affects the SQL query.................................................................548

23.6.1

Mapping database fields.......................................................................................................549

23.7

About the Map Fields dialog box..........................................................................................550

23.7.1

Remapping processes..........................................................................................................550

23.7.2

Remapping altered database fields.......................................................................................552

23.7.3

Saved Data Indexes.............................................................................................................553

23.8

How Report Indexing works.................................................................................................554

23.8.1

Considerations for using Saved Data Indexes......................................................................554

23.8.2

Indexing the right field(s)......................................................................................................555

23.8.3

Unicode support in Crystal Reports.....................................................................................556

23.9

Working with databases.......................................................................................................556

23.10

Using Access queries..........................................................................................................556

23.10.1

Using ODBC data sources...................................................................................................559

23.10.2

Advanced database features................................................................................................562

23.11

One-to-many links ...............................................................................................................562

23.11.1

ACT! databases...................................................................................................................563

23.11.2

Reporting on an NT Event Log.............................................................................................564

23.11.3

For additional information.....................................................................................................565

23.12

Integrating Business Applications with Crystal Reports.....................................................567Chapter 24

Integrating with SAP.............................................................................................................567

24.1

Introduction..........................................................................................................................567

24.1.1

Add-Ons..............................................................................................................................572

24.1.2

Reporting with SAP..............................................................................................................572

24.1.3

Integrating with Oracle E-Business Suite..............................................................................631

24.2

Overview..............................................................................................................................631

24.2.1

To access data in SAP Crystal Reports................................................................................632

24.2.2

Integrating with Siebel..........................................................................................................632

24.3

Connecting to Siebel............................................................................................................632

24.3.1

Configuring the connection..................................................................................................635

24.3.2

Selecting business components...........................................................................................639

24.3.3

Refreshing reports with Siebel data......................................................................................639

24.3.4

Updating reports created in earlier versions of Crystal Reports............................................640

24.3.5

Security...............................................................................................................................641

24.3.6

Views...................................................................................................................................641

24.3.7

Using Siebel formatting........................................................................................................642

24.3.8

Linking tables in reports.......................................................................................................644

24.3.9

Multi-value columns.............................................................................................................646

24.3.10

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Contents

Data Types..........................................................................................................................646

24.3.11

Integrating with PeopleSoft..................................................................................................648

24.4

Overview..............................................................................................................................648

24.4.1

To access data in SAP Crystal Reports................................................................................648

24.4.2

Integrating with JD Edwards.................................................................................................650

24.5

Overview..............................................................................................................................650

24.5.1

To access data in SAP Crystal Reports................................................................................651

24.5.2

Accessing Data Sources.....................................................................................................653Chapter 25

Introduction..........................................................................................................................653

25.1

Six types of data..................................................................................................................653

25.1.1

Direct access database files................................................................................................654

25.2

Advantages..........................................................................................................................654

25.2.1

Disadvantages.....................................................................................................................654

25.2.2

Three layers.........................................................................................................................655

25.2.3

Common database formats..................................................................................................656

25.2.4

ODBC data sources.............................................................................................................665

25.3

Advantages..........................................................................................................................666

25.3.1

Disadvantages.....................................................................................................................666

25.3.2

Five layers............................................................................................................................667

25.3.3

Installing database clients.....................................................................................................669

25.3.4

Common ODBC database formats......................................................................................670

25.3.5

JDBC data sources .............................................................................................................673

25.4

JNDI....................................................................................................................................674

25.4.1

Five layers............................................................................................................................674

25.4.2

Supported JDBC database formats.....................................................................................675

25.4.3

Configuring the Crystal Reports JDBC driver.......................................................................676

25.4.4

Business Objects universes.................................................................................................676

25.5

Business Views...................................................................................................................677

25.6

Crystal SQL Designer files...................................................................................................678

25.7

Crystal Dictionary files.........................................................................................................679

25.8

Report Processing Model....................................................................................................681Chapter 26

Overview..............................................................................................................................681

26.1

What is a "pass"?.................................................................................................................681

26.1.1

Pre-pass 1...........................................................................................................................681

26.1.2

Pass 1..................................................................................................................................681

26.1.3

Pre-pass 2...........................................................................................................................682

26.1.4

Pass 2..................................................................................................................................682

26.1.5

Pass 3..................................................................................................................................683

26.1.6

2013-05-0618

Contents

Crystal Reports Error Messages.........................................................................................685Appendix A

Drive:\filename.extension.....................................................................................................685

A.1

Drive:\test.rpt......................................................................................................................685

A.2

Failed to load database connector........................................................................................686

A.3

Failed to open the connection. Details: [Database Vendor Code: <vendor code number>]...686

A.4

Failed to retrieve data from the database. Details: [Database Vendor Code: <vendor code

number>].............................................................................................................................687

A.5

Creating Accessible Reports...............................................................................................689Chapter 27

About accessibility...............................................................................................................689

27.1

Benefits of accessible reports..............................................................................................689

27.1.1

About the accessibility guidelines.........................................................................................690

27.1.2

Accessibility and Business Objects products.......................................................................691

27.1.3

Improving report accessibility...............................................................................................692

27.2

Placing objects in reports.....................................................................................................692

27.2.1

Text......................................................................................................................................694

27.2.2

Color....................................................................................................................................697

27.2.3

Navigation............................................................................................................................699

27.2.4

Parameter fields...................................................................................................................699

27.2.5

Designing for flexibility.........................................................................................................700

27.3

To create an accessibility parameter field.............................................................................700

27.3.1

Accessibility and conditional formatting................................................................................701

27.3.2

Accessibility and suppressing sections.................................................................................702

27.3.3

Accessibility and subreports.................................................................................................703

27.3.4

Improving data table accessibility.........................................................................................703

27.4

Text objects and data table values........................................................................................704

27.4.1

Other data table design considerations................................................................................708

27.4.2

Accessibility and BusinessObjects Business Intelligence platform........................................709

27.5

Setting accessible preferences for SAP BusinessObjects Business Intelligence platform.....709

27.5.1

Accessibility and customization............................................................................................710

27.6

Resources...........................................................................................................................711

27.7

More Information.................................................................................................................713Appendix B

Index 715

2013-05-0619

Contents

2013-05-0620

Contents

Introduction to SAP Crystal Reports 2013

1.1 About Crystal Reports

SAP Crystal Reports 2013 (Crystal Reports) is designed to work with your database to help you analyze

and interpret important information. Crystal Reports makes it easy to create simple reports, and, it also

has the comprehensive tools you need to produce complex or specialized reports.

Create any report you can imagine

Crystal Reports is designed to produce the report you want from virtually any data source. Built-in report

experts guide you step by step through building reports and completing common reporting tasks.

Formulas, cross-tabs, subreports, and conditional formatting help make sense of data and uncover

important relationships that might otherwise be hidden. Geographic maps and graphs communicate

information visually when words and numbers are simply not enough.

Extend reporting to the Web

The flexibility of Crystal Reports doesn't end with creating reports — your reports can be published in

a variety of formats including Microsoft Word and Excel, E-mail and even over the Web. Advanced Web

reporting lets other members of your workgroup view and update shared reports inside their web browser.

Incorporate reports into applications

Application and web developers can save time and meet their users needs by integrating the report

processing power of Crystal Reports into their database applications. Support for most popular

development languages makes it easy to add reporting to any application.

Whether it's the web master in IT, the promotion manager in marketing, the database administrator in

finance or the CEO, Crystal Reports is a powerful tool designed to help everyone analyze and interpret

the information that's important to them.

1.2 About the Crystal Reports documentation

The Crystal Reports documentation includes procedures for typical reporting tasks such as placing

fields, formatting reports, and sorting records. It also contains information on more specific areas of

interest such as advanced formula creation and accessing different types of data. Use the documentation

2013-05-0621

Introduction to SAP Crystal Reports 2013

as a reference for your basic reporting needs as well as an introduction to new concepts in report

creation.

1.2.1 Locate information quickly

• Access online help from the Crystal Reports help menu.

Use the Contents tab to view all major sections in the online help and drill down to specific headings

within each section, the Index tab to view topics in alphabetical order, and the Search tab to enter

a keyword to view all the sections that relate to the keyword.

• Access a PDF version of the Crystal Reports documentation online at help.sap.com.

The PDF version contains a subset of the topics found in the online help, along with additional

sections—such as a Quick Start—that can help you learn Crystal Reports.

1.2.2 Sample Reports

Many topics in the Crystal Reports documentation include a list of related sample reports. Use these

reports to illustrate concepts the topic describes. The sample reports can be adapted to your own needs.

Sample reports are located on the SAP Business Objects Support web site.

2013-05-0622

Introduction to SAP Crystal Reports 2013

Quick Start

2.1 Learning how to use Crystal Reports

You can teach yourself how to use Crystal Reports by choosing from the methods available in this

section:

• You can study the sample reports and sample database included with Crystal Reports.

You will find the sample reports and sample database for Crystal Reports at the SAP Business

Objects Support web site.

• You can use the detailed descriptions and instructions in the Quick start for new users.

• You can use the summaries and topic cross-references in the Quick start for advanced

users—especially useful if you're already familiar with reporting concepts.

Each method is a helpful way to learn and understand Crystal Reports and, although any one might be

enough to get you up and running, you can always come back to this section and consult the other

methods as you need them.

2.1.1 Sample data - Xtreme.mdb

A sample database, Xtreme.mdb, is available for you to use while you are learning Crystal Reports.

Xtreme.mdb is a Microsoft Access database and all of the necessary drivers are included. You should

be able to open the database directly and begin designing reports. Virtually all of the examples in this

manual are based on Xtreme.mdb data.

Xtreme.mdb is located on the SAP Business ObjectsSupport web site.

Xtreme.mdb is a database that contains data for Xtreme Mountain Bikes, a fictitious manufacturer of

mountain bikes and accessories.

Note:

The sample data has been designed to illustrate various reporting concepts in a training environment,

not to teach database design. While there are alternative ways of designing a database, this design

was selected to keep the tutorials and examples focused on reporting, not on data manipulation.

2013-05-0623

Quick Start

2.2 Report Creation Wizards

The tutorials in this section show you how to build a report from scratch. As a complement or an

alternative, however, you may want to use the Report Creation Wizards available on the Start Page.

There are four Report Creation Wizards:

• Standard

• Cross-Tab

• Mailing Label

• OLAP

Each wizard guides you through the creation of a report by providing a series of screens. Many of the

wizards have screens unique to a specific type of report. For example, the Mailing Labels Report

Creation Wizard has a screen that allows you to specify the type of mailing label you want to use.

Note:

After you've clicked the Finish button in a Report Creation Wizard, you can click the Stop button on the

Navigation Tools toolbar if you don't want the program to gather all the data from your data source.

This is useful if you want to make adjustments to the report layout that the wizard created.

2.2.1 Standard

The Standard Report Creation Wizard is the most generic of the wizards. It guides you through choosing

a data source and linking database tables. It also helps you add fields and specify the grouping,

summarization (totals), and sorting criteria you want to use. Finally, the Standard Report Creation

Wizard leads you through chart creation and record selection.

The Templates screen contains predefined layouts for you to apply to your report to give it more impact.

2.2.2 Cross-Tab

The Cross-Tab Report Creation Wizard guides you through the creation of a report in which your data

is displayed as a cross-tab object. Two special screens (Cross-Tab and Grid Style) help you create

and format the cross-tab itself.

2013-05-0624

Quick Start

2.2.3 Mailing Label

The Mailing Labels Report Creation Wizard lets you create a report that is formatted to print on any

size mailing label. You can use the Label screen to select a commercial label type, or you can define

your own layout of rows and columns for any multi-column style report.

2.2.4 OLAP

The OLAP Report Creation Wizard lets you create a report in which your OLAP data is displayed as a

grid object. Although similar to the Cross-Tab Report Creation Wizard in several ways, the OLAP Report

Creation Wizard appears to be different due to the requirements of working with OLAP data sources.

You first specify the location of your OLAP data, and then you choose the dimensions you want to

include in the grid. Next you filter the report data and choose the style of the grid object, which you can

also customize. Finally, you can define labels for your grid and insert a chart, if you wish.

2.3 Quick start for new users

The following tutorial has been designed to give you confidence when creating your first report.

In this tutorial, you will get an introduction to the program as you create a Customer List report. The

Customer List is one of the most basic business reports and typically has information such as Customer

Name, City, Region, and Contact Name.

You begin by learning the basic concepts: selecting a database, placing some fields on the report, and

then selecting specific records to be included. You will then learn how to:

• Insert and move database fields.

• Add and format a title.

• Display a report in the Preview tab so you can fine-tune your work.

• Use the Select Expert to ensure the report includes only the data you need.

• Move objects.

• Group and sort data.

• Insert pictures.

• Print a report.

2013-05-0625

Quick Start

2.3.1 Before you begin

This tutorial assumes you are familiar with Microsoft Windows and uses conventional terms and

procedures common to the Windows environment. If you are not familiar with Windows, please refer

to the documentation that came with Microsoft Windows for further explanation.

The default font for all report sections in the program is set to Arial, 10 point. If you have changed the

default font, or if your printer does not support this font, the field size, field spacing, and screen shots

will look different than those included in this tutorial.

This tutorial has been designed using Microsoft Windows 2000. Screen shots may vary slightly if you

are using a different platform.

If you are not familiar with the Crystal Reports environment, review Formatting, which describes working

with the grid, using guidelines, and formatting activities.

2.3.2 Creating the report

In Windows, click Start > Programs > SAP Business Intelligence > Crystal Reports, and then

select Crystal Reports 2013.

The "Start Page" appears.

In the "Start a New Report" area, click Blank Report.

The Database Expert dialog box appears.

Note:

You can create reports based on database files, SQL/ODBC data sources, Business Views, and a

variety of other data sources.

2.3.2.1 Selecting a database to use

The next step in creating a report is to select a database. Use the Xtreme.mdb sample database for

this tutorial.

The Xtreme.mdb file is located on the SAP Business Objects Support web site.

Copy Xtreme.mdb to a location on your machine that you can access for the tutorial.

2013-05-0626

Quick Start

2.3.2.1.1 To select a database

In the Database Expert dialog box, expand the Create New Connection folder and then expand

the Database Files folder; then search for the Xtreme.mdb sample database.

Note:

• You have to use the Open dialog box to find the Xtreme database.

• If you wish to see database and server properties after you have selected a database, right-click

the database node in the Database Expert and select Properties from the shortcut menu.

Expand the Tables node of the Xtreme.mdb connection to see a list of tables.

Because you are dealing only with customers in this tutorial, you will select the Customer table.

Select Customer and click the > arrow to add it to the Selected Tables list, and then click OK.

The Design tab of the Report Designer appears.

Click Field Explorer on the Standard toolbar.

The Field Explorer dialog box appears.

Note:

Depending on how it appeared when you last used Crystal Reports, the Field Explorer dialog box

might be docked or in floating mode. For more information about docking explorers, see Opening

and docking explorers.

2013-05-0627

Quick Start

2.3.2.2 Report sections

The Design tab is divided into five sections: Report Header (RH), Page Header (PH), Details (D), Report

Footer (RF), and Page Footer (PF). If at any time you are unsure of the report section in which you are

working, simply look at the shaded area to the left of the report which always displays either the section

names or the initials that designate the names. See Design tab.

If the Short Section Names check box is selected in the Design View area of the Options dialog box,

then the Report Header, Page Header, Details, Report Footer and Page Footer section names will

appear as RH, PH, D, RF and PF respectively. If this check box is not selected, follow these steps:

2.3.2.3 Inserting a field

You'll use the Field Explorer dialog box to insert database fields when you create a new report.

This dialog box is set to remain on-screen until you close it. All the tables available for use are listed in

this box.

You will now start placing objects on the report by inserting the Customer Name field.

2.3.2.3.1 To insert a field

Expand the Database Fields node in the Field Explorer dialog box and expand a table.

Highlight a field name by clicking the name once.

When you highlight a field name, you can review a subset of the values for that field as well as the

field type and size by right-clicking the field and selecting Browse Data from the shortcut menu.

2013-05-0628

Quick Start

Click the Customer Name field and drag it into the Details section of the report.

An object frame appears with the Arrow cursor as you drag the field onto the report:

• The object frame represents the object you have just selected for placement.

• The size of the object frame approximates the size of the data in the field selected.

Move the object frame as far to the left as you can in the Details section.

If you move the field too far to the left, the Arrow cursor turns into a Stop cursor, indicating that you

cannot drag the field that far. Keep in mind that you cannot place any objects outside the page

margin.

The Design tab should look similar to this:

2.3.2.4 Understanding fields

Before going any further, take a look at the field you just placed in the Details section:

2013-05-0629

Quick Start

• First of all, the object frame indicates that when the report is printed, a field value will appear where

the box is positioned.

• If you haven't selected the Show Field Names check box on the Layout tab of the Options dialog

box, the object frame contains Xs to indicate that the database field contains a text string. Other

data types have different character representations. For example, a currency data type is represented

by $55,555.56.

• If your report is not showing field names, the number of Xs in the object frame is the data width, the

maximum number of characters in the field as defined by the database. Whether or not your report

shows field names, the width of the object frame is the field width (the amount of space allocated

to the field for printing). Initially it is set to the width needed to display the maximum number of

characters in the field (using the font selected for the field). You can change this width by resizing

the field.

• The size of the characters or Xs indicates the point size selected for the characters in the field.

• The font and style (Bold, Underline, and so on) used in displaying the characters or Xs indicate the

font and style selected for the characters in the field. Later in this tutorial you will learn how to make

changes to these properties.

• The line spacing is adjusted to the point size selected for the characters in the field.

2.3.2.5 Adding additional fields

Next, you will insert two additional fields in the report. This time, however, you will use the Ctrl-click

combination to add them at the same time.

2.3.2.5.1 To add additional fields

Highlight the City field in the Field Explorer dialog box, press the Ctrl key on your keyboard, and

then highlight the Country field. Release the Ctrl key.

If you scroll through the field list, you will notice that both fields remain selected.

Note:

Using the Ctrl-click combination allows you to select a non-continuous range of fields. The Shift-click

combination can be used to select several fields from the list that are contiguous.

Drag the fields to place them.

As the cursor is moved over the report, an object frame appears along with the Arrow cursor.

Place the fields to the right of the Customer Name field.

Both fields appear in the Details section of the report in the same order in which they are listed in

the Field Explorer dialog box.

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2.3.2.6 Selecting fields

When a field is selected, the object frame appears with a handle (box) on its right, left, top, and bottom

edge. These handles indicate that the field is selected, and therefore active. To do anything with a field

(change the font, move it, and so on), you first have to select it:

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

is selected.

• Move the cursor away from the object frame and click in an empty part of the window. The handles

disappear.

That's all it takes to select and deselect objects.

2.3.2.7 Resizing fields

To resize the field, follow these steps:

Click the Customer Name field in the Details section to select it.

Press the Ctrl key and click the field heading to select both objects.

Move the cursor over the resizing handle on the right edge of the fields until the cursor turns into a

Resizing cursor.

Resize the fields to the right until they are approximately two inches in length.

2.3.2.8 Reviewing your work

Now let's see how the report looks with three fields placed and positioned.

Click Print Preview on the Standard toolbar to activate the Preview tab.

The screen should look similar to this:

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Note:

The first time you preview a report, you must click Print Preview on the Standard toolbar to activate

the Preview tab. The Preview tab appears to the right of the Design tab. You can then switch between

designing and previewing the report by clicking the corresponding tab.

You have the beginnings of a customer list report, but you still have several fields to add.

When you are finished reviewing the report, return to the Design tab by clicking it.

2.3.2.9 Displaying field names

Field pictures (object frames containing character representations) have been discussed, but there may

be times when you want to see the field names in the Design tab.

2.3.2.9.1 To display field names

On the File menu, click Options.

The Options dialog box appears with the Layout tab active.

Select the Show Field Names check box and click OK.

Now in the Design tab you will see the actual field names instead of character representations (X,

$, #, and so on).

2.3.2.10 Combining database fields in a text object

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Instead of adding the Contact First Name and Contact Last Name fields as separate objects, you can

insert both fields in a text object. This allows you to control the formatting of both fields by making

changes to only one object. When you insert fields in a text object, the fields are automatically trimmed

(they do not have any extra white space on either side). This is important because a field is a fixed size

but the data in the fields can vary in size, leaving various amounts of unwanted white space.

2.3.2.10.1 To combine fields in a text object

Click Insert Text Object on the Insert Tools toolbar. As you move the cursor over the report,

an object frame appears next to it.

Insert the field to the right of the fields in the Details section.

As you drag the field, the Design tab automatically scrolls to the right, if necessary. When you click

to place the object, a text object appears and the horizontal ruler of the Design tab changes to a

ruler/tab selector that is used for editing the text object. If you click an empty area of the report or a

field object, the standard Design tab ruler appears.

Click once on the border of the text object to select it for resizing. Handles appear on all sides of

the object.

Move the cursor over the right sizing handle of the text object and increase the width by about 1

inch. You may need to scroll to the right and continue resizing.

Double-click inside the text object to select it for editing. Notice the insertion point is now flashing

within the text object.

Select the Contact Last Name field in the Field Explorer dialog box. Remember, you can move the

Field Explorer dialog box by dragging and dropping it by its title bar.

Drag the field to the text object.

Move the cursor over the text object until the cursor becomes a Drag and Drop cursor.

Release the mouse button to place the field in the text object. The cursor now appears after the

Contact Last Name field, within the text object.

10.

Type a comma and a space after Contact Last Name.

11.

In the Field Explorer dialog box, highlight the Contact First Name field.

12.

Drag the field to the text object.

13.

Move the cursor over the text object until the cursor becomes a Drag and Drop cursor. Move the

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

will be inserted to the right of the comma and space.

14.

Click the Preview tab to look at the fields you just placed.

The report should now look similar to this:

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2.3.2.11 Adding summary information

The next step is to add summary information to your report. Adding summary information allows you

to specify the author, title, and subject of the report, as well as any keywords or comments related to

the report. When you add summary information, users can find information related to the report quickly.

2.3.2.11.1 To add summary information

On the File menu, click Summary Info.

The Document Properties dialog box appears with the Summary tab active.

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Enter information about your report in the text boxes provided. Be sure to enter the title "Customer

List" in the Title text box. This information will be used in the next section of the tutorial.

Click OK when finished.

2.3.2.12 Adding a title

As you can see, the report looks incomplete without a title. Although you can add a title using a text

object, you can also tell the program to take the title information directly from the Title text box in the

Document Properties dialog box.

2.3.2.12.1 To add a title

Click the Design tab.

In the Field Explorer, scroll down to Special Fields and expand it.

Choose Report Title.

Drag the cursor over the report. An object frame appears.

Position the object frame in the upper left-hand corner of the Page Header (PH) section of the report

and release the mouse button to place the object.

Click the Preview tab or Refresh to review your changes.

The report title object now displays the title that you entered in the Title text box of the Document

Properties dialog box.

2.3.2.13 Formatting objects

Now you can format the report title. This time, however, you will remain in the Preview tab to do the

work. This will make it easier to see your work while you are formatting the title.

2.3.2.13.1 To format an object

To center the title, you will first need to expand the Title field so that it's about the same width as

the data in your report. To do this, select the object by clicking it.

Position the cursor on the right edge of the object until the cursor turns into a Resizing cursor. Drag

the right edge of the field box until it is even with the right edge of the data in the Contact Name

field object.

You have created a large field that extends from the left edge to the right edge of the report.

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With the report title object still selected, click Align Center on the Formatting toolbar. The title

is centered within the object.

Right-click the object and choose Format Field from the shortcut menu.

When the Format Editor appears, click the Font tab.

Set the report title to a larger, bolder version of the active font by selecting Bold from the Style list

and 16 (or a point size suitable to the font you are using) from the Size list.

Change the color of the text by selecting Maroon from the Color palette. Notice that the Sample

box shows an example of how the text will look.

Click OK when finished.

Resize the report title object vertically to accommodate the increased size of the title.

The title is now formatted to stand out on the report.

2.3.2.14 Adding a field heading

As you can see, the Contact Name field is the only field without a heading. In this section you will create

a heading.

2.3.2.14.1 To add a field heading

Click Insert Text Object on the Insert Tools toolbar.

Insert the text object in the Page Header section directly above the Contact Name field.

Click Underline on the Formatting toolbar, and then type Contact Name into the text object.

Click your cursor outside the text object.

The Contact Name field now has a heading that looks just like the other field titles.

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2.3.2.15 Saving the report

Click Save on the Standard toolbar to save your work.

Since this is the first time you are saving the report, the Save As dialog box appears displaying the

default directory where the file will be saved. Notice that a default file name, based on the report

title you defined earlier, is also displayed.

Type Custlist.rpt in the File name box and click Save.

Your report is saved to the default directory or another directory you chose.

Click the Preview tab to view the report.

The report should now look similar to the following:

Congratulations! You have just created a basic listing report. You will continue to refine this report

throughout the rest of this tutorial.

2.3.3 Record Selection

Crystal Reports allows you to limit or restrict the records that are to be included in a report. In this section

you will learn how to:

• Select the records you want included in the report.

• Save a report, including the selection criteria.

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For example, it may be useful to have a customer list that only lists customers from the USA. The

sample data contains records from the United States and International customers. It is easy to restrict

lists like this using the Select Expert.

2.3.3.1 Entering the selection criteria

When you scroll through the report, you will see that it contains information for customers from many

different countries. In this step, you will limit the number of countries displayed to the USA.

2.3.3.1.1 To enter selection criteria

To begin, click the Design tab to return to design mode.

Click an empty area of the report to make sure all fields are deselected.

Click Select Expert on the Expert Tools toolbar.

The Choose Field dialog box appears.

This dialog box lists all the fields currently in the report in the Report Fields section and then lists all

fields that are available from each table in the database fields section.

Since you are going to base record selection on the country field, select Country in the Fields list

and click OK.

The Select Expert appears.

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Imagine that you are completing the following sentence:

Select all records where a customer's country is

You complete the sentence with the condition you want the program to use when selecting records

for your report. Right now the condition is any value, which implies there is no restriction on the

record selection.

Click the arrow on the operators box to see what other options you have. Since you want only those

records where the Country is USA, select the is equal to condition.

A new box appears on the right. The dialog box sentence now reads:

Select all records where a customer's country is equal to

All that you need to complete the sentence is the value USA.

Click the arrow on the empty list. A list of all the country values appears. Select USA from the list.

The sentence now reads:

Select all records where a customer's country is equal to USA

Click OK to return to the Design tab.

Click the Preview tab to review the results of your work.

The Change In Record Selection Formula dialog box appears.

Click Refresh Data.

10.

Save this version of the report without overwriting the original report by choosing Save As from the

File menu and giving the new report the name USA.rpt.

Congratulations! You have started formatting your report and have added selection criteria to it. More

than that, you have learned how to manipulate your data. By now, you have a good idea of the powerful

kinds of reports you can prepare.

2.3.3.2 Deleting a field

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Now that the report contains only records from the USA, displaying the Country field in the body of the

report is not necessary. You can delete this field before continuing.

2.3.3.2.1 To delete a field

Select the Country field and the Country column heading using the Ctrl-click combination.

Press Delete on your keyboard.

That is all it takes to delete fields from the report.

The report should now look similar to this:

2.3.3.3 Balancing field spacing

Now that the Country field has been deleted, there is a large amount of white space between the City

and Contact Name fields. You might be satisfied with the spacing as it stands, but it might be more

readable if the columns were better balanced across the page.

2.3.3.3.1 To balance field spacing

Return to the Design tab. Select the Contact Name field and its field heading by using the Ctrl-click

combination.

Place the cursor over one of the two highlighted text objects and drag them to the left, closer to the

City field.

Click the Preview tab and review your work again.

The report should look similar to this:

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The spacing between the fields is much better, but it looks as if the report title is off-center.

Click the report title object to select it.

Position the cursor on the right handle of the object until the cursor turns into a Resizing cursor.

Drag the right edge of the object frame until it is even with the right edge of the data in the Contact

Name field object.

The report title automatically centers itself based on the size of the object.

2.3.4 Grouping and sorting

Data in reports can be grouped and sorted in a variety of ways. Sorting and grouping tools provide a

great deal of flexibility for customizing reports.

2.3.4.1 Grouping the report

In many reports you need to break the data into groups in order to make it easier to read and to

understand. Crystal Reports lets you do this easily. For this customer list, you will group the customers

by region and then sort the customers alphabetically within each group.

2.3.4.1.1 To group a report

While on the Design tab, click Insert Group on the Insert Tools toolbar.

The Insert Group dialog box appears.

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Select Region from the Customer table in the first drop-down list.

The program takes all records with the same value in the region field and places them together in

a group on the report.

Select in ascending order from the second drop-down list.

The region grouping will be displayed on the report in alphabetic ascending order.

Click OK.

Notice that two new sections now appear in the Design tab: GH1 (Group Header #1) and GF1 (Group

Footer #1). This is how the program shows that the report has been grouped.

Click the Preview tab to see what the report looks like.

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If the group tree is not visible, select Toggle Group Tree on the Standard toolbar to see the

groups included in the report.

You can view the group of interest by clicking on the group name in the Group Tree. For example, to

see the Texas customer group, click TX in the Group Tree. The program jumps to the Texas group,

displaying that group in the Preview tab. The Group Tree allows you to quickly jump to a specific group

of interest instead of scrolling through the report looking for the group. For more information on the

group tree, see Group Tree.

Note:

For many reports, you will want to insert summaries, subtotals and grand totals. For example, when

creating a sales report rather than a customer list, you would want to calculate the total sales amount

for each region. See Sorting, Grouping, and Totaling.

2.3.4.2 Understanding "live" group headers

When a group is inserted, a group name field is automatically inserted in the Group Header section of

the report. The group name field displays the current group's name. For example, if you group by region,

and preview the report, the group header for the CA (California) group shows "CA."

The group field name is automatically formatted to stand out from the records in the group.

2.3.4.3 Sorting records

In a typical customer list report, customer names are listed alphabetically. In this example, you will sort

the customer names alphabetically within each region.

2.3.4.3.1 To sort records

While on the Preview tab, click Record Sort Expert on the Expert Tools toolbar.

The Record Sort Expert appears.

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The Available Fields list box displays all fields currently on your report and all the fields in the data

source. You can choose to sort based on any of these fields.

The Sort Fields list box displays the fields that are already sorted in the report. Since the region field

has already been sorted, the sorting you are about to do will be within each region, and not for the

entire report.

Highlight the Customer Name field and click the > arrow button to add it to the Sort Fields list.

Select Ascending for the Sort Direction and click OK. The report should now look similar to the

following:

Notice that the records within each group are in alphabetic order.

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2.3.5 Completing the report

You have just one step left to complete the report. A company logo needs to be added to the first page

of the report.

2.3.5.1 Inserting a company logo

In this section, you will place a company logo at the top of the first page of the report.

2.3.5.1.1 To insert a company logo

While on the Design tab, click Insert Picture on the Insert Tools toolbar.

The Open dialog box appears.

Choose a bitmap logo (.bmp) file and click Open.

An object frame appears as you move the cursor over the report. The object frame represents the

logo you will place.

Position the object frame in the upper left-hand corner of the Report Header (RH) section of the

report and click once to place it.

Placing the logo in the Report Header (RH) section ensures that the logo is printed only on the first

page of the report.

Note:

Although there does not appear to be enough room in the Report Header (RH) section when you

place the graphic, the section will automatically expand to accommodate the picture.

Click the Preview tab to view the report.

The final report should look something like this (with the logo that you chose in step 2):

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Save the report by clicking Save on the Standard toolbar.

You have just completed your first report.

2.4 Quick start for advanced users

If you are an experienced Windows user who wants to get right into the program, follow these steps to

set up a report for the first time.

If you're not an experienced user, check the Quick start for new users.

2.4.1 Choosing a report type and data source

In Windows, click Start > Programs > SAP Business Intelligence > Crystal Reports, and then

select Crystal Reports 2013.

Click Blank Report to open the Database Expert dialog box.

As an alternative to creating a blank report, you can choose one of four Report Creation Wizards.

After choosing a wizard, you can build your report on a variety of data sources.

Browse through the contents of the Database Expert to find the data source you want to use for

your report.

Select a table you want to use in your report and click the > arrow to add it to the Selected Tables

list.

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After you have added all the tables you want to work with, click OK on the Database Expert.

Note:

If you select more than one table in the Database Expert dialog box, the Links tab appears. For

more information on linking, see Linking multiple tables.

The Design tab appears with Report Header, Page Header, Details, Page Footer, and Report Footer

areas. A report is created by inserting and formatting items in each of these areas.

Note:

To use additional database tables for a report and match them up on a record-by-record basis,

click Database Expert on the Expert Tools toolbar, select the table(s), and then set up the links on the

Links tab when it appears.

2.4.2 Working with report elements on the Design tab

Each of the default report areas contains a single section. To add additional sections, click

Section Expert on the Expert Tools toolbar and use the Section Expert to add the desired sections.

Once you have added sections to an area, you can move, merge, and delete them in the Section

Expert. See Designing with guidelines .

To turn the grid on or off, choose the Options command from the File menu and select or clear the

Grid check box in the Design View area of the Layout tab when the Options dialog box appears.

See Using the grid.

If you are working with the grid off and you want to use snap-to guidelines for positioning objects,

click the top or left ruler wherever you want guidelines to appear.

Some further ways you can use guidelines:

• Drag a field to a guideline until it snaps to the guideline.

• Drag the guideline arrow to move the guideline (and any objects that are snapped to it).

• Drag the guideline arrow away from the ruler to remove the guideline. See Designing with

guidelines .

If the Field Explorer dialog box is not visible, click Field Explorer on the Standard toolbar.

Expand the Database Fields node to display a list of fields. To speed the entry of multiple fields, this

box will remain on-screen until you close it. This dialog box can be moved to a new location or

resized, if you wish. See Placing data on the report.

Select the field(s) you want to appear on the report.

You can select and place them one at a time, or use the Shift-click combination to select a number

of contiguous fields, or the Ctrl-click combination to select fields from the list at random. Drag and

drop is also active. Place the fields in the Details section where you want them to appear.

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When you place multiple fields, they appear in the same order that they appear in the Field Explorer

dialog box. The program marks the position of each field with a rectangular frame. The characters

in the frame indicate whether the field is text (XXX...), number (555...), currency ($555...), date

(12/31/99), time (00:00:00), DateTime (12/31/99 00:00:00), or Boolean (T/F).

Note:

• The field names and field types can be viewed by selecting the Show Field Names check box

on in the Options dialog box (Layout tab).

• The program automatically places field titles in the Page Header section unless the Insert Detail

Field Headings check box is not selected in the Options dialog box (Layout tab).

• If additional Details sections are added to the report, field titles will only be placed in the Page

Header section for fields in the Details A (the original) section of your report.

Once the objects are in place, you may want to adjust the report sections. To do this, right-click the

shaded area to the left of the section ruler and use the shortcut menu that appears:

• To expand a section to accommodate an additional line, choose the Insert Line command.

• To have the program automatically align the objects in the section horizontally, choose the Arrange

Lines command.

• To reduce the size of a section to eliminate unnecessary white space above and below objects,

choose the Fit Section command. See Using white space between rows.

To generate a report title, you must first enter the title in the Document Properties dialog box. On

the File menu, click Summary Info. Enter a title in the Title text box of the Document Properties

dialog box. Click OK.

Choose Report Title from the Special Fields list in the Field Explorer. A rectangular placement frame

appears when you move the cursor over your report. Click once in the Report Header (RH) section

to place the report title. The report title field contains the text that you typed in the Title text box of

the Document Properties dialog box. See Adding a title page to the report.

To see how the results will print, click Print Preview on the Standard toolbar.

To speed processing time while building a report, you can preview the report using only a small

subset of the available data. To do this, go to the File menu, point to Print and then click Preview

Sample. See Preview tab.

In either case, the program takes you to the Preview tab. You can fine-tune a report in the Preview

tab while viewing the results as actual report data. You can also close the Preview tab and continue

working on the report in the Design tab.

2.4.3 Using other reporting features

If you want to format a field, change the placement or width of a field, or insert a summary, click the

field to select it. Handles appear on the top, bottom, and sides of each selected field:

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To change the placement of the field(s), use the mouse to drag the field placement frame to its

new position.

•

• To change the width of the field, use the mouse to drag the right or left handle.

• Right-click the field to format or to summarize it. A shortcut menu appears listing commands for

formatting and summarizing the field.

Tip:

Many font and formatting options are available on the formatting toolbar.

Note:

To apply formatting only under certain conditions, click Conditional Formula next to the formatting

property in the Format Editor, and create a formula that defines those conditions. See Working with

conditional formatting.

To create a formula that makes data calculations or comparisons, select Formula Fields in the Field

Explorer.

Note:

You can also click Formula Workshop on the Expert Tools toolbar to work with formulas, custom

functions, SQL expressions, and so on.

Click New. The Formula Name dialog box appears. Enter a name for the formula and click OK.

The Formula Workshop appears with the Formula Editor active.

Enter the formula in the Formula Editor. Enter fields, operators, and functions by selecting them

from their respective lists or by typing them in. You can check the formula syntax by clicking Check.

When you are finished editing, click Save and close to return to the Field Explorer dialog box.

Click Insert to Report to place the formula just like you would a database field. See Using

Formulas.

To insert a subreport (a report within a report), click Insert Subreport on the Insert Tools toolbar

and choose an existing report to import as a subreport or use the Report Creation Wizard to create

a new subreport. See Inserting subreports.

If you want the records in a subreport to match up with the records in a primary report, click the Link

tab of the Insert Subreport dialog box and specify the link when the tab appears.

To insert a cross-tab object in a report, click Insert Cross-Tab on the Insert Tools toolbar and

set up the cross-tab in the Cross-Tab Expert when it appears. See Cross-Tab Objects.

To create a parameter field (a field that prompts you for a value whenever you retrieve data for

a report), click Field Explorer on the Standard toolbar, then select Parameter Fields in the Field

Explorer dialog box when it appears. Click New to set up a parameter field. Once created, you can

insert the parameter field in a report like a database field or select it from the Fields list in the Formula

Workshop.

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Parameter fields can be used in reports (as title or label prompts), in selection formulas (as selection

criteria prompts), and in formulas (for a variety of purposes including specifying sort fields). See

Parameter Fields and Prompts.

10.

To add a chart, click Insert Chart on the Insert Tools toolbar. See Charting.

11.

To add a map, click Insert Map on the Insert Tools toolbar. See Mapping.

12.

To insert a spreadsheet, picture, or other OLE object that you can edit from within the Report Designer

using the tools from the object's native application, choose OLE Object from the Insert menu. See

OLE, and Working with static OLE objects.

13.

To change the record sort order, click Record Sort Expert on the Expert Tools toolbar. The

Record Sort Expert appears. Highlight the field(s) you want to use for sorting the report data and

the sort direction. See Sorting single and multiple fields.

14.

To limit the report to specific records (for example, the records of California customers who

have year-to-date sales greater than $10,000), click the first field on which you want your selection

to be based and then click Select Expert on the Expert Tools toolbar. When the Select Expert

appears, set up the record selection criteria.

15.

To print the report, click Print on the Standard toolbar.

That's it! It is that easy to build a report.

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Report Design Concepts

3.1 Basic report design

The purpose of this section is to suggest a structured approach to preparing a Crystal report. This

approach includes the following elements:

• Deciding on the content of the report.

• Developing a prototype on paper.

This section has been designed to provide a conceptual understanding of the reporting process.

3.2 Deciding on the content of the report

Before you do anything else, you should outline the information you want the report to provide. The

following sections provide a guide to making that outline.

Note:

A report (.rpt) file might contain sensitive business data. You are advised to protect access to the file

by using one of these methods:

• Manage the file with SAP BusinessObjects Business Intelligence platform server.

• Apply file security.

• Apply operating system-level encryption.

3.2.1 Stating the purpose

What is the overall purpose of the report?

Reports are management tools. Their purpose is to help you quickly grasp the essential elements and

relationships found in raw data, to help you make effective decisions. For a report to be effective, it has

to present the correct data in a logical way. If it presents the wrong data, or if it presents the right data

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Report Design Concepts

in a haphazard manner, the report may slow the decision-making process or may even encourage

incorrect decisions.

A good starting place in the development of a report is to write out the purpose of the report in a sentence

or two. The purpose statement helps you focus on your primary needs, and it gives the report both a

starting point and a goal.

Here are some examples of purpose statements.

• The purpose of this report is to show monthly and year-to-date sales by sales representatives,

compare this year's numbers to last year's, and flag representatives whose sales figures do not

meet company standards.

• The purpose of this report is to show sales activity for each item in inventory, and to suggest reorder

quantities based on that activity.

• The purpose of this report is to calculate bowling averages and handicaps for each member of the

bowling league.

Defining the purpose of the report before you start is a critical step in the overall process.

Who is going to read the report?

A single report is often used by many individuals. A detailed, company-wide sales report, for example,

may be used by sales representatives, the regional sales manager, the national sales manager, and

the Chief Operating Officer (COO).

These individuals will be interested in different aspects of the report:

• A sales representative will use the report to evaluate individual sales performance and compare this

performance to that of other representatives in the region.

• The regional sales manager will use the report to evaluate regional representatives and compare

the region's performance to that of other regions.

• The national sales manager will use the report to evaluate the performance of regional managers

and compare overall sales to the current sales forecasts.

• The COO will use the report to evaluate the performance of the Vice-President of Marketing and

the sales department as a whole, and to project such things as manufacturing needs and warehouse

locations.

Since each user of the report has different interests, it is important to plan the report so it includes the

information each user is looking for.

3.2.2 Determining the layout of the report

What is the report title going to be?

Write out a working title for the report. You may decide to change it later, but at least you will have a

title to use when creating the prototype report.

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What identifying information is needed in the header and footer?

You may wish to include the print date, information on who prepared the report, a block of text to describe

the purpose of the report, the range of data covered, or something similar. If you are going to include

such information, write it down so you can use it in preparing your prototype.

The information can come from a variety of sources, depending on the kind of information you plan to

use.

• Information on who prepared the report might be drawn from individual data fields in the database

table(s) used. If it is to be drawn from a database table, what table? Or, what combination of tables?

• A block of text can be created as a text object and placed anywhere on the report.

• Crystal Reports can generate information such as the print date or page numbers.

3.2.3 Finding the data

What data do you want to use in the report?

Do you know the type of database you are reporting from? Will you be reporting off a data file,

SQL/ODBC, or another data source?

If you do not know, ask the database administrator in your organization for help in setting up the database

type and location of the data. For more information, see Accessing Data Sources in the

Crystal Reports

Online Help

Are you familiar enough with the data to find the necessary information? When looking for a Customer

Contact name, can the field be found in a database table?

If not, your MIS professional, database administrator, or co-workers will have to help you become

familiar with the data.

What specific data should appear in the body of the report?

The body should contain all the data needed to fulfill the statement of purpose you wrote for the report.

It should also contain all of the data needed by the various users that you have identified.

This step requires you to look at the available database table(s). Crystal Reports allows you to combine

data from different databases when you create reports, so you have a great deal of flexibility in your

work.

• Much of the data in a typical report is taken directly from data fields. Which data fields will be used,

and where are they located?

• Other data will be calculated based on data fields. Which data fields will be used in the calculations?

• Still other data will be placed directly into the report using text objects (headings, notes, labels, and

so on).

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Does the data exist or does it need to be calculated?

Some report information can be drawn directly from data fields (sales information, for example); other

information will have to be calculated based on data field values (for example, sales commission, based

on the relationship of sales to quota). In your planning, it can be helpful to segregate or flag data that

needs to be calculated from that which can be used directly. See Specifying formulas.

What types of fields contain data?

You should take the time to get to know the data type for data fields that will be used in your calculations.

Since formula functions and operators work with specific kinds of data, it is important to recognize the

data type you are working with, before you start any calculations. For example, some functions require

numeric data, while others work with only string fields. For more information on specific functions and

operators, search for "Functions" and "Operators," or for the function or operator by name in the

Crystal

Reports Online Help

3.2.4 Manipulating the data

There are several ways to manipulate data when you design a report. The following sections list some

options you may want to consider.

Do you want the data organized into groups?

How? By customer? By date? By hierarchy? Or by other criteria? Crystal Reports provides several

options for grouping data in a report. See Grouping data.

Do you want the data sorted based on record or group values?

Crystal Reports gives you both alternatives. See Understanding sort options.

Do you want the report to contain only specific records or groups?

Crystal Reports gives you the opportunity to base a report on all records in a given database, or on a

limited set of records from the database. Crystal Reports can be used to select records based on simple

date ranges or comparisons, or to create complex formulas to identify the records to be included. Take

a few minutes to determine the records needed for the report and list the criteria to be used for selecting

those records. See Selecting records.

Do you want to summarize the data?

Do you want to total, average, count, or determine the maximum or minimum value included in all the

values in any column on the report?

Crystal Reports allows you to do this, and it also allows the grand total (or the grand total average,

grand total count, and so on) to be placed at the bottom of the selected column. See Calculating a

percentage.

What information should be flagged on the report?

You may want to call attention to some data by flagging it on the report. For example, non-moving

inventory items are often flagged on inventory reports so they can be given special attention. You might

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want to flag each item that has shown no activity during the last month, during the last three months,

or during some other defined period. To flag information, identify it and any conditions that will trigger

the flagging.

How do you want information flagged?

You may want to flag items with an asterisk or some other symbol, or you may want a word to appear

as a flag. In any case, you should write out flagging instructions so they are handy.

Crystal Reports gives you the opportunity to underline report elements, and change the font type, size,

or color used for specific report items. It allows you to put borders around items and to draw lines and

boxes (to break the report into sections), set off headings, and so on. All of these formatting tools can

be used to highlight key data on a report. See Formatting.

3.2.5 Determining printing area characteristics

Each report area has its own printing characteristics. It is important to understand these characteristics

because they affect when and how often different report objects get printed.

3.2.5.1 In what order will the areas print on the report?

Areas print in the order they appear on the Design tab (top to bottom). If there is more than one section

in an area, the sections print in the order they appear. For example, if you have three Report Header

sections, all three of those sections will print, in order, before the section(s) in the Page Header area

begin to print.

3.2.5.2 How often do report objects print?

The way objects print will determine how you design your report. This will help you decide where to

place charts, Cross-Tabs, and formulas to get specific results.

Report Header

Objects placed in the Report Header area print once, at the beginning of the report.

• Charts and Cross-Tabs placed in this area contain data for the entire report.

Note:

Both charts and Cross-Tabs can filter report data by using a Group Sort; in such cases, the data

shown in the chart or Cross-Tab is a subset of the data for the entire report.

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• Formulas placed in this area are evaluated once, at the beginning of the report.

Page Header

Objects placed in the Page Header area print at the beginning of each new page.

• Charts or Cross-Tabs cannot be placed in this section.

• Formulas placed in this area are evaluated once per page, at the beginning of each new page.

Group Header

Objects placed in the Group Header area print at the beginning of each new group.

• Charts and Cross-Tabs placed in this area contain data just for the group.

• Formulas placed in this area are evaluated once for each group, at the beginning of the group.

Details area

Objects placed in the Details area print with each new record.

• Charts or Cross-Tabs cannot be placed in this area.

• Formulas placed in this area are evaluated once for each record.

Group Footer

Objects placed in the Group Footer area print at the end of each group.

• Charts and Cross-Tabs placed in this area contain data just for the group.

• Formulas placed in this area are evaluated once for each group, at the end of the group.

Report Footer

Objects placed in the Report Footer area print once at the end of the report.

• Charts and Cross-Tabs placed in this area contain data for the entire report.

Note:

Both charts and Cross-Tabs can filter report data by using a Group Sort; in such cases, the data

shown in the chart or Cross-Tab is a subset of the data for the entire report.

• Formulas placed in this area are evaluated once, at the end of the report.

Page Footer

Objects placed in the Page Footer area print at the bottom of each page.

• Charts and Cross-Tabs cannot be placed in this area.

• Formulas placed in this area are evaluated once per page, at the end of each new page.

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3.3 Developing a prototype on paper

While a paper prototype is useful regardless of your level of expertise with Crystal Reports, it is particularly

valuable when you are first learning the program. With the paper prototype in hand, you can put your

full effort into learning and using the commands, rather than into trying to design and learn at the same

time.

3.3.1 To design a paper prototype

Get the same size paper you will be using for the finished report.

Position the title and other descriptive header information, using boxes or lines to represent report

elements.

Position the footer information.

Review the page layout for balance.

Look at the information you intend to include in the body of the report:

• Count the number of fields being used and estimate the appropriate spacing between fields.

• Use rectangles to pencil in the fields within the estimated spacing.

• Change the spacing if you need to.

• Decide on a logical sequence for presenting the data in the body of the report.

• Label the fields to indicate that sequence.

Use small boxes to indicate group values and totals.

Place random flags in the column where you want flags to appear.

Darken any elements you want highlighted to make them stand out from the rest of the prototype.

Review the finished product for layout and balance, and make changes as needed.

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Introduction to Reporting

4.1 Report creation options

Each time you create a new report, you have three options:

• Use a Report Creation Wizard.

• Use another report as a model.

• Create a report from scratch.

You will probably use each option at some time.

Report Creation Wizards

The Report Creation Wizards help create reports as quickly as possible and many new users and

developers alike prefer to create the majority of their reports using them. All you have to do is choose

the wizard that most closely matches your report type. The wizard walks you through the process of

creating reports step-by-step.

Another report

To build a new report based on one that already exists, another report can be used as a model. Open

the report you want to use in this way by selecting the Open File option and save it to a new file using

Save As (found on the File menu). This method is useful to:

• Create a new report with a different grouping or different record selection than that of an existing

report.

• Reconstruct a report based on an earlier time period using the same report structure used today.

• Create an entirely new report based on a set of databases that are linked in another report. You can

create a report and delete the fields without disturbing the underlying links. Then, without relinking,

you can build all your new reports based on this report.

Crystal Reports also lets you format a report by applying a template. See Using a template for more

information.

New report

The Blank Report option is used to create a report from scratch. This is useful when you want the full

flexibility and control of building a report from the ground up, or when a report type is different from the

many report types available in the wizards.

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4.2 Choosing data sources and database fields

Crystal Reports makes it simple to select data sources and database fields by providing easy-to-use

functionality in the Database Expert dialog box and the Field Explorer dialog box. Each of these dialog

boxes uses the familiar Windows tree structure to allow you to navigate through the possible choices.

4.2.1 The Database Expert

The Database Expert provides an integrated tree view of all data sources you can use with Crystal

Reports. In the Database Expert, you can select from the following as a data source for your report:

• A currently connected data source.

• An SQL command that has been saved to the BusinessObjects Enterprise Repository.

• A data source that has been added to your Favorites folder.

• A recently accessed data source (the Database Expert automatically maintains a list of such data

sources for you).

• An existing data source (for example, a data file residing locally, or an ODBC data source that has

already been set up).

In the Database Expert, you can also specify links between database tables when you have selected

more than one table for your report.

The Database Expert is made up of two tabs: the Data tab and the Links tab.

4.2.1.1 Data tab

Tree View

The Data tab of the Database Expert shows a tree view of possible data sources you can select when

creating a report. The tree—in the Available Data Sources list—is made up of folders for:

• My Connections

• Create New Connection

The Create New Connection folder contains subfolders for many popular data sources. Among these,

you'll find:

• Access/Excel (DAO)

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• Database Files

• ODBC (RDO)

• OLAP

• OLE DB (ADO)

Note:

The data source options available in the Create New Connection folder depend on the data access

components selected during installation.

For a brief description of each of these folders and subfolders, see Selecting the data source.

Shortcut Menu

You can right-click any item in the Available Data Sources list of the Database Expert to see a shortcut

menu with the following options:

• Add to Report

Use this option to add a table or stored procedure to your new report. This option is also available

by clicking the > arrow on the Database Expert.

• Add Command to Report

Use this option to add a Table object that has been created using an SQL command.

• Make New Connection

Use this option to create a new connection.

• Remove from Report

Use this option to remove a table or stored procedure from your report. This option is also available

by clicking the < arrow on the Database Expert.

• Properties

Use this option to obtain detailed information on the selected item.

• Rename Connection

Use this option to rename a data source connection.

• Delete Connection

Use this option to remove a data source connection.

Note:

Database connections which have been connected to or referenced in an open report cannot be

deleted.

• Remove from repository

Use this option to delete an existing SQL command from the SAP BusinessObjects Enterprise

Repository.

• Rename repository object

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Use this option to rename an existing SQL command in the SAP BusinessObjects Enterprise

Repository.

• Options

Use this option to set the global options that appear on the Database tab of the Options dialog box.

• Refresh

Use this option to refresh the list of available data sources in the Database Expert.

4.2.1.2 Links tab

Database tables are linked so records from one database match related records from another. For

example, if you activate a Suppliers table and a Product table, the databases are linked so that each

product (from the Product table) can be matched up with the supplier (from the Supplier table) that

made the product.

The majority of reports will probably require data from two or more tables, so linking will be necessary.

The process of linking is made easy by using the Links tab of the Database Expert. See Linking tables.

4.2.2 The Field Explorer

Use the Field Explorer dialog box to insert, modify or delete fields on the Design and Preview tabs of

Crystal Reports. To see the Field Explorer, select the Field Explorer command from the View menu.

4.2.2.1 Tree View

The Field Explorer shows a tree view of database fields and special fields that you can add to your

report. It also shows formula fields, SQL expression fields, parameter fields, running total fields, and

group name fields that you have defined for use in your report.

Fields that have already been added to the report, or fields that have been used by other fields (such

as formula fields, groups, running total fields, summaries, and so on) have a green check mark next to

them.

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4.2.2.2 Toolbar and Shortcut Menu

The Field Explorer's toolbar provides buttons with tool tips and hot-key combinations. You can right-click

any item in the tree view to bring up a shortcut menu.

The toolbar offers these functions:

• Insert to Report

Use this option to add a field to the report. You can insert more than one field at a time by selecting

multiple fields, right-clicking, and choosing Insert to Report.

Alternatively, to insert a field, you can drag and drop it in the Design or Preview tabs.

• Browse

Use this option to browse data for a database field, formula field or SQL expression field.

Note:

On the shortcut menu, this option is called Browse Data.

• New

Use this option to create a formula field, SQL expression field, parameter field or running total field.

• Edit

Use this option to modify an existing formula field, SQL expression field, parameter field or running

total field.

• Duplicate

Use this option to make a copy of the formula that you have selected in the Field Explorer. When

the copy is created, you can rename it and edit it.

• Rename

Use this option to modify the name of an existing formula field, SQL expression field, parameter

field or running total field.

• Delete

Use this option to remove a formula field, SQL expression field, parameter field or running total field.

You can also select multiple fields, right-click, and choose Delete to remove them all at once.

The shortcut menus for the fields in the Field Explorer offer additional functions that are not on the

toolbar, including the following options:

• Find in Formulas

Use this option to find occurrences of the selected item throughout all of the formulas in your report.

• Set Prompt Order

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Use this option to open the Set Prompt Order dialog box, in which you can change the prompt order

of your parameter fields.

• Show Field Type

Use this option to see the field type (string, number, and so on) when you're looking at a list of

database fields. The length of string fields is included in brackets at the end of their names.

• Sort Fields Alphabetically

Use this option to display table fields in alphabetical order (instead of the order they appear in the

table).

• Sort Tables Alphabetically

Use this option to display database tables in alphabetical order (instead of the order they appear in

the database).

• Refresh

Use this option to refresh the list of available fields in the Field Explorer.

4.2.2.3 Group Name Fields

You can insert an existing Group Name field shown in the Field Explorer by right-clicking it and selecting

Insert to Report. Unlike a formula field, parameter field or running total field, however, you cannot create

a Group Name field through the Field Explorer. (A Group Name field is created when you insert a group.)

4.3 About the report design environment

4.3.1 Design tab

When working with Crystal Reports, you will probably use the Design tab more than any other part of

the program.

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The Design tab is the place you do most of the initial work when creating a report. It designates and

labels the various sections of the report. You can do the initial formatting, place objects in the sections

where you want them to appear, specify sorting, grouping, and totaling needs, and so forth.

The Design tab provides a very efficient environment for designing a report because you work in the

tab with data representations, not with data itself. When a field is placed on the report, the program

uses a frame to identify the field on the tab; it does not retrieve the data. Thus, you can add and delete

fields and other objects, move them around, set up complex formulas, and more, without tying up the

computer or network resources needed to gather the data.

The report created in the Design tab is a kind of virtual report; it has the structure and instructions for

creating the final report, but it is not the report itself. To turn the Design tab report into a final report or

into a report that you can fine-tune, you "just add data." You do this whenever you preview the report,

print it, or output it in any other way. The actual data will now appear in the report.

4.3.1.1 Design tab areas

When you first begin creating a report, Crystal Reports automatically creates five areas in the Design

tab.

• Report Header

This section is generally used for the report title and other information you want to appear at the

beginning of the report. It can also be used for charts and cross-tabs that include data for the entire

report.

• Page Header

This section is generally used for information that you want to appear at the top of each page. This

can include such things as chapter names, the name of the document, and other similar information.

This section can also be used to display field titles above the fields on a report.

• Details

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This section is used for the body of the report, and is printed once per record. The bulk of the report

data generally appears in this section.

• Report Footer

This section is used for information you want to appear only once at the end of the report (such as

grand totals) and for charts and cross-tabs that include data for the entire report.

• Page Footer

This section usually contains the page number and any other information you want to appear on the

bottom of each page.

If a group, summary, or subtotal is added to the report, the program creates two additional sections:

• Group Header

This section typically holds the group name field, and can be used to display charts or cross-tabs

that include data specific to the group. It is printed once at the beginning of a group.

• Group Footer

This section generally holds the summary value, if any, and can be used to display charts or

cross-tabs. It is printed once at the end of a group.

When a group, summary, or subtotal is added, the Group Header area appears directly above the

Details area and the Group Footer area appears directly below the Details area.

If you set up additional groups, the program creates new group areas between the Details area and

the existing Group Header and Group Footer area(s).

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Like the original areas, each of these newly added areas can contain one or more sections. By default,

they each contain a single section.

4.3.1.2 Identifying and working with areas and sections

By default, each area contains only a single section. The name for that section appears directly to the

left of the section. If you have multiple sections in an area, the sections are designated as a, b, c, and

so forth.

Note:

• Initials, such as RH, PH, D, PF, RF, and so on, are used to identify each section if you have selected

the Short Section Names check box in the Design View area of the Options dialog box.

• If you right-click the shaded area containing a section name, a shortcut menu appears with

section-specific options.

If you have selected the Show Rulers options on the Layout tab of the Options dialog box, the program

displays a section ruler immediately to the left of each section. The section ruler is used to add, remove,

and move guidelines, and to provide a visual reference when you are placing objects. See Designing

with guidelines .

Whenever a new section is added, the program creates a ruler for that section. See Using multiple

sections in reports .

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4.3.1.3 Other Design tab capabilities

There are several other capabilities built into the Design tab. With the Design tab, you can:

• Resize a section by dragging its boundary. See Resizing a section.

• Split a section (create two sections from one) by clicking its left boundary. See Splitting a section.

• Add horizontal and vertical guidelines by clicking the rulers. See Designing with guidelines .

• Zoom in and out on a report at any magnification from 25% to 400% of the original size. See Using

the zoom feature.

4.3.2 Preview tab

To preview a report before printing it, click Print Preview on the Standard toolbar.

The program gathers the data, makes the necessary calculations, and displays the report in the Preview

tab. With the data in place, you can review the spacing and formatting of your report and see the actual

results of all your summaries, formula calculations, and record and group selections.

In true WYSIWYG (What You See Is What You Get) fashion, you can work directly on this live data,

fine-tuning it until the report has the exact look you want.

The program works with data in the following manner:

• The first time the Preview tab is used, it retrieves data from your underlying data source(s) and

saves it with the report (unless you have set up the program not to save data).

• From that point on, the program uses the saved data whenever you preview the report unless you

specifically refresh it or add a field that requires the program to retrieve new data.

4.3.2.1 Standard view

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In standard view, the report is displayed a page at a time. Using the navigation buttons in the Preview

tab, you can move to the beginning or end of the report, or you can move backward and forward through

the report one page at a time. For shorter reports or reports in which you're primarily interested in seeing

the "bottom line" totals, the standard view provides all of the functionality you need.

The Data Age indicator

The Data Age indicator indicates the date the data was last refreshed or initially retrieved, whichever

is the most recent. If the data was initially retrieved or refreshed today, it indicates the time it happened.

4.3.2.2 Preview Panel

The Preview Panel houses the Group Tree, the Parameter Panel, and a Find tab.

4.3.2.2.1 Group Tree

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The Group Tree can be shown or hidden using the Toggle Preview Panel button on the Standard

toolbar.

The Group Tree presents a split screen:

• The right pane displays the report.

• The left pane displays a high level outline of the report, showing the hierarchy of groups and

subgroups in a familiar tree format.

The Group Tree normally displays the names of the groups and subgroups you created in your report.

You can, however, customize these names using the Options tab of the Insert Group or Change

Group Options dialog box. For more information on customizing group names in the Group Tree, see

Grouping data.

When you click the tree node for the group that interests you, the program jumps immediately to the

part of the report that contains the information for that group. For longer reports or reports in which you

wish to jump back and forth between different groups, the smart navigation features of the Group Tree

make your work extremely efficient.

4.3.2.2.2 The Parameter Panel

The Parameter Panel lets users interactively format and filter report data by changing parameter values.

It is located within the Preview Panel.

In the Create New Parameter and Edit Parameter dialog boxes, you can specify parameters to display

on the Parameter Panel via the Show on (Viewer) Panel option. You can choose one of several settings:

• Do not show

The parameter is not visible on the panel. Users must refresh the report to change the parameter

values.

• Editable

Users can view and change the parameter values on the panel.

• Read only

Users can view the parameter values on the panel, but cannot change them.

Note:

Do not show is the default setting for a new parameter.

The Parameter Panel displays all parameters that have been set to Editable or Read only. Depending

on the type of parameter, users can add, delete, or modify parameter values either by using the dropdown

menus and applying their changes or by clicking the Advanced Dialog button.

The following are some of the more commonly used types of parameters that must be modified by

clicking the Advanced Dialog button:

• Parameters with ranged values.

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• Dynamic parameters that use cascading prompts.

On the panel, data parameters are differentiated from non-data parameters with a database icon. When

a user modifies the value of a data parameter, the report refreshes and accesses the database to make

the corresponding changes. When a user modifies the value of a non-data parameter, the report is

formatted or filtered based on saved data within the report. It does not access the database.

4.3.2.2.3 Find tab

Use the Find tab to search your report for specific words or phrases.

Click the magnifying-glass button, or press Enter, to start the search. If you want to narrow your result

set, click the down arrow to select Match Case or Match Whole Word Only.

Each result in the list displays the location in the Group Tree where it is found. Double-click a result to

go to that spot in the report. You can click the Stop button while you are searching. Switching to a

different report or tab while searching also stops the search.

4.3.2.3 Comparisons with the Design tab

You have the same formatting capabilities in the Preview tab as you do in the Design tab. Menus (both

menu bar and shortcut menus) and toolbars remain active, providing essentially the same functionality

you have when working with a report in the Design tab. However, when you are making numerous

changes, it is quicker to make the changes in the Design tab. Some additional things to consider are:

• The Design tab and Preview tab are tied together internally. Any changes made in one are reflected

in the other.

• The Preview tab has a single vertical ruler at the left of the tab rather than the individual section

rulers seen in the Design tab. The functionality of the ruler is the same.

• The Preview tab identifies report sections in the shaded area to the left of the data. With a quick

look you can tell which report section the data is printing from. While section names appear only

once in the Design tab, they print each time a section prints in the Preview tab.

• The Record counter, the Data Age indicator (see Standard view), and the Page Forward/Page Back

controls (see Preview tab), are all active in the Preview tab.

• The Preview tab highlights every value when you select a field; whereas, only the field frame is

highlighted in the Design tab.

Working in the Preview tab has a different feel from working in the Design tab.

Each field in a database contains dozens, hundreds, or even thousands of values, depending on the

number of records in the database. When you place a field in the Design tab, a single field frame

represents all those values. When you highlight the field, sizing handles appear on the frame and the

frame changes color.

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In the Preview tab, however, you are working with the actual data. Instead of a field frame representing

many field values, the values themselves appear. Some additional things to consider are:

• When you highlight a field or formula field value, you are actually selecting every value in the field:

• The program places a sizing frame around the specific value you select.

• It highlights every other value in the field.

• Likewise, when you select a summary value, you are actually selecting all the related summary

values:

• The program places a sizing frame around the specific value you select.

• It highlights all the related summary values.

Aside from the differences in appearance, the process of building and modifying a report is the same

in both the Design tab and the Preview tab. You should find it easy to work with your reports in both

places.

4.3.3 HTML Preview tab

To see an HTML rendering of your Crystal report as it will appear when published to the web, click

HTML Preview on the Standard toolbar.

When you need to make sure that your report design is appropriate and correct over the web in a

zero-client environment, the HTML Preview option lets you see an instant rendering of your report to

HTML without leaving the Crystal Reports design environment. Unlike the Preview tab, which shows

the true report format, the HTML Preview tab shows a converted format. By switching between the two

tabs, you can make adjustments in your report design to yield the best results on the web.

In the case of reports that are published to SAP BusinessObjects Business Intelligence platform

(managed reports), you don't have do any special configuration to make the HTML Preview feature

work.

Note:

The guest account in SAP BusinessObjects Business Intelligence platform must be enabled before you

can use the HTML Preview feature.

For stand-alone reports (unmanaged reports), the program must use the Report Application Sever

(RAS) to generate the preview. In this case, you need to configure the HTML Preview feature. Do this

in the Smart Tag & HTML Preview tab of the Options dialog box in Crystal Reports.

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For information about how to configure the HTML Preview Options, search the Crystal Reports online

help for “Smart Tag & HTML Preview tab (Options dialog box)”.

4.4 Creating a new report

4.4.1 Selecting the data source

After deciding which option you want to use for creating your report (see Report creation options), the

next step is to select a data source to use.

Most data sources can be chosen through the Database Expert dialog box. The Database Expert

appears when you create a report from scratch using Blank Report, or when you choose Database

Expert from the Database menu.

Note:

You also select a data source in the Report Creation Wizards. The Data screen in all of the Report

Creation Wizards, except the OLAP Report Creation Wizard, is much like the Database Expert dialog

box.

4.4.1.1 To select a data source

Choose Database Expert from the Database menu.

The Database Expert dialog box appears.

Use the tree view in the Available Data Sources list of the Data screen to select your data source:

• My Connections

This folder shows a list of data sources you are currently connected to.

• Create New Connection

This folder shows subfolders for various data sources you can connect to.

Some popular choices in the Create New Connection folder are described here:

• Access/Excel (DAO)

This option lets you connect to a supported database type (Access, dBASE, Excel, Lotus, and

so on). You can create a new connection using the Make New Connection option.

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• Database Files

This option shows a list of standard PC databases that reside locally. You can use Find Database

File to browse for a PC database using the Open dialog box.

• ODBC (RDO)

This option shows a list of ODBC data sources you have already configured for use.

• OLAP

This option opens the OLAP Connection Browser so you can choose an OLAP cube as a data

source.

• OLE DB (ADO)

This option shows a list of OLE DB providers you have already configured for use. You can also

specify a Microsoft Data Link file to use. For some of the OLE DB providers, you will have the

option to connect using "Integrated Security". No user ID or password is required with this option,

but it does require that Database Authentication is enabled on the server. Please consult your

Database Administrator on how to enable and configure this function.

• Repository

This folder shows you the contents of your repository through the BusinessObjects Enterprise

Explorer.

Note:

The data source options available in the Create New Connections folder depend on the data access

components selected during installation.

4.4.2 Adding tables

After selecting the data source, you can add one or more tables to base your report on.

4.4.2.1 To add a table

Choose Database Expert from the Database menu.

The Database Expert dialog box appears.

On the Data tab, search for the database you want to use in your report. See Selecting the data

source.

In the Available Data Sources list, select the table you want to add to your report and click the >

arrow to add it to the Selected Tables list.

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You can insert more than one table at a time by selecting multiple tables, right-clicking, and choosing

Add to Report. You can also drag and drop tables to the Selected Tables list.

4.4.3 Linking multiple tables

If the report contains data from two or more database tables, they need to be linked at this point when

creating reports.

Note:

It isn't necessary to link tables in reports created from a query or command because any links required

by the data have already been processed.

4.4.3.1 To add and link multiple tables

Choose Database Expert from the Database menu.

The Database Expert dialog box appears.

On the Data tab, select the tables you want to add to your report. See Adding tables.

The Links tab appears in the Database Expert.

Click the Links tab to display the databases currently available for linking.

Crystal Reports automatically links tables by name or key when possible.

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To create links manually, drag a field from one table to a field in another table. If successful, a link

line is created. If unsuccessful, a message is issued.

Note:

You can link tables by table name or by foreign key information.

If you've deleted links and you want to recreate them automatically, click Link.

Click OK when finished.

Note:

When manually creating links, the field you are linking "to" must be of the same data type as the

field you are linking from. When a native connection is used, the field you are linking "to" does not

have to be indexed. For more information, see Indexed tables.

The Database Expert closes, and you are returned to your report. The linked databases are now

available for use in your report. If you are not satisfied with the link, you can modify it using the Links

tab of the Database Expert.

Related Topics

• Understanding Databases

• Linking options

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4.4.4 Placing data on the report

Placing data on a report is a very important task. You need to know what type of data should be placed

on the report and where on the report it should be placed.

Note:

A report (.rpt) file might contain sensitive business data. You are advised to protect access to the file

by using one of these methods:

• Manage the file with SAP BusinessObjects Business Intelligence platform server.

• Apply file security.

• Apply operating system-level encryption.

4.4.4.1 Database fields

Much of the data placed on a report are database fields, displaying data as it is stored in the database.

Normally, database fields will be placed in the Detail section, but under certain circumstances, they will

be placed in other sections of the report.

4.4.4.1.1 To insert a database field

On the Standard toolbar, click Field Explorer.

The Field Explorer dialog box appears. To speed the report building process, this dialog box remains

on-screen until you close it. You can move this dialog box wherever you wish.

Expand the Database Fields folder to see all the tables chosen from the database(s).

Expand the individual tables to see all the fields they contain.

Select the field you want to appear in the report.

Click Browse to review the values in the selected field.

Click Insert to Report to place it in the report.

4.4.4.2 Formula fields

To display data that is a calculated value, you need to create a formula field and place that formula field

on the report. For example, if the database only stores the order dates and ship dates for orders but

you need to display the number of days it takes to ship the order, you must create a formula field that

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will calculate the number of days between ordering and shipping. This is just one example of the use

of formula fields. See Using Formulas, for an introduction to formulas.

4.4.4.3 SQL Expression fields

SQL expressions are like formulas, but they are written in Structured Query Language (SQL), not in

the Crystal Reports formula language. An SQL expression can be used to query the database for

specific sets of data. You can sort, group, and select based on SQL expression fields.

4.4.4.3.1 To create an SQL Expression field

On the Standard toolbar, click Field Explorer.

The Field Explorer dialog box appears.

Scroll down to SQL Expression Fields and highlight it. Click New.

The SQL Expression Name dialog box appears.

Enter a name in the Name box, and then click OK.

The Formula Workshop appears with the SQL Expression Editor active.

Type the expression in the SQL Expression Editor.

Note:

For an overview of the formula language, see Formula components and syntax.

Click Save.

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4.4.4.4 Parameter fields

To prompt the user of a report to enter information, create a parameter field. Think of a parameter as

a question that the user needs to answer before the report is generated. The information users enter,

or the way they respond, determines what appears in the report. For example, in a report used by

salespeople, there might be a parameter that asks the user to choose a region. The report would return

the results for the specific region, instead of returning the results for all of the regions. See Parameter

Fields and Prompts for an introduction to parameter fields.

4.4.4.5 Running total fields

To display a total that evaluates each record and provides a running sum of all the values in a field (or

all the values in a certain set of values), a running total field needs to be created and placed in the

report. If the first three values in a field were 2, 4, and 6, a running total would print 2, and then 6 (the

sum of 2 + 4), and then 12 (the sum of 2 + 4 + 6). See Running Totals, for an introduction to running

totals.

4.4.4.6 Special fields

To display information such as Page Numbers, Print Date, and Report Comments use the commands

in the Special Fields tree view of the Field Explorer dialog box.

4.4.4.6.1 To insert a special field

Crystal Reports allows you to easily insert Page Number, Record Number, Group Number, Print Date,

and Total Page Count fields, among others, into your report.

On the Standard toolbar, click Field Explorer.

The Field Explorer dialog box appears.

Scroll down to Special Fields and expand it by clicking.

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Choose a command from the Special Fields list to insert in the report.

Each special field is inserted into the report as an object. An object frame appears. You can now

place it on the report.

Note:

To change the formatting of an inserted object, click the object to select it and click Format on the

Expert Tools toolbar. The Format Editor appears where you can make the desired changes. See For

matting.

4.4.4.7 Text objects

Text objects are used in reports for a multitude of purposes. They are a powerful way of inserting titles;

labeling summaries and other data on your report; and of easily combining database fields.

4.4.4.7.1 To insert a text object

On the Insert Tools toolbar, click Insert Text Object. A cursor appears.

Position the cursor where you want the text object to appear in the report.

Click once on the border of the text object to select it for resizing and moving.

Double-click inside the text object to select it for editing. The Design tab ruler changes to a text

object ruler sized to the length of the selected object. To the left, a tab indicator appears. By clicking

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the tab indicator, you can cycle through the four tab options available. Once you have chosen the

desired tab, click the position on the ruler where you want to insert it.

The ruler allows you to add indents and align text within the text object.

Note:

When you first insert the text object into the report, the object is automatically selected for editing.

4.4.4.8 Picture fields

When designing reports, there will be times when you want to include a picture. For example, you may

wish to put a company logo in the report header.

4.4.4.8.1 To insert a picture

On the Insert Tools toolbar, click Insert Picture.

The Open dialog box appears.

Select the desired picture file from the file list and click Open to return to the report.

An object frame appears with the picture inside, ready to be positioned.

Position the picture object where you want it to appear in the report and left-click once.

4.4.4.9 Hyperlink fields

You can select a report object on the Design or Preview tab and create a hyperlink to another location.

The hyperlink is saved with your report and is available to other users as a way of viewing additional

information.

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Note:

• Crystal Reports lets you create hyperlinks with Relative URLs, so your web reports retain

independence from their location on any particular server.

• You can use the option "A Website on the Internet" to connect to SAP BusinessObjects, Web

Intelligence, and Analysis workspace documents (this is also known as report linking). Click Create

enterprise hyperlink to create these hyperlinks in Crystal Reports.

4.4.4.9.1 To create a hyperlink field

Select a report object on the Design or Preview tab.

On the Format menu, click Hyperlink.

The Format Editor dialog box appears with the Hyperlink tab active.

Click the type of hyperlink you want to create.

The available types in the upper area are:

• No Hyperlink

This is the default option. There is no hyperlink associated with the selected report object.

• A Website on the Internet

Select this option if you want your report object to be linked to a static web address. Use the

formula button to create a URL based on a field value. For example, you might enter the following

formula if your Customer Name field contained information that would create a series of meaningful

URLs:

"http://www." + {Customer.Customer Name} + ".com"

Note:

You can also use this option to connect to SAP BusinessObjects, Web Intelligence, and Analysis

workspace documents (this is also known as report linking). Click Create enterprise hyperlink

to create these hyperlinks in Crystal Reports.

Tip:

Alternatively, you can use the openDocument function in the "Formula Workshop" to create

hyperlinks.

• Current Website Field Value

Select this option if you want the program to create a hyperlink out of the field you selected. The

field must be stored as a proper hyperlink in your data source.

• An E-mail Address

Select this option if you want to create a "mailto" address from the field you selected. Use the

formula button to create an address based on a field value.

• A File

Select this option to create a hyperlink to a file on a specific computer or networked computer.

Use the formula button to create a file path based on a field value.

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You can also use a hyperlink of this type to run an EXE with a command-line parameter. Enter

the path and application name, and follow it by the parameter for the command.

• Current E-mail Field Value

Select this option if you want the program to create an email hyperlink out of the field you selected.

The field must be stored as a proper email address in your data source.

The available types in the DHTML Viewer Only area are:

• Report Part Drilldown

For information about how to use this option, see The Report Part Drilldown option.

• Another Report Object

For information about how to use this option, see The Another Report Object option.

Note:

Not all hyperlink types are available at all times. The object you select and its location on the report

determine which types are available.

After you have chosen a hyperlink type, enter the appropriate hyperlink information (the URL of a

web site, for example).

Click OK when you are finished.

The hyperlink is inserted as appropriate. Click it on the report to go to the web site, to send an e-mail,

and so on. For information about how to use the hyperlink types in the DHTML Viewer Only area, see

Setting up navigation.

4.4.5 BLOB (Binary Large Object) fields

A BLOB field is a database field whose data consists of Binary Large Objects—such as bitmap graphics,

images, OLE objects, metafiles, and so on. Inserting a BLOB field into your report allows you to access

these binary objects as you would other data types.

Note:

Crystal Reports can also access BLOB objects by reference (that is, dynamically through a file path),

so that you do not need to store the BLOB objects in your database. For more information, see Making

a static OLE object dynamic.

In general, Crystal Reports allows you to access BLOB fields containing:

• Device-independent bitmaps (DIB).

• JPEG, TIFF, or PNG images.

In addition, if your data resides in a Microsoft Access database, then Crystal Reports enables you to

report on BLOB fields containing OLE 1 and 2 objects and metafiles.

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You insert BLOB fields as you would any other database field. For details, see To insert a database

field.

A BLOB field object differs from other database field objects in that it offers options to control cropping,

scaling, and sizing—just like an inserted picture or OLE object. To access these options, right-click the

BLOB field object, select Format Graphic from the shortcut menu, and click the Picture tab.

Note:

To retain the ability to activate and edit an OLE object with its server application, you should insert the

object into your report independently, either by linking or by embedding, rather than inserting it in a

BLOB field. For more information about inserting linked and embedded OLE objects, see Inserting OLE

objects into reports.

4.4.6 Formatting data

At this point in creating a report, you may want to do some basic formatting. Perhaps you would like to

change the font size and style of a text object used as a title. Or, if you have a number field, such as a

sales figure, you might want to place a dollar sign before the number or change the number of decimal

places displayed.

4.4.7 Record selection

Record selection, the task of paring down the data to include only the data required for your report, is

a crucial step in report creation. You will rarely want a listing of all the information in a database. Most

often you will be interested in only the sales in a given time period or for a certain product, and so on.

For example, a sales report may be designed to only include sales from one product line for the last

calendar month.

4.4.8 Grouping, sorting, and summarizing data

Once a basic report is created, you will want to organize the data by grouping related information,

sorting individual records, summarizing, subtotaling, and grand totaling.

Grouping records

To organize the data, you may want to group related data together. For example, after grouping a

customer list by region, you might divide the list into regional groups. That way, a sales manager for

one region could quickly locate the appropriate region group and focus exclusively on the customers

within that region.

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Sorting records

Crystal Reports allows you to specify the order in which you want the records on your report displayed.

For example, after grouping by region, you might sort the records within each region in alphabetic order

by Customer Name. Many of your reports will use some type of sorting. Depending on the report, you

will sort the records in a list or sort in conjunction with grouping.

Summaries, subtotals, and grand totals

Many reports use some sort of totaling. For example, in a North American sales report grouped by

state, you might want to calculate the total dollar amount sold in each state. You do this by creating a

subtotal on the sales field. Summaries are also used at the group level, allowing you to calculate

averages, counts, and other group (aggregate) values. For example, in a sales report you may want to

calculate an average of sales per state (average summary on the sales field) and calculate the number

of products sold in the state (distinct count of the product name field).

4.4.9 Using the drill-down option on summarized data

You can drill down on your data, to show the data behind individual groups, using the Drill-down cursor.

See Sorting, Grouping, and Totaling.

4.4.9.1 Drill-down cursor

Crystal Reports allows you to drill down on group or summary information in the Preview tab in both

the Standard and the Group Tree. When you position the cursor over any summary value that you can

drill down on, the program displays a Drill-down cursor.

Tip:

Group headers appear on the Drill-down tab just as they do in the main report itself.

If you then double-click, the program reveals the details behind that specific summary value. For example,

if the Drill-down cursor becomes active over the city summary, you can double-click to see the details

behind that summary.

• If you have only a single summary, you can look at the summary or at the data from the individual

records that are summarized.

• If you have multiple summaries, you can look at the summaries behind summaries (the city summaries

that make up the region summaries, for example), or at the data from the individual records that are

summarized.

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4.4.10 Using the zoom feature

You can easily zoom in on a report. You can choose any magnification from 25% to 400%. This feature

is active in both the Design and Preview tabs.

To zoom the report in or out, set the zoom level in the Zoom Control box found on the Standard

toolbar.

It is helpful to view reports at low magnifications in order to get an overall picture of the layout of your

report. Views at higher magnifications focus attention on the details of the report.

4.4.11 Inserting page headers and footers

You can use page headers and footers by placing the information in the Page Header or Page Footer

sections of the Design tab.

• Information to appear only on the first page of the report goes in the Report Header (RH).

• Information to appear only on the last page of the report goes in the Report Footer (RF).

• Information to appear at the top of every page goes in the Page Header (PH).

• Information to appear at the bottom of every page goes in the Page Footer (PF).

Text, fields, or formulas can be used in these sections just as in the Details section.

Related Topics

• Creating footers after the first page

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4.4.12 Adding a title page to the report

Crystal Reports provides a quick, easy way to add a title page to a report by selecting Report Title from

the Special Fields in the Field Explorer dialog box. In order to use this field, you must have a title entered

in the Summary tab of the Document Properties dialog box. See Adding summary information to the

report.

4.4.12.1 To add a report title

On the Standard toolbar, click Field Explorer.

The Field Explorer dialog box appears.

Scroll down to Special Fields and expand it by clicking.

Select Report Title, and click Insert to Report. An object frame appears when the cursor is moved

over the report.

Move the object frame to the Report Header section and click once to place the frame.

With the report title selected, click Section Expert on the Expert Tools toolbar.

The Section Expert appears.

With the Report Header section highlighted, select the New Page After check box.

Now the title will appear on the first page and the report will begin on the second page.

4.4.13 Adding summary information to the report

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There may be times when you want to include non-printing comments with a report (a personal note to

the report recipient, a note to explain more thoroughly the data on which the report is based, a report

title, a comment about some particular data on the report, and so on).

Summary Info on the File menu provides a facility for including anything from a short note to hundreds

of lines of text with your report. The comments do not print with the report; they remain in the Summary

tab of the Document Properties dialog box where they can be reviewed on demand.

When you choose Summary Info, the Document Properties dialog box appears with the Summary tab

active.

Enter the desired information and click OK when finished to return to your report.

4.5 Exploring reports and working with multiple reports

Crystal Reports lets you work with your existing reports through the Report Explorer, the Workbench,

and the Dependency Checker.

This section describes these tools and provides some general information about opening and docking

each of the explorers that are available in Crystal Reports. For more information, see Opening and

docking explorers.

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4.5.1 The Report Explorer

The content of the Report Explorer represents the content of the report in a tree view. The root node

is the report itself, while the first-level nodes represent the report's sections. Within each section, the

report's fields and objects are listed. Any item you select in the tree view will be selected in the report

(in either Design or Preview modes).

You can modify report fields and objects by selecting them in the Report Explorer. When you right-click

the selected item, you see a menu that contains the actions you can carry out on the item. For example,

if you right-click a text object, the menu will contain the options to edit the text, to format its font or color,

and so on. Likewise, if you right-click a section node, the menu will contain the options to hide, suppress,

format and so on.

Note:

You cannot add additional fields or report objects when using the Report Explorer, but you can delete

them.

You can select multiple fields for formatting by using Shift-click or Ctrl-click.

4.5.1.1 Toolbar

The Report Explorer's toolbar provides buttons with tool tips. These buttons let you expand or collapse

your report's tree view and choose the report items to display by type:

•

Expand

Use this option to expand all child nodes of the tree view under the selected node. If you select this

option while the root node is highlighted, all remaining nodes are expanded. If you select this option

while a child node is highlighted, only the nodes that are part of the child are expanded.

Note:

This option has no effect if selected while a report object is highlighted, or if the selected node has

no children.

•

Show/Hide Data Fields

Use this option to show or hide data fields in your report. Data fields include formula fields, summary

fields, and text objects.

•

Show/Hide Graphical Objects

Use this option to show or hide graphical objects in your report. Graphical objects include charts,

maps, boxes, lines, BLOB fields, and OLE objects.

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•

Show/Hide Grids and Subreports

Use this option to show or hide cross-tabs, OLAP grids, and subreports in your report.

Note:

•

Items connected to an SAP BusinessObjects Enterprise Repository are shown with the repository

icon beside them.

• Items with hyperlinks are shown as blue text with a solid underline. Items with Report Part hyperlinks

are shown as green text with a dashed underline.

4.5.2 The Workbench

In the Workbench, you can create projects that contain one or more reports. Use the options on the

toolbar to add, remove, or rename folders, reports, and object packages. You can reorganize the files

in a folder or folders by dragging and dropping them where you want them to appear. You can also

drag report files from Windows Explorer and drop them into the folder of your choice in the Workbench.

4.5.2.1 Toolbar

The toolbar in the Workbench provides the following options:

•

Add Report

Use this option to add a new object to the Workbench:

• Add Existing Report

When you select this option, the Open dialog box appears so that you can search for a Crystal

report that you have previously created.

• Add Current Report

When you select this option, the program creates a root node that is called Untitled Project. It

then adds the current active report to that project.

Note:

This option is available only when there is an active report.

• Add New Project

When you select this option, the program adds a new folder under the root node that is called

Untitled Project. You can add reports to this folder. Project folders offer a way to organize the

reports in the Workbench.

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•

Open

Use this option to open the report or report package that you have selected in the project folders.

•

Check Dependencies

Use this option to initiate the Dependency Checker. The option is available for individual reports or

for folders of reports. Crystal Reports begins checking the report(s) immediately and displays the

results in the Dependency Checker. For more information, see The Dependency Checker.

4.5.2.2 Shortcut Menus

You can right-click any item in the projects area of the Workbench to see a shortcut menu. Many of the

options that are available on the shortcut menu are also available on the toolbar. This section describes

only the additional options that are not available on the toolbar.

• Add Object Package

When you select this option, the program prompts you to log on to your SAP BusinessObjects

Business Intelligence platform system. When you have connected to your system, you can choose

an object package to add to the Workbench. For more information about object packages, see the

SAP BusinessObjects Business Intelligence Platform Administrator Guide

• Publish to SAP BusinessObjects Business Intelligence platform

Use this option to publish a folder of reports to SAP BusinessObjects Business Intelligence platform.

You can publish your reports individually or as an object package. (Objects packages can be

scheduled in SAP BusinessObjects Business Intelligence platform as a single entity.) When you

choose this option, the "Publish Object" dialog box appears.

For information about using this dialog box, search the Crystal Reports online help for “Publish

Object dialog box”.

• Remove

Use this option to remove a report, report package, or folder from the projects area.

Note:

• You cannot undo this option.

• When you remove a folder, you remove all of the items in it at the same time.

• Rename

Use this option to rename a folder in the projects area.

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4.5.3 The Dependency Checker

The Dependency Checker appears when you check a report or project for errors in the Workbench, or

when you select the command on the Report menu for a report that you have open in Crystal Reports.

The Dependency Checker registers several types of errors:

• Report part hyperlink errors

• Repository object errors

• Formula compilation errors

Errors listed in the Dependency Checker show the following information:

• Error type.

MeaningIcon

Success. The Dependency Checker has verified

that there are no errors in the file.

Warning. The Dependency Checker has found

something in the file that might be a problem.

You can verify the warning, but you don't have

to fix it to have the report to run correctly.

Error. The Dependency Checker has found an

error that you should fix so that the report will

run correctly.

• Description of the error.

• Location of the file that contains the error.

Double-click an error to open the target report, and go to the report object so that you can fix the problem.

If the report object cannot be found (because, for example, you've deleted part of the report since

checking for errors), you receive a message that recommends you run the check again.

4.5.3.1 Shortcut Menu

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When you right-click a message in the Dependency Checker, a shortcut menu appears:

• Go To

Use this option to open the report that contains the error and to go to the object that is causing the

problem. You can also select a message and press Enter or double-click to open the report.

• Sort By

Use this option to sort the messages by type, number, description, or location.

• Clear

Use this option to remove the selected message.

• Clear All

Use this option to remove all of the messages.

• Copy

Use this option to copy the message to the clipboard so that you can paste it into another application.

• Options

Use this option to open the Dependency Checker tab of the Options dialog box. Use this tab to select

the conditions that you want to check for when you run the Dependency Checker.

For more information about the options, search the Crystal Reports Online Help for the topic

"Dependency Checker tab (Options dialog box)."

4.5.4 Opening and docking explorers

Crystal Reports includes these explorers and tools that you can use to see various reports and report

objects:

• The Field Explorer

• The Report Explorer

• The Repository Explorer

• The Workbench

• The Dependency Checker

Open any of these explorers by using the commands on the View menu or the buttons on the Standard

toolbar. If the explorer is closed, its command or button opens it; if the expert is already open, its

command or button sets focus to it.

After installation, each explorer opens in a docked position in the Report Designer. You can dock

explorers in any area of the designer by dragging them to a new location.

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Double-click an explorer's title bar to change between docked and free-floating mode. In free-floating

mode, the explorer can be dragged to any position. When you drag the explorer, a placement frame

shows you where it will be placed. You can also resize an explorer by dragging any of its edges with

the Resizing cursor.

Note:

When you double-click the title bar of a free-floating explorer, the program docks it where it was when

you last used Crystal Reports.

You can create a single, multi-tabbed explorer from the Field Explorer, the Report Explorer, the Repository

Explorer, the Workbench, and the Dependency Checker by dragging the explorers on top of each other.

This multi-tabbed explorer can be used in docked or free-floating mode.

Click the tabs in the amalgamated explorer to change focus from one explorer type to another; the

name in the title bar changes accordingly to show you which explorer you're currently using.

4.6 Beyond basic reports

Once you are comfortable with the basics of reporting, you will be ready to investigate the more powerful

reporting features of Crystal Reports, including:

• Charts (see Charting)

• OLE objects (see OLE)

• Form letters (see Form letters)

• Subreports (see Subreports)

• Cross-tabs (see Cross-Tab Objects)

• Multi-section reports (see Multiple Section Reports)

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SAP BusinessObjects Enterprise Repository

5.1 What is the SAP BusinessObjects Enterprise Repository?

The SAP BusinessObjects Enterprise Repository is a database in which you manage shared report

objects. You can refresh a report's repository objects with the latest version from your SAP

BusinessObjects Enterprise Repository when you publish reports to SAP BusinessObjects Business

Intelligence platform.

The SAP BusinessObjects Enterprise Repository is hosted by the Central Management Server (CMS)

system database in SAP BusinessObjects Business Intelligence platform.

The object types that the repository supports include the following items:

• Text objects

• Bitmaps

• Custom functions

• Commands (queries)

Note:

Business Views and list-of-values objects are also stored in the SAP BusinessObjects Enterprise

Repository. You can use Business Views in Crystal Reports, but you create them in the Business View

Manager. You can create and use lists of values in Crystal Reports, but you add them to the repository

through the Business View Manager.

By maintaining a shared repository of report objects, you can modify a particular object and update all

reports containing that object as they are opened for use. A central location for report objects also helps

with the task of managing your data—an important benefit in maximizing productivity and minimizing

costs at your company.

5.1.1 Work flow

Although there are many ways to use the SAP BusinessObjects Enterprise Repository, this sample

work flow will acquaint you with some of the things you might want to do:

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• Set up subfolders and subcategories for your repository

The "Repository Explorer "displays the contents of your SAP BusinessObjects Enterprise Repository

as a tree with folders, subfolders, categories, and subcategories. The following folders and categories

are supplied through SAP BusinessObjects Business Intelligence platform:

• Repository Items

• Enterprise Items

• Categories

• Personal Categories

You can add subfolders and subcategories.

• Add report objects to your repository

There are different ways to do this depending on the type of object you want to add:

• Select a text object or bitmap image and drag it to a folder or choose "Add to Repository" from

the shortcut menu.

• Select a Custom Function in the Formula Workshop and click the "Add to Repository" button.

• Create or modify a command in the Database Expert and, once it appears in the Selected Tables

list, right-click it and choose the "Add to Repository" option.

• Add repository objects to a report

There are different ways to do this, depending on the type of object:

• Text objects and bitmap images can be dragged to the report from the "Repository Explorer".

• Custom functions can be added through the "Formula Workshop".

• Commands can be added though the "Database Expert".

• Lists of values and prompt groups can be added to parameter fields by selecting them from the

appropriate lists in the "Create New Parameter" or "Edit Parameter" dialog boxes.

• Update report objects in your repository

Again, there are different ways to do this, depending on the type of object:

• Text objects and bitmap images can be dragged back to the original repository object.

• Custom functions can be updated through its user interface.

• Commands can be updated and added back to the repository through the "Database Expert".

5.2 Accessing the SAP BusinessObjects Enterprise Repository

The repository supplied by Crystal Reports is set up when you install. You don't have to do anything

additional before you use the repository.

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5.2.1 To open the SAP BusinessObjects Enterprise Repository

Start Crystal Reports and open a report.

Click the Repository Explorer button on the Standard toolbar.

Tip:

Another way to do this is to click the Repository Explorer option under the View menu.

Click Logon to connect to SAP BusinessObjects Business Intelligence platform.

For information about how to log on to SAP BusinessObjects Business Intelligence platform, see

Working with Enterprise folders.

The Repository Explorer appears.

Expand nodes to see the repository contents.

The "Repository Explorer" might appear in a docked position in the Report Designer depending on

where it was when you last used Crystal Reports. For more information about docking explorers, see

Opening and docking explorers.

Hover your mouse's cursor over any object in the "Repository Explorer" to see a tooltip. Tooltips include

Author and Description information for text objects and bitmaps; for commands, tooltips include the

complete text of the SQL statement.

5.3 Repository Explorer toolbar

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The Repository Explorer's toolbar provides buttons with tool tips. These buttons let you add new folders

or categories, search for items, and so on:

• Change view settings

Use this option to open the View Settings dialog box. Use this dialog box to limit the type of repository

items displayed in the Repository Explorer. You can also select options to sort multiple items by

name or by type.

• Advanced filtering

Use this option to display filtering options at the bottom of the Repository Explorer. Use these filters

to find specific items by words from the Name or Author fields in the Add Item dialog box. For

information about adding or changing an item's name or author, see Adding items to the repository

and Modifying objects in the repository.

Note:

Text entered in the filtering fields of this option is not case sensitive.

• Delete the item/folder

Use this option to permanently remove the selected item or folder from the repository. When you

delete a folder, you delete all the items it contains. For more information about deleting items from

the repository, see Deleting items from the repository.

• Insert a new folder

Use this option to add a new subfolder to the repository. For information, see Adding subfolders and

subcategories to the repository.

Note:

This option is called "Insert a new category" when you have selected a category in the repository

tree.

• Logoff Server

Use this option to log off the SAP BusinessObjects Business Intelligence platform server that you

are connected to. When you are logged off, this option is called Logon; use it to reconnect to your

SAP BusinessObjects Business Intelligence platform server or to connect to a different server.

5.4 Adding subfolders and subcategories to the repository

You can organize the contents of the repository by creating subfolders and subcategories in its tree

view.

Folders are objects that you can use to separate content into logical groups. Like folders, categories

are objects that you can use to organize documents. You can associate documents with multiple

categories, and you can create subcategories within categories.

SAP BusinessObjects Business Intelligence platform provides the following types of categories:

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• Corporate categories are created by the administrator, or other users who have been granted access

to these categories. If you have the appropriate rights, you can create corporate categories.

• Personal categories can be created by each user to organize his or her own personal documents.

5.4.1 To add a new subfolder or subcategory

In the Repository Explorer, select an existing node, and click Insert a new folder or Insert a new

category on the Repository Explorer's toolbar.

Tip:

The insert button changes automatically from folder to category depending on the type of object that

you select.

A new subfolder or subcategory is added to the repository tree. (If your repository items are not

sorted, the new subfolder or subcategory is added to the bottom of the selected node. If your

repository items are sorted by type, the new subfolder or subcategory is added alphabetically with

the default name New Folder.)

Name your new subfolder or subcategory and hit the Enter key.

5.5 Adding items to the repository

You can add text objects and bitmap images to the repository by dragging them from your report to the

appropriate repository folder. A dialog box appears so you can add identifying information about the

object.

Custom functions are added to the repository through the Formula Workshop and commands are added

through the Database Expert.

Once report items are in the repository, they can be shared between many reports. Each person who

uses Crystal Reports can connect to the repository and choose items to add to a report.

When you add an object to the repository, that object becomes "connected" to the repository. As long

as an object remains connected, you can update any report that uses that object with the latest version

in the repository.

5.5.1 Adding a text object or bitmap image

Select a text object or bitmap image in your report and drag it to the appropriate folder in the

Repository Explorer.

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In the Name field of the Object Information dialog box, create a name for your object or image.

Note:

You cannot use these characters in your object's name: # " { } ; /

Enter an author and description if you want, and then click OK.

Tip:

Author and description information appears in tooltips and can be searched for using the Advanced

filtering option.

You'll see that your text object or bitmap image has been added to the appropriate folder.

5.5.2 Adding a text object or bitmap image - another method

You could have added the text object or bitmap image without dragging and dropping it.

Select a text object or bitmap image in your report and click Add to Repository from the shortcut

menu.

The Add Item dialog box appears.

Notice that, because you did not drag the object to a specific repository folder, this dialog box contains

an area to select a location from.

In the Name field, create a name for your object or image.

Note:

You cannot use these characters in your object's name: # " { } ; /

In the Location area, select a repository folder, and then click OK.

You'll see that your text object or bitmap image has been added to the appropriate folder.

If you try to edit any of the objects you added to the repository, you'll see that you can't make changes;

the objects are in read-only mode. This is true of any report object that is stored in the repository: as

long as it is connected to the repository it can't be changed in the report. If you right-click the object in

the report and choose "Disconnect from Repository" from the shortcut menu, the item is disconnected

from the repository and becomes editable. If you want other reports to be updated with the edited report

object, you must add it back to the repository.

5.5.3 Adding a custom function

In the Formula Workshop, expand the Report Custom Functions node and select the custom

function you want to add to the repository.

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Click the Add to Repository button.

You'll see that your custom function has been added to the Repository Custom Functions node.

Tip:

• You can also add a custom function to the repository by dragging it from the Report Custom

Functions node—in the Workshop Tree—and dropping it on a Repository Custom Functions

node.

•

The custom function icon in the Report Custom Functions node changes to indicate that the

custom function exists in the repository.

Note:

You must add all custom functions to the Repository Custom Functions node that is provided with

Crystal Reports.

5.5.4 Adding a command

In the Selected Tables area of the Database Expert, select the command you want to add to the

repository.

Right-click the command and select Add to Repository.

In the Add Item dialog box, specify a name and repository location for the command.

In the Location area, select a repository folder, and then click OK.

You'll find the command in the SAP BusinessObjects Enterprise Explorer, the Repository Explorer,

the Database Expert, and the Set Datasource Location dialog box.

5.6 Using repository objects in reports

Once you have an object or a collection of objects added to the repository, you can start using them in

your Crystal reports. Each type of repository object is added through its own user interface. In the case

of text objects and bitmap images, you simply drag them from the Repository Explorer to a report.

Custom functions are selected when you work in the Formula Workshop, and commands are selected

in the SAP BusinessObjects Enterprise Explorer, the Database Expert, or the Set Datasource Location

dialog box. You can select list-of-values objects from within the Create New Parameter or Edit Parameter

dialog boxes.

When you add a repository object to a report, it remains connected to the repository and is in read-only

mode. To edit the object, you must disconnect it from the repository and unlock its formatting.

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Note:

• To reconnect a report object that has been disconnected from its repository, re-add the object or

update the repository copy. Objects that remain disconnected from the repository cannot be

automatically updated when the report is next opened.

•

You can see that a report object is connected to the repository by opening the Report Explorer

and looking for it; if the object has an icon in front of it, it is connected to the repository.

This section shows you how to add a bitmap image, a custom function, or a command to a new report.

It also shows you how to add a list of values to a parameter.

5.6.1 Adding a text object or a bitmap image to a report

Click the Repository Explorer button on the Standard toolbar.

Tip:

Another way to do this is to click the Repository Explorer option under the View menu.

Log on to SAP BusinessObjects Business Intelligence platform if you have not done so already.

For information about how to log on to SAP BusinessObjects Business Intelligence platform, see

Working with Enterprise folders.

Expand the appropriate folder in the Repository Explorer and drag a text object or bitmap image to

your report.

Note:

Folders in your SAP BusinessObjects Enterprise Repository do not have to be named to represent the

objects they hold; you can use a name of your choice. See Adding subfolders and subcategories to the

repository for more information.

5.6.2 Adding a custom function to a report

Click the Formula Workshop button on the Expert Tools toolbar.

Tip:

Another way to do this is to click the Formula Workshop option under the Report menu.

In the Formula Workshop, expand the Repository Custom Functions node until you find the custom

function you want to add.

Right-click the custom function and click Add to Report from its shortcut menu.

If the custom function you are adding to your report requires other custom functions from the

repository, they can be added at the same time.

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You'll see your custom function has been added to the Report Custom Functions node of the Formula

Workshop.

Note:

You can also add custom functions to a report while creating formulas in the Formula Workshop. For

more information about this method, see Creating a formula in the Formula Expert.

5.6.3 Adding a command to a report

Click the Database Expert button on the Expert Tools toolbar.

Tip:

Another way to do this is to click the Database Expert option under the Database menu.

In the Database Expert, expand the Repository folder.

Tip:

If the SAP BusinessObjects Enterprise Explorer doesn't open immediately, double-click Make New

Connection.

In the SAP BusinessObjects Enterprise Explorer, expand folders until you find the command you

want to add, and then click Open.

You'll see your command in the Available Data Sources area of the Database Expert. When the command

is in this area, you can added it to your report as you would add any other data source. For more

information, see Selecting the data source.

5.6.4 Adding a list of values to a parameter

In the Field Explorer, select Parameter Fields and click New.

In the List of Values area, click Dynamic.

Click Existing and choose a repository list of values from the tree view that appears.

Note:

If the list is empty (you cannot connect to a repository, or your report does not contain an existing

list of values), this option is not available.

5.7 Modifying objects in the repository

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You can modify repository objects by disconnecting them, changing them in a report, and adding them

back to the repository. As well, you can rename objects and move them to different folders directly in

the repository.

Note:

Be aware that when you modify an object and add it back to the repository, your changes affect all

those who use that same repository: a renamed object is renamed for all users, and reports that contain

the modified object may be updated upon opening them in the Report Designer.

5.7.1 To modify a repository object

Note:

This procedure shows you how to modify and update a text object in the repository. Custom functions

and commands are modified and updated in their respective user interfaces; in each case, you must

first disconnect the custom function or command from the repository, make the modifications, and then

add the custom function or command back to the repository.

From the Repository Explorer, drag any text object into a report.

Right-click the text object in the report and select Disconnect from Repository from the shortcut

menu.

Double-click the text object and modify its text.

Drag and drop the text object from the report to the folder containing the text object in the repository.

When you drop the text object, the Add or Update Object dialog box appears.

Click Update.

In the Modify Item dialog box, make any changes you require and click OK.

Right-click the text object in the repository and click Properties from its shortcut menu.

Notice that the date and time in the Modified area have changed to correspond to the time you added

the text object back to the repository.

5.8 Updating connected repository objects in reports

Repository objects that are used in a report and are connected to that report's repository can be updated

automatically when opening the report in Crystal Reports. This behavior is controlled by an Options

setting and is global for all reports.

Note:

Objects that are used in a report but are disconnected from the repository are not automatically updated

when the report is opened.

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5.8.1 To set the update option

On the File menu, click Options.

The Options dialog box appears.

Click the Reporting tab.

Select the Update Connected Repository Objects on Open check box.

Click OK.

If you don't want to use this global option, you can also update a report's repository objects by selecting

the Update Repository Objects option on the Open dialog box for an individual report.

Note:

When you open a report that contains a command that is stored in the repository, and you have specified

that you want to Update Connected Repository Objects on Open, only the definition of the command

is automatically refreshed; the data that the command returns is not updated until you click the Refresh

button in the report.

5.9 Deleting items from the repository

Any object you store in the repository can be deleted from that repository without removing it from the

reports that use it. Once you remove an object from the repository, it is removed for all users.

Note:

• When you delete an object from the repository, it appears to remain connected in the reports that

use it. When you try to update repository objects for those reports, a warning message is shown in

the Missing Repository Items dialog box so you can quickly identify the object. Use the Report

Explorer dialog box to find the object in the report; then you can disconnect it.

• If you have deleted an object from the repository, creating a new object with the same name and

adding it back to the repository does not relink that object to your reports. Each repository object

has a unique ID; linking is not done by name.

5.9.1 To delete an object from the repository

Click the Repository Explorer button on the Standard toolbar.

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Tip:

Another way to do this is to click the Repository Explorer option under the View menu.

In the appropriate folder, select the object you want to remove and press the Delete key.

You are asked to confirm the deletion.

Click the Yes button.

The object is removed from the repository.

You can also delete a repository object by right-clicking it and selecting Delete from the shortcut menu.

5.10 Using Undo in the repository

You cannot undo any action that updates the repository. You can undo anything that affects only the

report and not the repository. For example, you can undo the disconnect activity.

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Designing Optimized Web Reports

6.1 Overview

Whether you distribute your enterprise reports over a local network, a corporate Intranet, or the Web,

you can use Crystal Reports' powerful, built-in performance features to deliver web reporting speed.

Crystal Reports automatically provides these major performance advantages—even if you don't apply

any of the strategies set out in this section:

• Page-on-demand technology

Page-on-demand report access lets users download only the specific report pages they need to

see, thus improving response times and reducing web traffic. Further, placeholders and partial page

technology allow you to view report pages and data over the Web immediately, without having to

wait for the processing of large objects, such as graphics and subreports.

• Optimized, multithreaded Report Engine

The Crystal Report Engine's multithreading capabilities and thread-safe database drivers allow you

to continue working on your important tasks, while many other operations are processed

simultaneously in the background. The Report Engine also minimizes the number of passes made

through the data, speeds up processing with improved memory management, and handles subreports

and parameters as efficiently as possible.

In addition to these built-in features, the Key strategies for optimizing web reports discussed in the

following sections bring additional performance benefits, which are often substantial. When you design

new reports (or improve reports created in older versions of Crystal Reports) in accordance with these

strategies, reports run faster and tie up fewer processing resources. Consequently, report users can

easily access the data they need—faster than ever.

Tip:

If you're new to web reporting, or to reporting in general, reading this section will prepare you for future

reporting tasks—you'll gain important insight into designing faster, better reports.

Note:

Understanding databases and how they work is often important when considering performance. See

Databases overview for background information.

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6.1.1 Key strategies for optimizing web reports

• As your company grows, Crystal Reports and SAP BusinessObjects Business Intelligence platform

can grow along with you. For details, see Scale with SAP BusinessObjects Business Intelligence

platform .

• For tips and considerations on how to create fast, interactive reports, see Making the right design

choices.

• For information about getting the most out of your existing database, see Streamlining your reporting

environment.

• To minimize data transfer and enhance report performance, see Using enhanced record selection

formulas .

• To decrease the processing and data transfer times of grouped, sorted, or totaled reports, see

Improving grouping, sorting, and totaling.

In general, report performance issues are similar, no matter how you distribute your reports. By following

these strategies, you'll notice significant improvements not only in multi-user web environments, but

also in single-user situations.

6.2 Scale with SAP BusinessObjects Business Intelligence platform

SAP BusinessObjects Business Intelligence platform provides a flexible and efficient way to deliver

your reports over the web or to integrate them into custom web applications.

The Report Application Server (RAS) provides a rich set of server-based reporting services that let you

tightly integrate reporting into your custom web applications. RAS provides a base set of BusinessObjects

Business Intelligence platform services, focused on report processing, application integration, and

run-time report modification.

You can extend your application even further using the following advanced services available in other

editions of SAP BusinessObjects Business Intelligence platform:

• Security

SAP BusinessObjects Business Intelligence platform provides granular group, user, and data-level

security to help you protect sensitive reports and deliver a more personalized end-user experience.

• Scheduling

SAP BusinessObjects Business Intelligence platform incorporates a flexible time- and event-based

scheduling system to allow you to process large reports during off hours and to avoid unnecessary

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database hits. (The Report Application Server provides on-demand reporting, so every viewing

request results in a separate query on your database.)

• Versioning

Versioning works closely with scheduling to store "instances" of a report. Versioning not only reduces

the number of database hits required to serve users, but also allows you to keep an archive of report

instances for historical reference.

• Clustering

SAP BusinessObjects Business Intelligence platform incorporates proven clustering and

load-balancing technology to help you deliver a highly available, reliable information delivery system.

• Scalability

SAP BusinessObjects Business Intelligence platform is built on a distributed, multi-server architecture,

allowing you to scale up on a single machine (by adding processors) or scale out over multiple

machines to handle heavier user loads.

• Management

SAP BusinessObjects Business Intelligence platform incorporates extensive administration and

management controls that allow you to organize content, set up complex schedules and security,

and tune the system for optimal performance.

• External (third-party) authentication

SAP BusinessObjects Business Intelligence platform allows you to leverage your existing security

system to manage users and groups. All authentication can be delegated to a third-party NT or

LDAP system.

6.2.1 Evaluation times for date functions in SAP BusinessObjects Business Intelligence

platform

Different date and time functions available in Crystal Reports are evaluated at different stages during

report processing. Some are evaluated when a scheduled report is processed, or when a report instance

is refreshed: this evaluation time is known as "WhileReadingRecords." Others are evaluated each time

a report page is formatted for display in a report viewer or a browser: this evaluation time is known as

"WhilePrintingRecords."

If you use SAP BusinessObjects Business Intelligence platform to generate report instances and notice

that date or time functions are not evaluating to the values that you expect, consider the following:

• The current date and time are always read from the clock that is locally accessible to the Report

Engine—that is, from the clock on the computer that processes the report. In SAP BusinessObjects

Business Intelligence platform , the Job Server processes scheduled reports against the database,

and the Page Server processes on-demand reports against the database. The Page Server also

formats individual pages of report instances when users view them.

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• When a scheduled report is processed, all date and time formulas are evaluated by the Job Server

in order to generate the report instance. When you simply view the resultant report instance, none

of the formulas are re-evaluated.

• When you view a cached report page, none of the date functions are re-evaluated, because the

records have already been read and the page has already been formatted.

• If you use date and/or time functions in a report's selection formula, the report's data is dependent

upon the return values of those formulas. Consequently, when you view a report instance at a later

date, the function may cause the report data to be updated from the database.

• To ensure that date and time functions return the values that you expect, you can force the evaluation

time through the use of the WhileReadingRecords and WhilePrintingRecords functions.

For more information, see the "Functions" and "Report Processing Model" sections of the Crystal

Reports Online Help.

6.3 Making the right design choices

This section offers design options and considerations that will help improve the performance of your

reports. The topics covered range from basic suggestions, such as updating reports created in older

versions of Crystal Reports to the latest file format, to more involved decisions, such as whether to use

live or saved data, and how to use subreports efficiently.

When designing your reports, and especially when designing reports for the Web, you should allow

report users to drive the data they see. In other words, display summarized information, so each user

can navigate the report quickly and then drill down to access additional data. In this way, web traffic

and response times are minimized, because only the data requested by the user is transferred from

the database server.

These are only a few of the benefits of designing user-driven reports:

• Report users gain interactive control over the type and quantity of information they view over the

Web.

• Data transfer and network traffic decrease, because only the information requested by users is

returned from the database server.

• When users need real-time reporting of live data over the Web, user-oriented reports respond quickly

and communicate efficiently with the database server.

• Reports become more useful, because each user customizes the report's contents, thereby creating

a reporting solution specific to his or her particular decision-making problem.

6.3.1 Using faster report formats

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The quickest way to help improve the performance of reports created in older versions of Crystal Reports

is to save them in the latest Crystal Reports format. Crystal Reports has been enhanced to process

reports faster than ever before: update your older reports to take advantage of these enhancements.

To update the format of an older report, just open it in Crystal Reports and select Save from the File

menu. The older version of the report will be replaced with an updated version.

Note:

If for some reason you need to keep a report in its original file format, use the Save As command

(instead of Save) and enter a new name for the updated version of the report.

6.3.2 Choosing between live and saved data

When reporting over the Web, the choice to use live or saved data is one of the most important decisions

you'll make. Whichever choice you make, however, Crystal Reports displays the first page as quickly

as possible, so you can see your report while the rest of the data is being processed.

6.3.2.1 Live data

Live reporting gives users real-time access to live data, straight from the database server. Use live data

to keep users up-to-date on constantly changing data, so they can access information that's accurate

to the second. For instance, if the managers of a large distribution center need to keep track of inventory

shipped on a continual basis, then live reporting is the way to give them the information they need.

Crystal Reports supports live reporting. However, you should first consider whether or not you want all

of your users hitting the database server on a continual basis. If the data isn't rapidly or constantly

changing, then all those requests to the database do little more than increase network traffic and

consume server resources. In such cases, you may prefer to use reports with saved data.

To ensure the efficiency of real-time reporting, read all of the suggestions in this chapter. These topics,

however, are of particular importance:

• Taking advantage of on-demand subreports

• Performing grouping on server

• Incorporating parameter fields into record selection formulas

6.3.2.2 Saved data

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Reports with saved data are useful for dealing with data that isn't continually updated. When users

navigate through reports with saved data, and drill down for details on columns or charts, they don't

access the database server directly; instead, they access the saved data. Consequently, reports with

saved data not only minimize data transfer over the network, but also lighten the database server's

workload.

You can schedule these reports within SAP BusinessObjects Business Intelligence platform, so they

automatically refresh from the database on a predetermined basis. For example, if your sales database

is only updated once a day, or once a week, then you can run the report on a similar schedule and save

it with data. Sales representatives then always have access to current sales data, but they aren't hitting

the database every time they open a report. Alternatively, you can refresh reports with saved data on

an as-needed basis.

Saved data is discarded and refreshed when you perform any of these tasks in a report:

• Select the Refresh command.

• Change your database logon.

• Change any of the report's data parameters.

• Add a new field that doesn't exist in the saved data.

• Drill down in a report where "Perform Grouping On Server" is selected, and the details section is

suppressed.

• Verify the database—if the database structure has changed drastically.

• Change the linking parameter on a subreport (the subreport is refreshed).

• Change the order of groups (only for reports in the Report Application Server).

If you do use reports with saved data, incorporate the other suggestions in this section to make sure

your reports are designed for optimum performance.

To save a report with data, first make sure the Save Data with Report option is selected on the File

menu; then Save your report.

6.3.3 Designing summary reports

Designing and distributing summary reports is a relatively easy way to ensure that users quickly find

the data they need over the Web. A summary report can include as much data as any other report.

However, by hiding a summary report's Details section, you avoid overwhelming users with data they

may not immediately need.

When the Details section is hidden, users navigate with the Group tree first, to locate the desired data.

Then, by drilling down on the report, they can request specific data, which is returned quickly without

unnecessary records. This is especially important to improving navigation of long summary reports,

which might consist of hundreds, thousands, or even tens of thousands of pages.

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To facilitate navigation in this way, you first need to group the data and insert the summary fields you

want to include in your report. For detailed information and instructions, see Grouping data and

Summarizing grouped data.

Once you've grouped and summarized your report data, hide the Details section (and any other large

report sections) so that users can easily navigate to the data that's important to them.

6.3.3.1 To hide details in a summary report

Open your report in Crystal Reports.

If you haven't yet created a grouped and summarized report, open Group.rpt from the Feature

Examples samples folder.

On the Report menu, click Section Expert to open the Section Expert.

In the Sections list, click Details.

On the Section Expert's Common tab, select the Hide (Drill-Down OK) check box.

Click OK.

You'll notice the details are now hidden. To view the details, navigate through the report using the Group

tree, and then drill down on the appropriate area of the report.

Note:

For details on minimizing data transfer with summary reports, see Performing grouping on server.

6.3.4 Using subreports carefully

A subreport is an excellent way to include additional data in a main report. Performance issues relating

to subreports vary depending on the type of subreport used.

For general information on subreporting, see Subreports.

6.3.4.1 Taking advantage of on-demand subreports

If your report has a section that handles a large number of records, you can put that section into an

on-demand subreport. An on-demand subreport appears as a hyperlink in the primary report. When

you open the primary report, no data is retrieved for the on-demand subreport until you drill down on

the hyperlink.

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For example, when designing a report that shows each employee's quarterly sales for each product

and each product type, you might also want to track each employee's progress by including weekly

sales information. This additional data, however, may not be of interest to many users viewing the

report. In such a case, extract the weekly sales portion of the report and attach it as an on-demand

subreport. Detailed information about weekly sales is retrieved from the database only when a user

drills down on the on-demand subreport.

Many report objects—such as large cross-tabs, OLAP grids, advanced charts, and maps—are ideal

candidates to include in on-demand subreports, so that the object is not processed until you drill down.

To insert an on-demand subreport, see Inserting subreports and Creating an on-demand subreport.

Tip:

You could also place such report objects in a hidden Details section of a report that uses the Perform

Grouping On Server option. When you do this, the database server performs the majority of the

processing, and only a subset of the records is transferred from the server to the local machine (other

records are retrieved when you drill down to a hidden section).

6.3.4.2 Using linked subreports

When a subreport is linked, Crystal Reports coordinates the data in the subreport with the matching

records in the primary report. If you need to use regular linked subreports—that is, linked subreports

that are not on-demand subreports—you should consider these guidelines:

• If the additional data provided by a regular linked subreport is useful to relatively few users, create

a linked on-demand subreport instead. Users who need to see the extra data click a hyperlink to

view the subreport; users who don't need to see the extra data won't have to download it from the

database server.

• In some cases, placing regular linked subreports in the Details section of a main report may hinder

performance—especially when your main report contains many records. (This is because you're

creating a separate subreport for each record, and a separate query must be run for each database

record in the main report.) As an alternative, consider using linked on-demand subreports in the

Details section of your main report.

6.3.4.3 Linking tables instead of linking subreports

Whenever possible, coordinate your report data by linking database tables on the Links tab of the

Database Expert, rather than by linking regular subreports—that is, subreports that aren't on-demand

subreports—to the main report. Since each subreport is run as a separate report, linked tables often

have a performance advantage.

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6.3.4.3.1 For more information

• For further general guidelines, see Database links vs. subreports in one-to-many situations.

• For complete details, see Performance considerations in one-to-many links.

6.3.5 Using other design elements effectively

Maps

Map rendering is a single-threaded operation that does not scale well. Although maps are supported,

you need to be careful in considering the overall effect a map in your report will have on performance.

Report Templates

If you will be applying the same template to multiple reports, it is best to open the report once and cache

it, because the template only needs to be read-only.

Including "Page N of M" or "Total Page Count"

If you include the special fields "Page N of M" or "Total Page Count" in your report, the report needs to

finish processing before it can calculate this value. Avoid using these special fields in your report unless

the report is very small or you absolutely require the value.

6.3.6 Designing reports to maximize data sharing

SAP BusinessObjects Business Intelligence platform has data-sharing functionality that improves

performance by reducing the number of database calls that are made in a system with multiple users.

Data can be shared between users of a report object only if certain conditions are met. Try to maximize

data sharing by designing reports such that the conditions for data sharing are met as often as possible,

without compromising different user's need for report information.

When reports are processed by the Page Server, data is shared between users of a report when these

conditions are met:

• Users view a report using the same database logon information.

• Users view a report using the same parameters.

• Users view a report using the same page layout options.

• Users view a report using the same locale settings.

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Reports viewed using the DHTML viewer, the ActiveX viewer, or the Java viewer are processed using

the Page Server. These viewers do not allow users to change the page layout or locale of a report.

However, it is possible to develop custom viewer applications that provide this functionality.

When reports are processed by the Report Application Server (RAS), data is shared between users of

a report when these conditions are met:

• Users view a report using the same database logon information.

• Users view a report using the same parameters.

• Users view a report using the same locale settings.

• Users do not modify the report.

Reports viewed using the Advanced DHTML viewer (or your own custom application that permits report

viewing and modification) are processed using the Report Application Server.

6.4 Streamlining your reporting environment

Another step to ensuring that report users receive their information quickly is to assess your reporting

environment. What kind of database do you use? How is data organized within the database? How are

you connecting to the data you need to report off? How are you linking your database tables? By taking

these important considerations into account, you can significantly minimize the amount of data that

must physically travel across the network.

6.4.1 Selecting the fastest database and connection

To improve reporting performance, utilize your database to its full potential by having it do the majority

of your report processing. Ideally, Structured Query Language (SQL) databases are the most efficient

for carrying out this task.

For details on SQL databases, see Using SQL and SQL databases.

6.4.2 Using table indexes

You can also improve the way your data is organized within the database. For optimum processing

speed, report off indexed fields on your SQL database. Using table indexes is an easy way to increase

the speed of data access and to reduce the time it takes for Crystal Reports to evaluate data.

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For a complete description of how table indexing works, see Indexed tables.

6.4.3 Improving table-linking choices

When you add multiple database tables to your report, you link the tables on a common field so that

records from one table match related records from another. (Table linking works best if your database

tables are indexed.) Linking your database tables in this way is usually much faster than incorporating

linked subreports into your main report.

When you link two or more tables, you want your report to read as few records as possible, while at

the same time finding all matching records. The best ways to adhere to this guideline are to assess

your reporting needs and to plan your strategy before creating your report. When you know exactly

what you need from your data source, Crystal Reports makes it easy to get that information.

There are many other specific issues to consider when linking tables. These additional considerations,

however, are largely contingent upon your reporting environment. In other words, the steps to optimal

table-linking performance depend upon your database type, the possibility of indexing tables, and the

join type required between tables. You'll find complete descriptions for various reporting scenarios in

the section entitled Linking tables.

In the majority of reporting scenarios, the following general procedures should ensure that your tables

are linked for improved if not optimal performance.

6.4.3.1 To link tables effectively

Ensure that each database table is indexed on the field you are going to use.

Add the database tables to your report, and then link from the primary table to the lookup table on

a common field. (Do this instead of inserting a linked subreport and binding it to the data in your

primary report.)

Use a record selection formula that sets range limits on the indexed field in the primary table. This

minimizes the number of records in the primary table for which Crystal Reports must find matching

records in the lookup table.

6.4.4 Using thread-safe database drivers

If you share and refresh reports over the web, open them using thread-safe database drivers whenever

possible. The Crystal Report Engine supports multiple threads. Thus, when you make multiple data

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requests through thread-safe database drivers, the Report Engine can process all of the requests

simultaneously. As the result, you'll be able to view your reports sooner.

The following generic database drivers are thread-safe:

• crdb_odbc.dll (ODBC)

• crdb_jdbc.dll (JDBC)

• crdb_ado.dll (OLE DB)

ODBC connections to the following database types assume that the ODBC database driver is also

thread-safe and, therefore, operate in a multi-threaded manner:

• Microsoft SQL Server

• Oracle

• DB2

• Teradata

• Sybase

Note:

It is also assumed that the database drivers used with JDBC and OLE DB are always thread-safe and,

therefore, always operate in a multi-threaded manner.

The following native database drivers are thread-safe:

• crdb_ado_plus.dll (ADO.NET data provider)

• crdb_com.dll (COM data provider)

• crdb_db2cli.dll (DB2 Unicode)

• crdb_javabean (Java Bean data provider)

• crdb_xml (XML)

• crdb_olap.dll (OLAP)

• crdb_oracle.dll (Oracle)

• crdb_p2ssby10.dll (Sybase)

Note:

Check the Release Notes in the Crystal Reports product distribution for updates to these lists; more

database drivers may be added if they are found to be thread-safe during testing.

6.4.5 Using stored procedures for faster processing

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A stored procedure is a compiled SQL program, consisting of one or more SQL statements, which

resides and runs on your SQL server. Although stored procedures can take time to set up properly,

they can be incredibly powerful.

The advantages of using stored procedures are most noticeable when reporting off large sets of data,

or when running reports that demand long, complex calculations. In such cases, you should ideally use

a predefined stored procedure that performs the complex work for you on the database server.

Because stored procedures reside on your SQL server, you may need to ask your Administrator about

accessing or setting up a stored procedure.

• For more information on stored procedures, see Stored procedures.

6.5 Using enhanced record selection formulas

The most important thing you can do to speed up report processing is to limit the amount of data that

is returned from the database. Your primary tool for doing this is the record selection formula.

Crystal Reports analyzes your record selection formula and generates an SQL query from it. This SQL

query is then processed by the database, which sends the resulting records back to Crystal Reports.

Crystal Reports then evaluates the record selection formula locally for each of the records retrieved

from the database, thereby calculating the set of records used to generate the report.

Unnecessary records are eliminated at two stages: at the database with the SQL query and within

Crystal Reports by the record selection formula. For speed, you want as many records as possible to

be eliminated in the first stage. By designing your record selection formula effectively, you can off-load

much of the processing to the database server, thus eliminating unnecessary records before returning

them to Crystal Reports. This is commonly called "pushing record selection down to the database

server."

This section offers several tips to ensure that your record selection formulas can be pushed down to

the database server.

6.5.1 Pushing down record selection—an example

This example demonstrates the benefits of writing record selection formulas that can be pushed down

to the database server.

In the Orders table of the Xtreme sample database, there are 2192 records, of which 181 have order

dates prior to 2001. Suppose you want to report on only those records. On the one hand, you could

use this record selection formula:

Year ({Orders.Order Date}) < 2001

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The SQL query generated will send all 2192 records to Crystal Reports, and then the record selection

formula will reduce this to 181. To see this, click Show SQL Query on the Database menu and notice

that the SQL query has no WHERE clause. This is because Crystal Reports is not able to push down

the Year ( ) function in the WHERE clause.

On the other hand, this record selection formula generates the same report:

{Orders.Order Date} < #Jan 1, 2001#

This second formula, however, can be performed on the database server, so it is pushed down. The

SQL query generated will send only 181 records to Crystal Reports. So, when the record selection

formula is evaluated by Crystal Reports, no further records need to be eliminated. Click Show SQL

Query on the Database menu and notice that the resulting SQL query has a WHERE clause.

As this example shows, your report's processing speed improves when you enhance your record

selection formula. In this case, both formulas generate the same report, but the second takes advantages

of the power and optimizations that the database server can use when handling its own data.

Tip:

See the next section for additional information and limitations when setting up record selection requests.

Note:

If you are new to record selection formulas, you may prefer to begin with the Select Expert or the sample

record selection formula templates. For further details, along with an introduction to record selection,

see Selecting records.

6.5.2 Record selection performance tips

Consider the following performance-related items when setting up record selection requests:

6.5.2.1 General

• To push down record selection, you must select "Use Indexes or Server for Speed" in the Report

Options dialog box (available on the File menu).

• In record selection formulas, avoid data type conversions on fields that are not parameter fields.

For example, avoid using ToText( ) to convert a numeric database field to a string database field.

• You are able to push down some record selection formulas that use constant expressions.

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6.5.2.2 PC Databases

• You can only push down record selection on indexed fields.

• You can only push down AND clauses (not OR).

6.5.2.3 SQL Databases

• You can push down record selection on indexed or non-indexed fields.

• Your SQL server will respond faster if you use indexed fields.

• You can push down AND and OR clauses.

• Record selection formulas containing some types of embedded formulas can be pushed down.

• You should incorporate SQL Expression fields to push down formula calculations necessary for the

record selection.

• On the Database menu, click Show SQL Query to view the SQL that will be sent to the database

server.

6.5.3 Strategies for writing efficient record selection formulas

Note:

This section assumes that you are familiar with the Select Expert and that you are reporting off of a

SQL database.

Consider the following points when creating a record selection formula:

Consideration 1

Any record selection formula that you generate completely with the Select Expert, without writing pieces

of the formula yourself, can be pushed down.

This case actually follows from the points below. However, you can write more types of record selection

formulas using the tips below than is possible with the Select Expert. To do this, you need to edit the

record selection formula directly with the Formula Workshop or from within the text area that appears

when you click Show Formula in the Select Expert.

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To open the Formula Workshop to modify record selection, click the Report menu, point to Selection

Formulas, and then select Record from the submenu.

Consideration 2

To open the Formula Workshop to modify record selection, click the Report menu, point to Selection

Formulas, and then select Record from the submenu.

Any selection formula that is of the form: DataBaseField SupportedOperator ConstantOrPa

rameterExpression can be pushed down.

Of course DataBaseField is just a database field. SupportedOperator is any of =, <>, <, <=, >,

>=, StartsWith, Like or In.

ConstantOrParameterExpression is any expression that involves constant values, operators,

functions, and parameter fields. It cannot involve variables, control structures, or fields other than

parameter fields. By their very definition, constant and parameter expressions can be evaluated without

accessing the database.

Note:

A constant or parameter expression can evaluate to a simple value, a range value, an array value, or

an array of range values. Here are some examples of such expressions:

{?number parameter} - 3

Year ({?run date})

CurrentDate + 5

DateDiff ("q", CurrentDate, CDate("Jan 1, 1996"))

Month (Maximum ({?date range parameter}) + 15)

["Canada", "Mexico", "USA", {?enter a country}]

1000 To 5000

[5000 To 10000, 20000 To 30000, 50000 To 60000]

A complete example:

{Orders.Order Date} >= CurrentDate - 3

The program can also push down an expression that just contains a Boolean field (without the operator

and constant parts).

{Orders.Shipped}

Not {Orders.Shipped}

Consideration 3

IsNull (DataBaseField) can be pushed down.

Consideration 4

SqlExpression SupportedOperator ConstantOrParameterExpression can be pushed

down.

For example, the selection formula {@ExtendedPrice} > 1000 cannot be pushed down if {@Ex

tendedPrice} = (Quantity * Price). However, if the formula @ExtendedPrice is replaced

with the equivalent SQL Expression, then your record selection formula will be pushed down.

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Consideration 5

When using multiple expressions that follow the above considerations, separate them with AND and

OR operators—you can also use NOT. You can have several of each, and you can use parentheses

to give priority. For example:

{Orders.Order ID} < Minimum({?number range}) Or

{Orders.Order Amount} >= 1000

(IsNull({Customer.Region}) Or

{Customer.Region} = "BC") And

{Customer.Last Year's Sales} > 2000

Related Topics

• Troubleshooting record selection formulas

6.5.3.1 To add a parameter field to your record selection formula

Open the sample report Group By Intervals.rpt.

Take a moment to navigate the Group tree and see how the data is organized; notice also, in the

bottom right of the Crystal Reports window, that 269 records were returned for this report.

Note:

You'll see this number only if you have the Status Bar option selected on the View menu.

Now click the Design tab.

On the View menu, click Field Explorer.

In the Field Explorer, right-click Parameter Fields and select New from the shortcut menu.

The Create New Parameter dialog box appears.

For the Name of the parameter, type SalesQuota.

Click the Type list and select Number.

In the Options area, go to the Prompt Text option and type What was last year's sales quota?

In the Options area, make sure that the Allow discrete values option is True, and then click OK.

Note:

You've now created the parameter field. The rest of these procedures describe how to add the

parameter field to the record selection formula with the Select Expert.

On the Report menu, click Select Expert.

The Choose Field dialog box appears.

Select the Customer.Last Year's Sales field, and then click OK.

The Select Expert appears.

10.

On the Customer.Last Year's Sales tab, click the drop-down list and select is greater than.

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A new drop-down list appears.

11.

Click this second list and select {?SalesQuota}.

Tip:

Click the Show Formula button to view the new record selection formula, which appears as:

{Customer.Last Year's Sales} > {?SalesQuota}. Instead of using the Select Expert, you could have

created this formula yourself in the Record Selection Formula Editor. (To see the editor, open the

Formula Workshop and select Record Selection from the Selection Formulas folder.)

12.

Click OK in the Select Expert.

You've now added your parameter field to the record selection formula. When you switch to Preview

mode, or click the Refresh button, you will be prompted for new parameter values. You can then enter

a numeric value representing last year's sales quota. The resulting report will display only those

customers whose Last Year's Sales exceeds the numeric value you specify.

For instance, if you respond to the parameter by entering 40000, then the report will display only those

customers whose sales exceeded $40,000 last year. Notice also, in the bottom right of the Crystal

Reports window, that only 58 records are returned for your report, instead of the 270 records that were

returned before you put the parameter field into a record selection formula.

By enhancing this report, you've retrieved all the information you needed and, at the same time, you've

ensured that the fewest number of records is transferred from the database server.

Related Topics

• Advanced parameter features

• Parameter and prompt overview

• Record Selection

6.5.4 Incorporating parameter fields into record selection formulas

Instead of displaying all of a report's data every time the report is opened, you can create parameter

fields that prompt users to specify the data they want to see. To decrease the amount of data transferred

from the database server, incorporate these parameter fields right into your record selection formula.

In general, parameter fields provide interactivity for users, who respond to the parameter prompts in

order to specify the data they want to see. However, by incorporating your parameter fields right into

your record selection formula, you not only provide interactivity, but you also decrease data transfer

and increase performance.

You can add a parameter field to your record selection formula by using the Select Expert or the Record

Selection Formula Workshop. When using the Record Selection Formula Workshop, you treat the

parameter field as you would any other field.

In the following example, you will create a parameter field and then add it to the record selection formula

with the Select Expert.

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6.5.5 Using SQL expressions where appropriate

SQL expressions are like formulas, but they are written in Structured Query Language (SQL). They are

useful in optimizing report performance because the tasks they execute are normally performed on the

database server (as opposed to a regular formula, which is sometimes executed on the local machine).

Don't use SQL expressions exclusively, because Crystal Reports includes its own formula language,

which is much more powerful than standard SQL. Both Crystal Syntax and Basic Syntax allow you to

enhance and hone your formulas in ways that are either difficult or impossible with SQL. In certain

circumstances, however, creating and using SQL Expression fields can speed up the processing of

your reports.

6.5.5.1 Key uses of SQL Expression fields

To maintain optimum report processing speeds, avoid using formulas (whether Crystal or Basic syntax)

within record selection formulas. Instead, replace the original formula with an equivalent SQL Expression

field, and then incorporate the SQL Expression field into your record selection formula. Doing so will

greatly improve the chances of your record selection being pushed down to the server.

In addition, avoid sorting, grouping, or totaling on a formula field (whether Crystal or Basic syntax).

Instead, replace the original formula field with an equivalent SQL Expression field, and then sort, group,

or total on the SQL Expression Field. Again, this will greatly improve the chances of the processing

being done on the server.

Finally, if your database supports Case Logic, and your report needs to summarize an If-Then-Else

formula calculation, replace the formula with an SQL Expression field. In such cases, SQL Expression

fields enable Crystal Reports to perform the report's grouping on the server. For more information, see

Using SQL Expressions for Case Logic.

Related Topics

• The SQL language

• SQL Expression fields

• Using enhanced record selection formulas

6.6 Improving grouping, sorting, and totaling

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6.6.1 Performing grouping on server

If you're reporting in real-time off live data over the Web, reduce the amount of data transferred from

the database server by using the Perform Grouping on Server option. With this option, much data

processing is off-loaded to the database server and only a subset of data is read initially. Detail data is

returned from the database only when you drill down in a report.

Note:

Server-side processing works only for sorted and grouped reports that are based on SQL data sources.

6.6.1.1 To enable server-side processing

On the File menu, click Report Options.

Select Perform Grouping on Server on the Report Options dialog box.

This check box is inactive if Use Indexes or Server for Speed is not selected.

Tip:

When Use Indexes or Server for Speed is selected, you can quickly enable Perform Grouping On

Server from the Database menu.

Click OK.

6.6.2 Benefits of grouping on server—an example

The following example describes a typical reporting scenario wherein grouping on server can significantly

reduce the amount of unnecessary data transferred from the database server.

6.6.2.1 To decrease data transfer by grouping on server

Open the sample report Group.rpt.

Look in the bottom right corner of the Crystal Reports window and notice that 269 records are

returned for this report.

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Note:

You'll see this number only if you have the Status Bar option selected on the View menu.

On the Report menu, click Section Expert to access the Section Expert.

In the Sections list, select Details.

On the Common tab, select Hide (Drill-Down OK). This hides the report's Details section, so that

only group header displays in the report. (In this case, the report is grouped by Country.)

Click OK in the Section Expert. The Details records will disappear from the report.

Press F5 to refresh the report data (or click the Refresh button on the toolbar).

Notice that 269 records are still returned for the report, even though the Detail records are hidden

from view.

On the Database menu, click Perform Grouping on Server.

Now notice that only 71 records are returned for the report. The grouping (by Country) has been

performed on the database server, and fewer records have been transferred to the report.

Drill down on a country by double-clicking the report.

Tip:

When drill down is available, your cursor turns into a magnifying glass.

Crystal Reports retrieves the appropriate Detail records as you need them.

For instance, if you drill down on Australia, Crystal Reports quickly retrieves the seven records that

make up the group.

By hiding the Details section of this report, you've created a summary report that's easy for users to

navigate. Each user can first locate the Country with which he or she is concerned, and can then drill

down to retrieve valuable details.

Moreover, by enabling the Perform Grouping on Server option, you've ensured that the initial processing

is completed on the database server. Consequently, only the necessary records are transferred to the

report.

For more information on server-side processing, see Server-side processing.

6.6.3 Using SQL Expressions for groups, sorts, and totals

For reports using Perform Grouping on Server, avoid sorting, grouping, or totaling on a formula field

(whether Crystal or Basic syntax). Instead, replace the original formula field with an equivalent SQL

Expression Field, and then sort, group, or total on the SQL Expression field. This will greatly improve

the chances of the processing being done on the server.

For details on when else to use SQL Expressions, see Using SQL expressions where appropriate.

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6.6.4 Using SQL Expressions for Case Logic

If your database supports Case Logic, and your report needs to summarize an If-Then-Else formula

calculation, replace the formula with an SQL Expression field. In such cases, SQL Expression fields

enable Crystal Reports to perform the report's grouping on the server.

For instance, suppose that you're reporting off of an MS SQL Server 7 database, which supports Case

Logic. You need to include an If-Then-Else calculation in your report, and you need to summarize that

calculation for each group in the report. By performing the calculation with an SQL Expression field of

the following form, you use your database's ability to process Case Logic:

CASE DatabaseTable. "DatabaseField "

WHEN 'SpecifiedValue' THEN Calculation1

ELSE Calculation2

END

If a record's DatabaseField value is equal to SpecifiedValue, then Calculation1 is performed;

for all other records, Calculation2 is performed. By incorporating the SQL Expression field, you take

advantage of your database server's ability to process Case Logic. Your report's grouping consequently

takes place on the server, even when you summarize the SQL Expression field elsewhere in the report.

Note:

The SQL syntax in this example is specific to MS SQL Server 7. You may need to refer to your database

documentation or consult with your Administrator in order to determine the syntax appropriate to your

database.

6.6.5 Inserting summary and running total fields where possible

Where possible, avoid creating formulas with global variables to calculate summaries or running totals.

Instead, create summaries by clicking the Insert menu and then selecting the appropriate command

(Subtotal, Grand Total, or Summary). Create running total fields by opening the Field Explorer,

right-clicking Running Total Fields, and then selecting New from the shortcut menu.

For general details on summarizing data, see Sorting, Grouping, and Totaling and Running Totals.

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Record Selection

7.1 Selecting records

When a field is selected to appear on a report, field values from every record in the active table(s) are

printed by default. In many cases, you may not want to include all the values, but only a subset of those

values. For example, you may want to include:

• Records only for a specific group of customers.

• Records for a specific range of account numbers out of the total number of records in the database.

• Values from only those records that fall within a particular date range.

7.1.1 Options for selecting records

Crystal Reports includes a very sophisticated formula language that you can use to specify virtually

any type of record selection. However, you may not always need the flexibility in record selection that

the formula language provides. The Select Expert is designed for such instances.

You can select records in one of two ways:

• Using the Select Expert

• Using formulas

Once you are familiar with the Select Expert and formulas, you can use your record selection techniques

to improve the performance of your reports.

For additional performance tips and advanced record selection strategies, see Using enhanced record

selection formulas .

7.1.2 Determining which field(s) to use

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When you select records, you are basing your report only on those records that meet some conditions

that you have set. You base those conditions on the kind of information you want in the finished report.

Assume, for example, that you want a report that only shows data from California. The challenge is to

find the best way to identify those records that come from California.

• If the table used in a report has a State or Region field, you can specify in your request that the

program use only those records in which the value in the state field is equal to California (Region is

equal to CA).

• If the table does not have a State field and you still want to report only on California data, there may

be another way to identify that data.

• If the table has a Postal Code field, you could base your record selection on the range of ZIP

codes that apply to California (Postal Code is between n and N).

• If the table has an Area Code field, you could base your record selection on California Area

Codes (Area Code is one of x, y,....z).

Note:

• If the Area Code is stored in the telephone number field, you will not be able to do this same record

selection using the Select Expert based on the Area Code. You will have to create a record selection

formula using the formula language to extract the Area Code part of the phone number and then do

record selection based on that.

• As a general rule, if you can base your record selection on a number of fields (as in this example),

you should select an indexed field instead of a field that is not indexed for better performance.

7.1.3 Using the Select Expert

The Select Expert makes it easy to specify the records you want included in your report. When you

work with the Select Expert, you select the field to which you want to apply selection conditions and

then you specify those conditions.

The Select Expert can be used to set up simple record selection requests. For example:

• Customers from Arizona.

• Orders in the first quarter.

• Sales over $10,000.

The Select Expert can also be used to set up some sophisticated requests:

• Customers whose names start with "A", "M", or "S."

• Customers from California or Florida who ordered in July.

These are all range limit requests. One or more constants define the range. The program compares

the field value in each record to the constant(s) and rejects records with values outside the range. The

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report is limited to values within the range. You can set up all of these types of record selection requests

without any previous knowledge of the formula language.

Note:

The Select Expert can be used to set up both record selection and group selection requests. When a

group name or summary field is selected, the program knows that the selection criteria set up is intended

for group selection. In all other cases, the program knows that you are setting up record selection.

7.1.3.1 To set up record selection using the Select Expert

On the Expert Tools toolbar, click Select Expert.

The Select Expert dialog box appears.

Note:

If you click the Select Expert button without first highlighting a field in your report, the Choose Field

dialog box appears. Highlight the field on which you want to base record selection and click OK.

The Select Expert appears.

Use the drop-down lists to enter your selection criteria for the indicated field.

Click OK when finished.

Tip:

To base record selection on more than one field, click the New tab. Select the next field from the

Choose Field dialog box.

A selection formula is generated based on your specifications, limiting the report to the records you

indicated.

Note:

To view the selection formula, click the Show Formula button. The Select Expert expands to show

the formula. You can modify the formula in the area that appears, or you can click the Formula Editor

button to modify it in the Formula Editor.

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7.1.4 Using formulas

7.1.4.1 To set up record selection using a formula

On the Report menu, point to Selection Formulas and click Record.

In the Record Selection Formula Editor, enter the formula by typing in the components or selecting

them from the component trees.

Note:

The resulting formula must be Boolean; that is, it must return either a True or False value.

Click Check to identify any errors in the formula.

Fix any syntax errors the Formula Checker identifies.

When the formula has the correct syntax, click Save.

7.1.4.2 Further information about formulas

• For sample record and group selection templates, see Using formula templates.

• For complete instructions on creating formulas, see Using Formulas.

• For advanced record selection strategies and performance tips, see Using enhanced record selection

formulas .

7.1.5 Interaction of the Select Expert and the Formula Editor

The Select Expert and the Record/Group Selection Formula Editor are interactive. That is, record

selection criteria you enter via the Select Expert automatically generates a record selection formula

which can be reviewed and modified. Likewise, record selection formulas and modifications to existing

record selection formulas automatically update the selection criteria in the Select Expert.

Because of this interactivity, you can use the two tools together as a tutorial for learning the formula

language.

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7.1.5.1 To view the Select Expert formula

Right-click the field on which you want to view record selection.

Click Select Expert.

Click the Show Formula button.

The Select Expert expands so you can review the formula the program generated based on your

selection criteria.

Click the Hide Formula button when you are done with your review.

Use the Select Expert to change your selection formula.

Review the updated formula by clicking the Show Formula button again.

To make changes to the formula, click the Formula Editor button in the expanded Select Expert

and use the tools in the Formula Workshop to make your formula changes.

Note:

Selection formula components that do not fit any of the fixed criteria in the Select Expert will not be

translated. For example, if part of your record selection formula extracts the last four characters in a

customer number, the section of the formula code that performs that extraction will not be converted

to Select Expert selection criteria.

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7.1.6 Saved data selection formulas

Saved data selection formulas filter report data after the records have been stored in the report. Like

record selection formulas, they can be created using both the Select Expert and formulas.

Unlike record selection formulas, any change to a saved data selection formula does not cause a refresh

to the database. Instead, the report's saved data is used for all subsequent filtering. Saved data selection

formulas are used with parameters to create interactive report filters that you can customize.

Optional parameters

You can combine saved data selection formulas and optional parameters. For more information on

optional parameters, see Optional parameters.

7.2 Using formula templates

7.2.1 Record selection formula templates

The following sample formulas can be used as templates to help you create your own selection formulas

using the Formula Workshop. These examples illustrate different selections that you could do, not

necessarily the best selections.

7.2.1.1 Selecting records using character strings

{file.FIELD} startswith "C"

Selects those records in which the value in the {file.FIELD} field begins with the character "C" (includes

values like CyclePath, Corp. and Cyclist's Trail Co.; excludes values like Bob's Bikes Ltd. and Feel

Great Bikes, Inc.).

not ({file.FIELD} startswith "C")

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Selects those records in which the value in the {file.FIELD} field does not begin with the character "C"

(includes values like Bob's Bikes Ltd. and Feel Great Bikes, Inc.; excludes values like CyclePath, Corp.

and Cyclist's Trail Co.).

"999" in {file.FIELD}[3 to 5]

Selects those records in which the 3rd through 5th digits of the {file.FIELD} field is equal to "999"

(includes values like 10999, 70999, and 00999; excludes values like 99901 and 19990).

"Cycle" in {file.FIELD}

Selects those records in which the value in the {file.FIELD} field contains the string "Cycle" (includes

values such as CyclePath Corp. and CycleSporin, Inc.; excludes values like Cyclist's Trail Co. and Feel

Great Bikes, Inc.).

7.2.1.2 Selecting records using numbers

Single values

{file.FIELD} > 99999

Selects those records in which the value in the {file.FIELD} field is greater than 99999.

{file.FIELD} < 99999

Selects those records in which the value in the {file.FIELD} field is less than 99999.

Range of values

{file.FIELD} > 11111 and {file.FIELD} < 99999

Selects those records in which the value in the {file.FIELD} field is greater than 11111 but less than

99999 (neither 11111 or 99999 is included in the range of values).

{file.FIELD} >= 11111 and {file.FIELD} <= 99999

Selects those records in which the value in the {file.FIELD} field is greater than 11111 but less than

99999 (both 11111 and 99999 are included in the range of values).

7.2.1.3 Selecting records using dates

The Month, Day, and Year functions can all be used in examples like the following:

Year ({file.DATE}) < 1999

Selects those records in which the year found in the {file.DATE} field is earlier than 1999.

Year ({file.DATE}) > 1992 and Year ({file.DATE}) < 1996

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Selects those records in which the year found in the {file.DATE} field falls between 1992 and 1996

(1992 and 1996 not included).

Year({file.DATE}) >= 1992 and Year({file.DATE}) <= 1996

Selects those records in which the year found in the {file.DATE} field falls between 1992 and 1996

(1992 and 1996 are included).

Month({file.DATE}) in 1 to 4

Selects those records in which the month found in the {file.DATE} field is one of the first four months

of the year (includes January, February, March, and April).

Month({file.DATE}) in [1,4]

Selects those records in which the month found in the {file.DATE} field is the first or fourth month of the

year (includes January and April, excludes February and March).

7.2.1.4 Selecting records using preset date ranges

The preset date ranges can be used to create selection formulas similar to these:

{file.DATE} in LastFullMonth

Selects those records in which the date found in the {file.DATE} field falls within the last full month. (If

the month is May, this selects all records with an April date.)

not({file.DATE} in LastFullMonth)

Selects all records except those in which the date found in the {file.DATE} field falls within the last full

month (if the month is May, this selects all records except those with an April date).

7.2.1.5 Selecting records using date/number/character combinations

These formulas simply "mix and match" formulas from the categories above.

"C" in {file.FIELD}[1] and Month({file.DATE}) in [1,4]

Selects those records in which the value in the {file.FIELD} field begins with "C" and the month is either

January or April. For example, if this kind of formula was used with an order database, you could be

asking for a report showing all customers whose names begin with "C" and who placed orders in January

or in April.

"AOK" in {file.HISTORY}[3 to 5] and {file.OPENCRED} >= 5000

Selects those records in which the {file.HISTORY} field shows the characters "AOK" as the 3, 4, and 5

characters and the {file.OPENCRED} field (the amount of available credit) is at least 5000.

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These templates can be used as they are (with your own data), or they can be combined to create

complex formulas.

7.3 Pushing down record selection to the database server

The drivers provided with Crystal Reports for SQL data sources allow "pushing down" record selection

to the database server. When you specify a record selection formula in a report based on an SQL data

source, Crystal Reports analyzes it, generates a SQL query from it and passes the SQL query to the

database server. Record selection is then carried out in two stages:

• The first stage of record selection takes place when the database server processes the SQL query

and returns a set of records to Crystal Reports.

• In the second stage, Crystal Reports further evaluates locally the record selection formula for the

set of records returned from the database server.

Since database servers are usually faster machines than workstations, it is to your advantage to specify

record selection formulas that can be processed by the server in the first stage. Doing so minimizes

record selection on the local machine in the second stage. This process is commonly known as "pushing

record selection down to the database server." The following kinds of record selections can be pushed

down to the server:

• Selections with indexed and non-indexed fields (indexed fields provide faster response).

• SQL queries with AND and OR clauses.

• SQL expression fields that carry out formula calculations for record selection. (For the types of SQL

expressions supported by your SQL server, consult the documentation provided with the server.)

• For complete details on pushing your record selection formulas down to the database server, see

Using enhanced record selection formulas .

7.4 Troubleshooting record selection formulas

To troubleshoot your selection formula, you should first begin by making sure that all of the fields

referenced in the selection formula are placed on your report. Then delete the selection formula and

test it as you rebuild it, step by step.

7.4.1 To troubleshoot record selection formulas

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Write down the record selection formula on paper. You will use this written copy to help you

reconstruct the selection formula one step at a time.

Remove the record selection formula from your report by deleting the formula from the Record/Group

Selection Formula Editor in the Formula Workshop.

Click Close when finished in the Formula Workshop.

Make certain that all fields referenced in the record selection formula (the selectors) are on the report

physically and are not hidden.

For example, if one of the selectors is:

{customer.POSTAL CODE} > "80000"

but the {customer.POSTAL CODE} field is not used on your report (as in the case of a sales report

that uses the postal code to define territories but does not include the postal code in the report data),

then insert the {customer.POSTAL CODE} field into the report.

Or, if one of the fields referenced in the selection formula is on the report but is hidden, unhide it by

deselecting the Suppress option in the Format Editor for that field.

Print the report and verify that the data in those fields which are referenced in the selection formula

print satisfactorily. Make certain that all the data prints. For example, if there are x total records in

the database you should have x records printing for each of the referenced fields. This establishes

a baseline against which you can compare the results of printing with the selection formula.

When you are sure that you are getting satisfactory results without using the selection formula, you

can enter the selection formula using only one of the selectors.

For example, to use this as the final selection formula:

{customer.POSTAL CODE} > "80000" and {customer.CONTACT LAST NAME}[1] = "C" and {customer.LAST YEAR'S

SALES} >= 5000

this formula will select all of those records that show a Postal code greater than 80000, a value in

the {customer.CONTACT LAST NAME} field beginning with "C", and a value in the {customer.LAST

YEAR'S SALES} field greater than or equal to 5000.

You might start with this as the first test selection formula:

{customer.POSTAL CODE} > "80000"

Print the report and evaluate the data that prints when you have only one selector activated. Does

the {customer.POSTAL CODE} field show only ZIP codes greater than 80000?

• If it does, then you know that this part of the selection formula is working.

• If it does not, then troubleshoot this part of the selection formula.

Once the selection formula with one selector activated is working properly, add a second selector.

For example, the new selection formula might look like this:

{customer.POSTAL CODE} > "80000" and {customer.CONTACT LAST NAME}[1] = "C"

Preview the report and evaluate the data that prints when you have two selectors activated. Evaluate

the data in the {customer.CONTACT LAST NAME} field (since you already evaluated

{customer.POSTAL CODE} in the last step).

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Does the {customer.CONTACT LAST NAME} field show only text strings beginning with the letter

"C"?

• If it does, then this part of the selection formula is working.

• If it does not, then troubleshoot this part of the selection formula.

Once the selection formula with two selectors activated is working properly, add a third selector,

then a fourth, and so on, until you have tested each selector in the selection formula.

7.4.2 Correcting selections that do not generate data

You may encounter a situation in which you create a record selection formula and, while header and

footer information prints on your report, no detail information appears. The problem is the selection

formula is rejecting all records. This usually occurs because of an error in the creation of the selection

formula.

7.4.2.1 Correcting uppercase/lowercase inconsistency

Record selection formulas are case sensitive. That is, "Bob" matches only with "Bob". It does not match

with "bob", "BOB", "BoB", "bOB", "boB", or "BOb". Thus, if your selection formula is set to include only

those records with "BOB" in the {customer.CONTACT FIRST NAME} field, but all the entries in the

{customer.CONTACT FIRST NAME} field are mixed case ("Bob", for example), the selection formula

will find no matches and thus will not print any details for the report.

You can solve this problem by using the UpperCase (str) or LowerCase (str) functions in your selection

formula to convert field data to a consistent case before the program begins its selection. For example,

if you were using this formula:

{customer.CONTACT FIRST NAME} = "BOB"

you can change the formula to this:

UpperCase({customer.CONTACT FIRST NAME}) = "BOB"

This second formula first converts the value of the {customer.CONTACT FIRST NAME} field to upper

case characters and then checks to see if the resulting value in that field is equal to "BOB". Using this

formula, any instance of the three letters "b," "o," and "b" will be a match, regardless of case, because

the case will be converted to uppercase.

You could use the LowerCase function in a similar manner to match with "bob."

Check your selection formula closely and make sure you have the correct case for any text you are

trying to match. If in doubt, use the UpperCase (or LowerCase) function to assure consistency and

proper matching.

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Another formula which performs much the same functions is the following:

"BOB" in UpperCase({customer.CONTACT FIRST NAME})

7.4.2.2 Unwanted spaces appear in selection formula

Spaces are characters, and when you include spaces in the search key of a record selection formula,

the formula looks for records with the exact match in the selected field, spaces and all. For example,

the following formula:

"Mr . " in {customer.TITLE}

will not find any matches with the form of address "Mr." because there is an extra space in the search

key between the letter "r" and the period. Likewise, "Ph. D" will not match "Ph.D".

Check your selection formula closely, and make sure that the spaces in the selection formula match

the spaces in the fields you are trying to match.

7.4.2.3 Using If statements in selection formulas

When creating record selection formulas that include If statements, always include the Else keyword;

otherwise, no records or unexpected records may be returned. For example, a record selection such

as If {parameter field} = "less than 100" then {field} < 100 evaluates as False

and returns no records. To correct this problem, complete the formula with Else True.

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Sorting, Grouping, and Totaling

8.1 Sorting data

Sorting means placing data in some kind of order to help you find and evaluate it.

When you first insert a database field into your report, the data within the fields appears in the order in

which it was originally entered into the database. Locating information in this kind of report is difficult.

It is much easier to review or find information when you can see it sorted in a logical format. For example,

you may want to have a customer list sorted alphabetically by name or by country.

8.1.1 Understanding sort options

When you sort, the program asks you to define two things:

• The field you want the sort to be based on (sort field).

• The sort direction.

8.1.1.1 Sorting data

Sorting means placing data in some kind of order to help you find and evaluate it.

When you first insert a database field into your report, the data within the fields appears in the order in

which it was originally entered into the database. Locating information in this kind of report is difficult.

It is much easier to review or find information when you can see it sorted in a logical format. For example,

you may want to have a customer list sorted alphabetically by name or by country.

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8.1.1.2 Sort field

A sort field is the field that determines the order in which data appears on your report. Almost any field

can be used as a sort field, including formula fields. A field's data type determines the method in which

the data from that field is sorted.

Note:

You cannot sort on memo or BLOB fields.

Sort OrderField Type

blanks

punctuation

numbers

uppercase letter

lowercase letters

Single-character string fields

two letters

three letters

four letters, and so on

For example:

• "123" comes before "124"

• " " (blank) comes before "a"

• "aa" comes before "aaa"

Multiple character string field

numeric orderCurrency fields

numeric orderNumber fields

chronological orderDate fields

chronological order

same-date values sorted by time

DateTime fields

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Sort OrderField Type

chronological orderTime fields

False values (0)

True values (1)

Boolean comparison fields

null values

non-null values

Null values

Note:

If sorting and grouping are performed on the database server, sort order may vary when Unicode or

UTF-8 data is used. The order applied depends on the rules in place for your data source. In certain

cases, Unicode data is sorted by its binary value, but it can also be sorted according to a particular

locale setting. Refer to the documentation for your data source for details on how Unicode data fields

are sorted.

8.1.1.3 Sort Direction

Direction refers to the order in which the values are displayed, once sorted.

• Ascending

Ascending order means smallest to largest (1 to 9, A to Z, False to True). The program sorts the

records in ascending order based on the values in the sort field you select.

• Descending

Descending order means largest to smallest (9 to 1, Z to A, True to False). The program sorts the

records in descending order based on the values in the sort field you select.

8.1.2 Sorting single and multiple fields

In single field sorting, all the records used in the report are sorted based on the values in a single field.

Sorting an inventory report by stock number or sorting a customer list by customer number are examples

of single field sorts.

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In multiple field sorts, the Report Designer first sorts the records based on the values in the first field

selected, putting them in ascending or descending order as specified. When two or more records have

the same field value in the first sort field, the program then sorts those records based on the value in

the second sort field.

For example, if you choose to sort first by the {customer.COUNTRY} field and then by the

{customer.REGION} field, both in ascending order, the report would appear with countries listed in

alphabetic order, and regions within each country listed in alphabetic order. Any other fields, such as

the postal codes within each region, would remain unsorted.

You create single or multiple field sorts using the same procedure.

8.1.2.1 To sort your data

On the Report menu, click Record Sort Expert.

The Record Sort Expert appears.

Highlight the field to be sorted from the Available Fields area.

Click the > arrow.

The selected field is added to the Sort Fields list.

Specify the sort direction.

If sorting by more than one field, highlight the second field you want the data to be sorted by and

add it to the Sort Fields list.

If you want to change the order of fields in the Sort Fields list, highlight the field you want to move

and click the arrow buttons to move it up or down.

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Tip:

The order of the fields listed in the Sort fields box is the order by which data will be sorted.

As you add each field to the Sort Fields list, specify the sort direction.

Click OK when finished.

Records are sorted based on the values in the Sort Fields list.

8.1.3 Sort controls

You may want to design your report so that users can modify a sort field or sort direction without

refreshing information from the database. You can do this using a "Sort Control".

A "Sort Control" is particularly useful for several reasons:

• It allows users to sort report data for further analysis without leaving the canvas of the report.

• It eliminates processing demand on the database.

• It reduces the time users spend waiting for data to be sorted.

• It allows users to sort fields in the report even if they do not have a connection or rights to access

the database at the time of viewing.

When planning to include a "Sort Control" in your report, it is important to consider the following points:

• Sort controls apply across an entire record set; you cannot sort only one group.

• Sort controls cannot be used in sub-reports.

• Sort controls cannot be created within a cross-tab or an OLAP grid.

• The use of sort controls causes any open drill-down tabs to close (a warning prompt alerts users).

8.1.3.1 To create a Sort Control

Once the data is grouped, on the Report menu, click Record Sort Expert.

The "Record Sort Expert" appears.

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Note:

Sort fields that begin with "Group" specify that the sort was done automatically when the data was

grouped.

Highlight the fields that you want to sort by and click the > arrow to add them to the Sort Fields list.

The order of the fields in the Sort Fields list is the initial order by which data is sorted.

Note:

To enable a Sort Control on a field, that field must be included in the Sort Fields list.

Click OK when finished.

Create your Sort Control:

• If you want to use an existing text object:

On your report, right-click the text object that you would like to use as a Sort Control.

Click Bind Sort Control.

The Sort Control dialog box appears.

Select a sort field and click OK.

• If you want to add a new text object:

On the Insert menu, click Sort Control.

Select a sort field and click OK.

Click and drag your cursor to the report location where you would like to insert the Sort

Control.

Enter a name for the new Sort Control, and click outside the text object to complete the

process.

Repeat Step 4 for any other sort controls you want to create.

Users can sort the fields you have selected by clicking the sort arrows that appear beside the text object.

The report promotes the selected field temporarily to the top of the sort order. When a second "Sort

Control" is used, the first is returned to its original position in the sort order and the second is promoted

to the top sort.

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Note:

Grouping hierarchy is not affected by "Sort Control".

8.1.3.2 To remove a sort control

Right-click the text object that contains the existing Sort Control.

Click Bind Sort Control.

The "Sort Control" dialog box appears.

Click < Not Interactive >.

Click OK to return to your report.

The "Sort Control" is removed from the report.

8.2 Grouping data

Grouped data is data that is sorted and broken up into meaningful groups. In a customer list, for example,

a group might consist of all those customers living in the same Zip Code, or in the same Region. In a

sales report, a group might consist of all the orders placed by the same customer, or all of the orders

generated by a particular sales representative.

8.2.1 Grouping data

Grouped data is data that is sorted and broken up into meaningful groups. In a customer list, for example,

a group might consist of all those customers living in the same Zip Code, or in the same Region. In a

sales report, a group might consist of all the orders placed by the same customer, or all of the orders

generated by a particular sales representative.

8.2.1.1 To group data

On the Insert menu, click Group.

The Insert Group dialog box appears.

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Select the field you want the data grouped by from the top drop-down list.

Select the sort direction from the second drop-down list.

Note:

If you want to use a formula for the sort order of your group, see Sorting groups conditionally.

If you want to show a different value in the group header, click the Options tab.

Note:

By default, the group header of the report will display the value of the field you are grouping on.

Select the Customize Group Name Field check box and choose a new group name.

For example, if you grouped by {Customer.CustomerID}, at each change of a group you will see the

corresponding customer ID. If you want to display a different value (customer ID as well as customer

name), customize the group name field by choosing an alternate data field, or creating a formula.

Tip:

To hide the group header name, right-click the group header, select Format Field, and click Suppress

on the Common tab of the Format Editor.

Click OK.

If your records within each group are unsorted, you need to sort the records within each group. See

Sorting records within groups.

Related Topics

• Grouping data in intervals

• Creating group headers

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8.2.2 Creating custom groups

Usually data is sorted based on the values from a field in the report. Sometimes, however, you may

not want to group data based on the values found in one of the fields on your report. For example:

• The field you want to group on does not exist.

For example, your report may contain a City field and a State field, but no Country field, although

you need to group by country.

• The field exists, but you do not want to group on the values in that field.

For example, you may have a Color field on your report that includes specific color names (Logan

Green, Sky Blue, Emerald Green, Navy Blue, and so on) but you want all shades of each color to

appear as a single group (Greens, Blues, Reds, and so on). In this case you can build custom groups

and manually assign the records you want to be in each group.

• The field exists, but you want to select specific values or ranges of values for each group.

For example, you might want one group to contain records where gross sales are less than a certain

value, a second group where gross sales are greater than a certain value, and a final group where

gross sales fall between two values. In this case, you can build your groups using the same range

of selection facilities that are available to you for building record selection queries.

Specified order grouping provides a solution to these custom sorting and grouping challenges. It enables

you to create both the customized groups that will appear on a report and the records that each group

will contain. The only limitation is that a record can be assigned to only one group.

To follow a tutorial where you create custom groups to rank customers by the amount of business they

did in the previous year, see Grouping data in intervals.

8.2.2.1 To create a custom group

On the Insert menu, click Group.

The Insert Group dialog box appears.

Select the field you want the data grouped by from the top drop-down list.

Select in specified order as your sort option from the second drop-down list.

On the Specified Order tab, enter the name of the group in the Named Group field.

Click New.

In the Define Named Group dialog box, use the drop-down lists to select the data to be part of the

group.

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Click the <New> tab to add more selection criteria to your specified group, if necessary.

Click OK.

Click New to create more custom groups as necessary.

10.

Click the Others tab to specify how you want to organize the data that is not part of the group(s)

you defined.

11.

Click OK.

8.2.3 Sorting groups conditionally

Although it is often sufficient to choose the sort order for a group in your report when you create the

group, there may be times when you want your users to choose their own group sort order.

For example, if you group a sales report by invoice date, you might want your users to choose whether

they see that data from earliest invoice date to most recent invoice date (ascending order) or most

recent invoice date to earliest invoice date (descending order).

To create a conditional group sort order for this report, you might create a new parameter to prompt for

the user's selection, and then pass this selection to a conditional group sorting formula.

8.2.3.1 To sort a group conditionally

Open or create the report that you want to sort conditionally.

In the case of the example mentioned in this section, open or create a report that contains invoice

information.

In the Field Explorer, select Parameter Fields, and click New.

Create a string parameter that contains the sorting options that you want your users to see.

For this example, create a parameter called Sort Order that has two values: Ascending and

Descending.

Tip:

For information about how to create parameters, see Creating a parameter with a static prompt.

Click OK to save your parameter.

On the Insert menu, click Group.

In the Insert Group dialog box, select the field that you want to group on.

For this example, select your invoice date field.

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Select Use a Formula as Group Sort Order, and click the Conditional Formula button next to

it.

Note:

This option is not available if you choose "in specified order" as the sort order for your group.

In the Formula Workshop, enter your conditional formula text.

For this example, enter this text:

If {?Sort Order} = "Ascending" then crAscendingOrder else crDescendingOrder

Click Save and close to return to your report.

10.

Click OK to save your group.

11.

When you are prompted to select a Sort Order, select the option that you want, and click OK.

Your report appears with groups for the field that you selected in the Insert Group dialog box and sorted

in the order that you selected in your parameter prompt. To select a different sort order, click the Refresh

button and choose "Prompt for new parameter values." The groups in your report are resorted to comply

with the new order option that you selected.

8.2.4 Sorting records within groups

Once you have grouped your data, you can easily sort the records within the groups to further organize

the information.

8.2.4.1 To sort records within groups

Once the data is grouped, on the Report menu, click RecordSort Expert.

The Record Sort Expert appears.

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Note:

Sort fields that begin with "Group" specify that the sort was done automatically when the data was

grouped.

Highlight the field you want the records within the groups sorted by and click the > arrow to add it

to the Sort Fields list.

Note:

The order of the fields in the Sort Fields box is the order by which data will be sorted.

Specify the sort direction.

Click OK when finished.

8.2.5 Group selection

When you group or summarize data, all the groups in the report are included by default. There may be

times, however, when you do not want to include all the groups. For example:

• You might want to see only those groups that have certain group names, or whose summarized

values meet a certain condition.

• You might want to see only the groups with the highest summary values, or the lowest.

You can select the groups that appear in the report in two different ways:

• By using the Select Expert.

• By using selection formulas.

Note:

For faster results, limit records through record selection before creating groups. See Selecting records.

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8.2.5.1 Using the Select Expert

The Select Expert can be used to select groups of records in the same way that you select individual

records.

When you are setting up group selection criteria, instead of basing the selection criteria on standard

fields, as you do for record selection, you base the criteria on group name fields or summary fields.

• If you have grouped your data but have not summarized it, you can only set up group selection

based on the group name field. For example, you may want to select only those groups whose

Region is Massachusetts:

GroupName ({Customer.REGION}) = "MA"

• If you have summarized your data, you can set up group selection based on either the group name

field or the summary field. For example:

Sum({Customer.LAST YEAR'S SALES}, {Customer.REGION}) > 10000

Note:

The Select Expert can be used to set up record selection and group selection requests. When a group

name or summary field is selected, the program knows that the selection criteria you set up is intended

for group selection. In all other cases, the program knows that you are setting up record selection.

8.2.5.1.1 To set up group selection using the Select Expert

Right-click the summary field on which you want to base group selection and choose Select

Expert from the shortcut menu.

The Select Expert dialog box appears.

Note:

If you click the Select Expert button without first highlighting a summary field in your report, the

Choose Field dialog box appears.

Use the drop-down list to enter your selection criteria for the indicated field.

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To base the group selection on more than one field, click the New tab and choose the next field

from the Choose Field dialog box.

Note:

If you have not already previewed the report or refreshed the data, there will not be any data

saved with the report. Without the data, the program cannot calculate group values; thus, no values

appear when you click the arrow in the right drop-down list. In this situation, you will have to type in

the values you want. If you want real values to work with, you will need to preview your report first.

This will calculate the actual summary values available for you to work with.

When you are finished, click OK in the Select Expert to return to the report.

8.2.5.2 Using selection formulas

With the Group Selection Formula Editor, you can build your group selection request using group fields,

group name fields, and other formulas. As with record selection formulas, your only restriction is that

the formula you create must be Boolean; that is, it must return either a True or False value.

8.2.5.2.1 To create a record or group selection formula

On the Report menu, point to Selection Formulas.

Click Record to create a record selection formula.

- or -

Click Group to create a group selection formula.

The Formula Workshop appears.

Enter your selection formula in the Group Selection Formula Editor.

Note:

The resulting formula must be Boolean; that is, it must return either a True or False value.

Click Check to identify any errors in the formula.

Fix any syntax errors the Formula Checker identifies.

When the formula has the correct syntax, click Save.

When the program runs the report, it will include only those records or groups of records that you

specified.

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8.2.5.3 Troubleshooting group selection formulas

In some cases, no values will print when using a group selection formula, even though there are values

that match the selection criteria. Typically, in these cases:

• The group selection formula references another formula.

• The referenced formula is one that calculates the value of each group as a percentage of the total

value of all groups (in other words a subtotal as a percentage of a grand total).

8.2.5.3.1 To correct a group selection formula

Use Xtreme.mdb to create a report that includes the following fields:

{customer.CUSTOMER NAME}

{customer.REGION}

{orders.ORDER ID}

{orders.ORDER AMOUNT}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

For each order, the report shows the customer that placed the order, the region in which that customer

is located, the order ID number, and the amount of the order.

Group the report by the {customer.REGION} field.

Insert a summary that subtotals the {orders.ORDER AMOUNT} field for each {customer.REGION}

group.

The program calculates a subtotal in the {orders.ORDER AMOUNT} field every time the region

changes. See Subtotaling data.

Insert a grand total on the {orders.ORDER AMOUNT} field to see the total value of all orders placed.

Create a formula named Percent that calculates each subtotal as a percentage of the grand total to

see the value of the orders for each region group as a percentage of all orders placed.

Sum({orders.ORDER AMOUNT}, {customer.REGION})

% Sum({orders.ORDER AMOUNT})

Place the formula in the Group Footer section of the report.

Reference the formula (@Percent) in a group selection formula that selects only those groups for

which the percentage (of subtotal to grand total) is less than 5% in order to find out which regions

individually contributed less than 5% of total sales:

{@Percent} < 5

When you click Check, you will receive the following error message:

This formula cannot be used because it must be evaluated later.

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Instead of using the formula name (in this case @Percent) in the group selection formula, enter the

formula itself (the formula named @Percent). Thus, instead of using the group selection formula:

{@Percent} < 5

use the group selection formula:

Sum({orders.ORDER AMOUNT}, {customer.REGION})

% Sum({orders.ORDER AMOUNT}) < 5

Now when you print, only the regions that contributed less than 5% will print.

8.2.6 Grouping data in intervals

You may want to group your data into intervals. Age groups, time periods, and sales categories are

some of the interval groupings that can be created. In this example, you will rank customers by the

amount of business they did in the previous year.

This example uses specified order grouping. This kind of grouping lets you specify the records that will

be included in each group. You define the intervals you want and the program will do the rest.

8.2.6.1 To group data in intervals

To get started, create a report using the sample data, Xtreme.mdb. Link the Customer table and

place the following fields from left to right in the Details section:

{customer.CUSTOMER NAME}

{customer.REGION}

{customer.POSTAL CODE}

{customer.COUNTRY}

{customer.LAST YEAR'S SALES}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

On the Insert menu, click Group.

Because you want to set up intervals based on the previous year's sales, select Last Year's Sales

as the sort-and-group-by field from the drop-down list on the Insert Group dialog box.

Select in specified order from the second drop-down list.

The Specified Order tab appears in the Insert Group dialog box.

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Click the New button.

The Define Named Group dialog box appears.

Type "Less than $10,000" in the Group Name field.

This is the name that will appear as the Group Name field value for the group.

Since the first group is to contain only those records that have a Last Year's Sales figure of less

than $10,000, set the fields so your condition reads:

is less than 10000

Click OK to return to the Specified Order Tab.

Click New.

The Define Named Group dialog box reappears.

10.

Set up a second group that contains values between $10,000 and $25,000.

• Type "$10,000 to $25,000" in the Group Name field.

• Set the first field so the condition reads: is between.

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• Specify a range of values:

• Type "10000" in the top field.

• Type "25000" in the bottom field.

11.

Click OK to return to the Specified Order tab.

12.

Click New.

The Define Named Group dialog box reappears.

13.

Set up the final group that contains all values over $25,000.

• Type "Over $25,000" in the Group Name field.

• Set the first field so the condition reads: is greater than.

• Type "25000".

14.

Click OK to return to the Specified Order Tab.

15.

Click OK.

The report is grouped by interval in a specified order.

8.2.7 Grouping by the first letter of a company name

You might want to break your data into groups based on the first letter of the company name. For

example, in a customer list you might want all the "A" customers in a group, then all the "B" customers,

and so forth. To do this requires the use of a formula.

Do not worry if you are unfamiliar with formulas. This text will show you what formula you need here

and how to enter it.

You can learn more about creating and editing formulas in Formulas overview.

You are going to create a formula that will extract the first letter of each customer's name. Then you

will group the data using that formula field as the sort-and-group-by field. The program will sort the data

based on the first letter of each customer name and start a new group whenever that letter changes.

8.2.7.1 To group data by the first letter of a company name

To get started, create a report using the sample data, Xtreme.mdb. Link the Customer table and

place the following fields from left to right in the Details section:

{customer.CUSTOMER NAME}

{customer.REGION}

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{customer.POSTAL CODE}

{customer.COUNTRY}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Select Formula Fields and click New.

In the Formula Name dialog box, enter the name you want to identify the formula, for example "First

Letter," and then click OK.

The Formula Workshop appears with the Formula Editor active.

Type the following formula into the Formula text box:

{Customer.Customer Name}[1]

Click Save and close to return to your report.

On the Insert menu, click Group.

The Insert Group dialog box appears.

Select the formula field as the field you want your data grouped by from the first drop-down list.

Select the sort direction from the second drop-down list.

10.

Click OK.

You return to your report with the data grouped by the formula field as specified. The data is broken

into groups based on the first letter in the customer's name. The formula provides a live header for

every group.

For more information on live headers, see Live headers.

Related Topics

• Formulas overview

• Grouping data

• Grouping data in intervals

• Creating group headers

8.2.8 Grouping data hierarchically

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Characteristics of the data needed for hierarchical grouping

You can group data in a report to show hierarchical relationships. When you group data hierarchically,

Crystal Reports sorts information based on the relationship between two fields. A hierarchical relationship

must be inherent in the data that you use for the report:

• Parent and child fields must be of the same data type for the program to recognize a relationship

between them.

• The data in the parent field must be a subset of the data in the child field.

• For the top level of a hierarchy to appear in a report, the value must appear in the child data, and

the corresponding row in the parent data must be empty.

• There cannot be any circular logic in the data (that is, A cannot be related to B, while B is related to

C, and C is related back to A).

For example, if you want to show the hierarchical relationship of the people who work in a department,

you could group data by employee name (the child field) and specify the hierarchy by using the field

that lists whom the employee reports to (the parent field). Your database tables might look like the

following example.

Supervisor (parent)Employee (child)

ThomasJane

Mina

ThomasGerard

ThomasAlbert

MinaThomas

ThomasBeth

ThomasTeresa

ThomasGareth

ThomasValerie

MinaGillian

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Supervisor (parent)Employee (child)

GillianFrances

GillianRuth

MinaMargaret

MargaretPaul

MargaretCharles

The Employee and Supervisor fields contain overlapping data that implies a hierarchical relationship.

There are 15 unique employee names, with four of these names also appearing as supervisors (Mina,

Thomas, Gillian, and Margaret). Three employees report to Mina, seven employees report to Thomas,

two employees report to Gillian, and two employees report to Margaret.

Note:

Mina has no corresponding Supervisor. This data implies that Mina is a top-level supervisor who does

not report to anyone else in this table.

If you group a Crystal report on the Employee field, you can further sort the data to show the hierarchical

relationship between these employees and their supervisors.

Characteristics of a report that you have grouped hierarchically

In addition to a visual representation of the hierarchy inherent in your data, a Crystal report that you

have grouped hierarchically has several other characteristics:

• When you drill down on a group in the hierarchy, the drill-down view also shows the records that

are lower in the hierarchy.

• The report contains hierarchical group footers that include the records that are lower in the hierarchy

of each group. You can summarize data across the hierarchies.

• Use the conditional-X-position feature to ensure that the indenting you set to show hierarchical

relationships does not affect other fields in same section of your report.

• Hierarchical levels are supported in the formula language through the use of the GroupingLevel and

HierarchyLevel functions.

Note:

You cannot use hierarchical summaries in formulas.

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8.2.8.1 To group data hierarchically

Create or open a report that contains the data you want to group and sort hierarchically.

On the Insert menu, click Group.

In the Insert Group dialog box, select the field that you want to use as the basis of your hierarchy

(the child field).

For example, if you want to see the hierarchical structure of a company's employees, select the

employee field.

Select in ascending order.

By default, the group header of the report displays the value of the field you are grouping on.

If you want to show a different value in the group header, click the Options tab and select the

Customize Group Name Field check box.

For example, if you grouped by the employee field, at each change of a group you will see the

corresponding employee name. If you want to display a different value (employee ID instead of

employee name), customize the group name field by choosing an alternate data field, or by creating

a formula.

Click OK.

The group you created is added to the report.

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On the Report menu, click Hierarchical Grouping Options.

In the Available Groups list of the Hierarchical Options dialog box, select the group you want to

organize hierarchically.

Select the Sort Data Hierarchically check box.

10.

In the Parent ID Field list, select the field by which you want the Instance ID Field organized.

For example, for an employee hierarchical report, you might select the data field listing the supervisor

to whom the employee reports.

Note:

The Instance ID Field and Parent ID Field must be of the same data type. For example, if the Instance

ID Field holds string data, then the Parent ID Field must also hold string data.

11.

In the Group Indent field, enter the amount you want to indent for each subgroup.

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The value that you enter in the Group Indent field affects all other objects that are in the same area

as your hierarchical group. For example, if your report contains a salary field on the same line as

the name of the employee, the salary field is also indented when you use the employee field to

create a hierarchical group. To indent only the hierarchy records and not the other objects, leave

this value as 0 (zero) and use the conditional-X-position feature.

12.

Click OK.

The report data is now grouped hierarchically.

Note:

In this example, the Details section in the report has been hidden to show the hierarchical sorting

more clearly.

The report is now grouped by employee name and further sorted to show the supervisor hierarchy. You

can see that Mina, whose employee data had no supervisor data associate with it, has been sorted at

the top of the list. Under Mina's name is each supervisor who reports to her; and under each of those

supervisors is a list of employees who reports to him or her.

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Note:

The level at which a name appears in the hierarchy of this report is determined by the number of

employees who report to him or her. Those employees with no one reporting to them are at the lowest

level in the hierarchy.

If you want to, you can now calculate summary fields across your new hierarchical grouping. When

inserting a subtotal, grand total, or summary in the usual manner, select the "Summarize across

hierarchy" option. For more information, see Summarizing grouped data and Subtotaling.

8.2.8.2 To indent a hierarchy without affecting other fields

Note:

For this procedure to work, you must ensure that the value in the Group Indent field of the Hierarchical

Group Options dialog box is set to 0 (zero).

Right-click the field that you grouped hierarchically, and select Size and Position.

Click the Conditional Formula button next to the X position value field.

In the Formula Workshop, enter your conditional X position formula text.

For example, enter formula text such as this:

numbervar hLevel := HierarchyLevel (1);

numbervar deltaX := 0;

if (hLevel > 1) then

deltaX := (hLevel - 1) * 0.4;

deltaX := deltaX * 1440;

Note:

• There are several ways that you can create this formula; this code is an example of one way.

• Positions are measured in twips; there are 1440 twips in an inch.

Search the online help for "HierarchyLevel (GroupingLevel)" to learn more about the function used

in this example.

Click Save and close to return to your report.

Click OK to save your position setting.

Crystal Reports moves the values in your hierarchical data to new positions based on their level in the

hierarchy, but leaves other objects that are on the same lines where you originally placed them.

8.2.9 Editing groups

On the Report menu, click Group Expert.

In the Group By list of the Group Expert dialog box, select the group you want to edit.

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Click Options.

In the Change Group Options dialog box, edit the group as necessary.

Click OK to close the Change Group Options dialog box and again to close the Group Expert dialog

box.

The report reflects the changes you have made to the group.

8.3 Summarizing grouped data

One of the primary purposes for breaking data into groups is to run calculations on each group of records

instead of on all the records in the report.

When the program summarizes data, it sorts the data, breaks it into groups, and then summarizes the

values in each group. It does this all automatically.

The program includes a number of summarizing options. Depending on the data type of the field you

plan to summarize, you can:

• Sum the values in each group.

• Count all the values or only those values that are distinct from one another.

• Determine the maximum, minimum, average, or Nth largest value.

• Calculate up to two kinds of standard deviations and variances.

For example:

• Customer list reports: determine the number of customers in each state. The summary would count

the distinct customers in each state group.

• Order reports: determine the average order placed each month. The summary would calculate the

size of the average order for each month group.

• Sales reports: determine the total sales per sales representative. The summary would sum or subtotal

the order amounts for each sales representative group.

Note:

You can also calculate summary fields across hierarchical groupings. To do so, select "Summarize

across hierarchy" in the Insert Summary dialog box.

8.3.1 To summarize grouped data

On the Insert menu, click Summary.

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The Insert Summary dialog box appears.

Select the desired field to summarize from the Choose the field to summarize list.

Select a summary operation from the Calculate this summary list.

Select a location in which to place the summary from the Summary location list.

Tip:

• You can create a new group for your report by clicking the Insert Group button.

• You can add your summary to all group levels, or you can add it only once to the level you select

as your location.

If you want to display your summary value as a percentage of a total, select Show as a percentage

of from the Options area, and then select a total field from the list.

For more information about percentages, see Percentages.

If you want to summarize across a hierarchy, select Summarize across hierarchy.

For more information about hierarchies, see Grouping data hierarchically.

Click OK when finished.

Related Topics

• Subtotaling data

8.3.2 Ordering groups by summarized values

Groups can be organized in either ascending or descending order by summary value. For example, in

an orders report, if you subtotal the order amount by state, you could order the groups:

• From lowest to highest order amount (ascending).

• From highest to lowest order amount (descending).

You order the groups in a report by summary values using the Group Sort Expert command on the

Report menu.

8.3.2.1 To order groups by summary value

Click Group Sort Expert on the Expert Tools toolbar.

The Group Sort Expert dialog box appears with a tab for each of the groups in the report that has a

summary.

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Click the tab for the group you want to sort.

Select the All option from the drop-down list on the left.

Choose the summary that you want to base your selection on from the "based on" drop-down list

on the right.

The "based on" drop-down list on the right is for those cases in which you have multiple summaries

within a single group section. For example, in an orders report, you might sum and average the

orders for each customer and then display both the sum and the average in the same group section.

In such a case, you would select the sum or the average from this drop-down list.

Specify the sort direction.

To select a second group sort, repeat Steps 2-5.

When you run the report, the program will order the groups based on the summary value(s) specified.

8.3.3 Selecting top or bottom N groups or percentages

At times, you might want to show only the top or bottom groups or percentage values in a report: the

fastest selling product lines, the countries that account for the top 25 percent of sales, the states that

generate the most orders, and so on. Because this kind of selection is so popular, the program includes

the Group Sort Expert for setting it up easily.

There is one other element to consider when setting up top N: what to do with all the records from other

groups that do not fit the top N or bottom N criteria you have set. You need to decide whether to eliminate

those records from your report entirely or to lump them all together into a single group. The program

enables you to choose either option.

Note:

• A report must contain a summary value in order to be able to perform a top N or bottom N selection.

See Summarizing grouped data.

• It is recommended that you do not use a group that is sorted hierarchically in a top or bottom N

selection. The integrity of your hierarchical group sort might be affected by the top or bottom N

selection.

8.3.3.1 To select the top or bottom N groups

Note:

This procedure shows you how to select top or bottom N groups. Top or bottom percentages work the

same way except that you define the percentage value instead of the number of groups.

Create a report and summarize the data as desired. When you summarize the data, the program

breaks the data into groups and summarizes each group.

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With top N groups, you are instructing the program to display those groups that have the highest

summary values (Top N).

•

• With bottom N groups, you are instructing the program to display those groups that have the

lowest summary values (Bottom N).

Click the Group Sort Expert button on Expert Tools toolbar.

The Group Sort Expert appears with a tab for your group.

Note:

If you have multiple groups, the program will display a tab for each of the groups.

Choose Top N or Bottom N from the first drop-down list.

Choose the summary that you want to base your selection on from the "based on" drop-down list

on the right.

The "based on" drop-down list on the right is for those cases in which you have multiple summaries

within a single group section. For example, in an orders report, you might sum and average the

orders for each customer and then display both the sum and the average in the same group section.

In such a case, you would select the sum or the average from this drop-down list.

In the Where N is text box, enter the number of groups you want to display. For example:

• To report on the three fastest selling product lines, set N to be equal to three.

• To report on the five least productive sales regions, set N to be equal to five.

Click the Include Others, with the name check box and enter a name if you want to group all the

other records into a single group.

Select Include ties to accommodate groups whose summarized values are equal.

For example, suppose you had the following groups:

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• Order 1 = 100

• Order 2 = 90

• Order 3 = 80

• Order 4 = 80

If you set your top N to be three, but you do not select "Include ties," your report will show Order 1,

Order 2, and Order 3.

If, in the same scenario, you do select "Include ties," your report will show Order 1, Order 2, Order

3, and Order 4 even though N is set as three. In this way, the program accommodates the equal

values of orders 3 and 4.

Click OK when finished.

When the program runs the report, it will include only those groups that you specified.

8.3.4 Selecting top or bottom groups or percentages conditionally

If you want your users to choose their own value for a Top N, a Bottom N, or a top or bottom percentage,

create a parameter to prompt for the value that Crystal Reports can then pass to a conditional selection

formula.

Note:

• For groups, the top or bottom N value must be between 1 and 32,766.

• For percentages, the top or bottom N value must be between 0 and 100.

8.3.4.1 To select a conditional number of groups or percentage value

Open or create the report that you want to use for the conditional value or percentage selection.

Note:

This report must contain a group and summary information as described in Selecting top or bottom

N groups or percentages.

In the Field Explorer, select Parameter Fields, and click New.

Create a number parameter.

Tip:

For information about how to create parameters, see Creating a parameter with a static prompt.

Click OK to save your parameter.

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On the Report menu, click Group Sort Expert.

In the Group Sort Expert, select the type of group sort that you want.

Choose any option except No Sort or All.

Click the Conditional Formula button next to the N or Percentage value field.

In the Formula Workshop, enter the parameter field that you created in step 3.

Click Save and close to return to your report.

10.

Click OK to save your group sort.

11.

When you are prompted to enter a number or percentage, enter the value that you want, and click

OK.

Your report appears with only the number of groups that match the value you entered in your parameter

prompt. To enter a different value, click the Refresh button and choose "Prompt for new parameter

values." The groups in your report are refreshed to show the new value that you entered.

8.4 Subtotaling

A subtotal is a summary that totals or sums numeric values in a group.

Note:

If you are creating a subtotal using database tables that are grouped in a one-to-many linking relationship,

you may need to use a running total instead of a subtotal. See Creating running totals in a one-to-many

linking relationship.

8.4.1 Subtotaling data

In this example you will subtotal Last Year's Sales by Country.

8.4.1.1 To subtotal data

To get started, create a report using the sample data, Xtreme.mdb. Link the Customer table and

place the following fields from left to right in the Details section:

{customer.CUSTOMER NAME}

{customer.REGION}

{customer.POSTAL CODE}

{customer.COUNTRY}

{customer.LAST YEAR'S SALES}

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Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

Right-click the Last Year's Sales field, point to Insert and choose Summary from the shortcut menu.

The Insert Summary dialog box appears with the chosen field listed as the field to be summarized.

Click Insert Group.

The Insert Group dialog box appears so you can specify the group you want to add to your report.

Choose the field you want the data grouped by, specify a sort direction and then click OK when

finished.

On the Insert Summary dialog box, select the group you just created from the Summary location

list and then click OK.

The values in each group are now subtotaled.

8.4.2 Extending prices and subtotaling the extensions

In an orders report or invoice, you may need to extend the prices for individual line items and then

subtotal the extensions. You do this by using a simple formula to extend the prices, and then you subtotal

the formula field.

8.4.2.1 To extend the price and subtotal the extensions

To get started, create a report using the sample data, Xtreme.mdb. Link the Orders table and place

the following fields from left to right in the Details section:

{Orders.CUSTOMER ID}

{Orders_Detail.PRODUCT ID}

{Orders_Detail.QUANTITY}

{Orders_Detail.UNIT PRICE}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

To create the formula for extending the prices, go to the View menu and select Field Explorer.

The Field Explorer dialog box appears.

Select Formula Fields and click New.

The Formula Name dialog box appears.

Enter the name you want to identify the formula, and then click OK.

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The Formula Workshop appears with the Formula Editor active.

Enter the following formula into the Formula text box:

{Orders_Detail.Quantity} * {Orders_Detail.Unit Price}

Click Save and close to return to the Field Explorer dialog box.

Your formula is listed in the Formula Fields node.

Drag your formula field to the right of the Unit Price field in the Details section of the report.

To subtotal your extension formula, right-click the formula field, point to Insert and choose Summary

from the shortcut menu.

The Insert Summary dialog box appears.

Click Insert Group and create a group on the {orders.ORDER DATE} field.

10.

Choose for each week as the group interval.

Note:

"The section will be printed" drop-down box will not be activated until you choose the Order Date

field.

11.

Click OK to return to the Insert Summary dialog box.

12.

Select the group you just created from the Summary location list and then click OK.

Your data will be sorted by date and grouped in one week intervals.

8.5 Percentages

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8.5.1 Calculating a percentage

You can calculate the percentage of one group within a broader grouping. For example, you can show

the percentage of sales in each city based on the total sales for each country. Or, you can see what

percentage of the grand total of sales each country contributes.

8.5.1.1 To calculate a percentage

On the Insert menu, click Summary.

The Insert Summary dialog box appears.

Select the field for which you want to calculate the sum.

For example, you may want to insert a field which calculates the sum of last year's sales.

Select Sum in the Calculate this summary list.

Select the summary location.

Note:

The summary location cannot be Grand Total (Report Footer) when you are calculating a percentage.

Click the Show as a percentage of check box.

Select the group you want the percentage based on.

You can choose to show a percentage of a group within another group, or show a percentage of

the grand total.

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Click OK. The summary percentage field is added to your report.

8.6 Group headers

8.6.1 Creating group headers

Whenever you create a group, a subtotal, or a summary, the program creates both a Group Footer

(GF) section (where it places any subtotal or summary value), and a Group Header (GH) section (where

it automatically places the group name/header). Group Headers are useful, even necessary, if you want

your report data to be clear and easily understood. Though the program creates a group header

automatically, you may find that you would like to change or modify the header to suit your needs.

In this section, you will learn how to create the most common kinds of group headers.

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8.6.1.1 Standard headers

A standard header is a block of text that is used to identify each group in a rather generic kind of way.

"Customer," "State," and "Monthly Orders" are all examples of this kind of header.

While the header is somewhat descriptive ("Region Sales Figures" means it is a regional group), you

never know what region is in the group without first looking at the details in the group.

8.6.1.1.1 To create a standard header

Click the Insert Text Object button on the Insert Tools toolbar.

When the object pointer appears, move the object frame into the Group Header section.

Enter the text you want to use for the header.

Click outside the frame when finished to complete the process. Now when you run the report, the

same header will appear at the beginning of each group.

8.6.1.2 Live headers

A live header is a header that changes based on the content of the group. If the data is subtotaled by

region, for example, a live header would typically identify the region detailed in each group. Thus, the

Arizona group would have a header identifying the group as Arizona data, the California group would

have a header identifying the group as California data, and so on.

Note:

When creating a group, the program automatically inserts a group name field in the Group Header

section unless you have toggled the option off using the Options command on the File menu. The

information that follows details how to manually insert such a section (if you do not have the program

insert one automatically) and how to create different kinds of live headers for different needs.

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Group name only

The easiest live header to create is one based on identifying the value of the group field.

8.6.1.2.1 To create a live header by group name only

On the View menu, click Field Explorer.

In the Field Explorer dialog box, expand the Group Name Fields folder.

Select the Group Name field that matches the group you are working with and drag it into the Group

Header section for that group.

When you run the report, the group field value identifier will appear as the group header for each

region group.

8.6.1.2.2 Group name with text

A more complex type of live header combines a field value and text. A typical group header of this kind

for data broken down by region would be, "Sales for California" or "Customers in Postal Code 60606".

Creating these headers involves three steps:

• Insert a text object in the Group Header section.

• Type in the text you want to appear.

• Enter the Group Name field in the text field where you want it to appear in the Group Header.

For example, if you want your header to read "Sales for" and then the name of the region in the current

group (Sales for AZ, Sales for CA, and so forth), follow these steps:

To create a live header with group name using text

Click the Insert Text Object button on the Insert Tools toolbar.

Place the object frame into the Group Header section for the group.

Type in the desired text with a space after it.

Click the Field Explorer button on the Standard toolbar.

In the Field Explorer dialog box, expand the Group Name Fields folder.

Select the Group Name field that matches the group you are working with and drag it into the text

object, immediately after the text and the space you entered.

Tip:

Expand the size of the text box to fit both the text and the group field.

Format the text object as you want it to appear.

When you run the report, the program will create a live header (with text) for each of your groups.

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8.6.1.2.3 Live headers for groups based on a formula

When you create a group and use a formula field as a sort-and-group-by field, the program automatically

creates a group name field based on the value returned by the formula.

For example, if you create this formula:

{customer.CUSTOMER NAME}[1]

and then group on the formula, the program will group your data based on the first letter in the Customer

Name field.

To create a live group header for a group based on a formula, simply insert the group name field in the

Group Header section.

When you run the report, the "A" group will have the letter "A" as a header, the "B" group will have the

letter "B", and so on. For more information, see Grouping by the first letter of a company name and

Grouping data in intervals.

8.6.1.3 Headers for custom groups

The final type of header is a header for the types of custom groups created when data is grouped in a

specified order. When using specified order grouping, both the name for each group and the records

that belong in it are specified. As in the other grouping situations, the program creates a group name

field for each group based on the group names specified.

8.6.1.3.1 To create a header for custom groups

On the View menu, click Field Explorer.

In the Field Explorer dialog box, expand the Group Name Fields folder.

Select the Group Name field for the custom group and drag it into the Group Header section for that

group.

The program automatically applies each of the group names you assigned to the appropriate groups.

Note:

Make certain that when you assign the names to the groups using the Define Named Group dialog box,

the names you assign are the names you want to appear as group headers.

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8.6.2 Suppressing group headers

You have the option to hide group headers in your report.

8.6.2.1 To suppress group headers

Right-click the group header and select Format Field.

In the Format Editor, on the Common tab, click the Suppress check box.

Click OK.

Tip:

To show the group header again, clear the Suppress check box.

8.6.3 Drilling-down on group headers

To make report viewing easier, you can hide the details of your report and only have the group headers

visible. When necessary, you can click on the group header to view the report details.

8.6.3.1 To drill-down on group headers

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Right-click the gray Details section to the left of the report.

Select Hide (Drill-Down OK).

Click Refresh.

When you place the cursor over a group header, the cursor becomes a magnifying glass.

Double-click the group header to drill-down to the detail information.

A drill-down tab appears in the Report Designer. Click the Design or Preview tab to return to that

view.

Related Topics

• Using the drill-down option on summarized data

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Running Totals

9.1 Understanding running totals

Running total fields are similar to summary fields but allow more control over how the total is calculated

and when it is reset. Running total fields are specifically suited to perform the following totaling functions:

• Show values of a total accumulate as it is calculated record by record.

• Total a value independent of the report's grouping.

• Total a value conditionally.

• Total a value after a group selection formula has been applied.

• Total a value from the driving table in a one-to-many linking relationship.

9.1.1 How running totals work

A running total field is created with the Running Total Expert. The Running Total Expert creates a

running total field by asking you to select a field to summarize, the summary operation to use, a condition

upon which to base the evaluation, and a condition upon which to reset the evaluation.

Note:

A running total field can be used on database fields and first-pass formulas, but cannot be used on

second-pass formulas or formulas that reference other second-pass formulas.

9.1.1.1 Placement of running total fields

The calculation of a Running Total field is determined by the settings selected in the Running Total

Expert. However, where you place the running total affects the value that appears on the report. For

example, if a Running Total field that evaluates every record and never resets (a grand total) in the

Report Header, only the value of the first record will appear. Placing the same Running Total field in

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the Report Footer returns the desired value. The Running Total field is properly calculated in both cases,

but it is displayed too soon in the first case.

The following list summarizes the records that are included in the calculation when a running total is

placed in various report sections. This list assumes the running total is not reset.

Records included in the running total calcu-

lation

Report section

The first record in the reportReport Header

All records up to and including the first record on

the current page

Page Header

All records up to and including the first record in

the current group

Group Header

All records up to and including the current recordDetails

All records up to and including the last record in

the current group

Group Footer

All records up to and including the last record on

the current page

Page Footer

All records in the reportReport Footer

9.2 Creating running totals

Running totals are totals that can be displayed on a record by record basis. They total all records (in

the report, in the group, and so on) up to and including the current record.

9.2.1 Creating running totals in a list

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The most basic form of a running total is a running total maintained throughout a list. In this tutorial,

you will create this kind of report by setting up a running total for a list of order amounts.

Note:

Running total fields are prefixed by the # sign.

9.2.1.1 To create a running total in a list

To get started, create a report using the sample database, Xtreme.mdb. Link the Customer and

Orders tables, and then place the following fields from left to right in the Details section:

{customer.CUSTOMER NAME}

{orders.ORDER ID}

{orders.ORDER AMOUNT}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Select Running Total Fields and click New.

The Create Running Total Field dialog box appears.

Enter the name "TotalOrders" in the Running Total Name box.

Highlight Orders.Order Amount in the Available Tables and Fields box, and use the first arrow

button to move it over to the Field to summarize box.

Select sum from the Type of summary list.

In the Evaluate section of the dialog box, click On change of field, and select Orders.Order ID as

the On change of field.

The running total will execute each time this field changes.

In the Reset section of the dialog box, click Never (this gives you a running total that never resets;

that is, the running total continues throughout the report).

Click OK to save the running total field.

The program returns you to the Field Explorer dialog box.

10.

Insert the running total field in the Details section of the report, just to the right of Orders.Order

Amount.

On your report, each row in the running total column displays the current record value added to the

previous values. This total continues, unbroken, through the report.

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9.2.2 Creating running totals for a group

Another common use for running totals is tallying items in a group. The running total starts with the first

item in the group and ends with the last. Then it starts all over again for the next group, then the next,

and so on.

In this tutorial, you will create a report that:

• Maintains a running total of customer orders.

• Groups customer orders and resets the running total for each group.

• Displays the subtotal for each customer group.

9.2.2.1 To create a running total for a group

To get started, create a report using the sample data, Xtreme.mdb.

Link the Customers and Orders tables and place the following fields from left to right in the Details

section:

{customer.CUSTOMER NAME}

{orders.ORDER ID}

{orders.ORDER AMOUNT}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

On the Insert menu, click Group and group on the Customer.Customer Name field.

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Select Running Total Fields and click New.

The Create Running Total Field dialog box appears.

Enter the name "GroupRunningTotal" in the Running Total Name box.

Highlight Orders.Order Amount in the Available Tables and Fields box, and use the first arrow

button to move it over to the Field to summarize box.

Select sum from the Type of summary list.

In the Evaluate section of the dialog box, click For each record.

In the Reset section of the dialog box, click On change of group and accept the default group

name.

10.

Click OK to save the running total field.

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You return to the Field Explorer dialog box.

11.

Place the running total field in the Details section of your report, just to the right of the Orders.Order

Amount field.

Note:

If you want to view a grand total of each group, place the running total field in the Group Footer

section of your report.

9.2.3 Creating conditional running totals

There may be times when you have a list of values, and you only want to subtotal some of the values

in the list. For example:

• You have a list that contains both Canadian and U.S. customers.

• You want to keep customer records sorted alphabetically based on customer name.

• You do not want to break the data into groups based on the country.

• You want a total of the values from just the Canadian records.

• You also want a total of the values from just the U.S. records.

To accomplish this, create two running totals, one to keep a running total of the U.S. records, and one

to keep a running total of the Canadian records.

• USTotal

Maintains a running total of the U.S. records.

• CanadaTotal

Maintains a running total of the Canadian records.

9.2.3.1 To create a conditional running total

To get started, create a report using the sample database, Xtreme.mdb. Link the Customer table

and then place the following fields from left to right in the Details section:

{customer.CUSTOMER NAME}

{customer.COUNTRY}

{customer.LAST YEAR'S SALES}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

On the Report menu, click Record Sort Expert.

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Tip:

Another way to do this is to click the Record Sort Expert button on the Expert Tools toolbar.

Sort the records based on the Customer.Customer Name field.

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Select Running Total Fields and click New.

The Create Running Total Field dialog box appears.

Enter the name "USTotal" in the Running Total Name box.

Highlight Customer.Last Year's Sales in the Available Tables and Fields box, and use the first

arrow button to move it over to the Field to summarize box.

Select sum from the Type of summary list.

In the Evaluate section of the dialog box, click Use a formula and then click the Formula

button.

The Formula Workshop appears with Running Total Condition Formula active.

10.

Enter the following formula in the Formula box:

{Customer.Country} = "USA"

This tells the program to evaluate the running total each time it comes to a record where

Customer.Country is equal to "USA." The running total will ignore all other records (such as records

for Canada).

11.

When the formula has the correct syntax, click Save and close.

You return to the Create Running Total Field dialog box.

12.

In the Reset section of the dialog box, click Never.

13.

Click OK to save the running total field.

The program returns you to the Field Explorer dialog box.

14.

Place the running total field in the Details section of your report.

15.

Now create the "CanadaTotal" running total field using the process outlined in steps 5-13. The only

difference is that this time you will set the evaluation formula to:

{Customer.Country} = "Canada"

16.

When you are finished, place the #CanadaTotal field in the Details section of your report

Note:

If you only want to see a grand total of the Canadian and American sales, place the two running

total fields you created in the Report Footer section of your report.

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9.2.4 Creating running totals in a one-to-many linking relationship

A one-to-many linking relationship occurs in linked tables when a single record in one table can be

matched with many records in another table. For example, a one-to-many link might occur when you

link a customer table to an orders table. It wouldn't be unusual in such a case for each customer in the

primary table to have many orders in the second (lookup) table. In your report, the field values from the

primary table are repeated for each new field value in the lookup table.

Creating a subtotal on a field from the primary table provides an incorrect result because the repeated

values are included in the calculation. You can avoid this problem by creating a running total.

This concept can be demonstrated with the sample Xtreme database by using the Customer and Orders

tables.

9.2.4.1 To create a running total in a one-to-many linking relationship

From the Field Explorer dialog box, place the following fields from left to right in the Details section

of your report:

{customer.CUSTOMER NAME}

{customer.LAST YEAR'S SALES}

{orders.ORDER ID}

{orders.ORDER AMOUNT}

On the Insert Tools toolbar, click Insert Group and create a group based on the

Customer.Customer Name field.

Right-click the Customer.Last Year's Sales field and select Summary from the Insert submenu.

Choose Group #1: Customer.Customer Name - A as the location for your summary.

If you look at the subtotals for each group, you will notice they aren't accurate. This is because the

Customer.Last Year's Sales field is duplicated for each order in the report. Follow the rest of this

procedure to see how a running total produces an accurate result in the same situation.

In the Field Explorer dialog box, select Running Total Fields and click New.

The Create Running Total Field dialog box appears.

Enter the name "LYSrunning" in the Running Total Name box.

Highlight Customer.Last Year's Sales in the Available Tables and Fields box, and use the first

arrow button to move it over to the Field to summarize box.

Select sum from the Type of Summary list.

In the Evaluate section of the dialog box, click On change of field and add the Customer.Customer

Name field from the Available Tables and Fields box.

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10.

In the Reset section of the dialog box, click On change of group and choose Group #1:

Customer.Customer Name - A.

11.

Click OK to save the Running Total field.

12.

Place the running total in the Group Footer section.

Compare the running total amount with the subtotal amount for each group. You will see the running

total is accurate while the subtotal is not.

9.3 Creating running totals using a formula

If you have suppressed data, or your data is based on a formula that occurs WhilePrintingRecords, you

should create a running total formula rather than using the Create Running Total Field dialog box.

When you create a running total manually, you need to create three formulas:

• A summary formula.

• A reset formula to set a variable to zero.

• A display formula to display the variable.

In the following procedure, you will create a report that performs the following functions:

• Maintains a running total of customer orders.

• Groups customer orders and resets the running total for each group.

• Displays the subtotal for each order (the last running total for that order).

9.3.1 To create running totals using a formula

Create a report using the sample data, Xtreme.mdb. Link the Customers and Orders tables and

place the following fields from left to right in the Details section:

{customer.CUSTOMER NAME}

{orders.ORDER ID}

{orders.ORDER AMOUNT}

Note:

Xtreme.mdb is located on the SAP Business Objects Support web site.

On the View menu, click Field Explorer.

Select Formula Fields in the Field Explorer dialog box and click New.

Name the formula "RunningTotal" and click Use Editor.

The Formula Workshop appears with Formula Editor active.

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Enter the following into the Formula box:

WhilePrintingRecords;

CurrencyVar Amount;

Amount := Amount + {Orders.Order Amount};

Click the Save and close button on the Formula Workshop.

Place this formula in the Details section of your report, just to the right of the Orders.Order Amount

field.

This formula prints the running total of the values in the Order Amount field.

On the Insert menu, click Group and group the report on the Customer.Customer Name field.

In the Formula Workshop, create "AmountReset":

WhilePrintingRecords;

CurrencyVar Amount := 0;

This formula says:

Set the value in the Amount variable to 0.

10.

Place this formula in the Group Header #1 section of your report.

Because the Group Header #1 section appears once for every group, @AmountReset will execute

each time the group changes. Thus, the Amount variable is reset to 0 each time a new group begins.

11.

Select the @AmountReset formula on the report and use the Format Editor to suppress it so that it

will not appear in the final print-out.

12.

In the Formula Workshop, create "AmountDisplay":

WhilePrintingRecords;

CurrencyVar Amount;

This formula simply displays the current value of the Amount variable at any time.

13.

Place this formula in the Group Footer #1 section of your report.

Because the Group Footer #1 section appears once for every group, @AmountDisplay will execute

each time a group ends. Thus, the value stored in the Amount variable will be printed each time the

group changes.

Note:

This formula prints the same value that @RunningTotal prints as the running total for the last record

in each group. But since it is printing it in the Group Footer section, it acts as a group subtotal, not

as a running total.

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On your report, each row in the running total column displays the current record value added to the

previous values. The running total starts fresh with each new group, and the final running total for

each group becomes the subtotal for that group.

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Multiple Section Reports

10.1 About sections

Crystal Reports provides five design areas to use when building your report:

• Report Header

• Page Header

• Details

• Report Footer

• Page Footer

Each area contains a single section when you first create a new report. You cannot delete any of these

original sections but you can hide them or add to them. Once you have added sections, you can delete

them, move them in relation to other similar sections, or merge related sections together.

10.2 Working with sections

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Many of the procedures in this section show you how to work with sections in the Section Expert.

Sections can also be inserted, deleted, and so on by right-clicking the shaded area to the left of the

section in the Design or Preview tabs and choosing the appropriate option from the shortcut menu.

10.2.1 Inserting a section

Click Section Expert on the Expert Tools toolbar.

The Section Expert appears with a list of all the sections in the report. When there are more than

one of any kind of section, the sections are lettered A, B, C, and so on.

Note:

The program enables only those options (free form, new page before, and so on) that apply to the

highlighted section.

Highlight the section you want to insert a section after.

For example, to add another Details section, highlight the existing Details section.

Click Insert.

A new section is inserted immediately below the highlighted section.

10.2.2 Deleting a section

Click Section Expert on the Expert Tools toolbar.

The Section Expert appears with a list of all the sections in the report. When there are more than

one of any kind of section, the sections are lettered A, B, C, and so on.

Note:

The program enables only those options (free form, new page before, and so on) that apply to the

highlighted section.

Highlight the section you want to delete.

Click Delete.

The program removes the highlighted section from the report.

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10.2.3 Moving a section

Click Section Expert on the Expert Tools toolbar.

The Section Expert appears with a list of all the sections in the report. When there are more than

one of any kind of section, the sections are lettered A, B, C, and so on.

Note:

The program enables only those options (free form, new page before, and so on) that apply to the

highlighted section.

Highlight the section you want to move.

Click the Up or Down arrow to move the section.

Note:

• You can only move a section up or down within an area.

• The letters that identify the sections describe their relative (as opposed to original) position. Thus,

if you move a "C" section up, it becomes a "B" section. It loses its original "C" designation.

• You can also move sections by dragging and dropping them in the Report Designer.

10.2.4 Merging two related sections

There may be times when you have placed objects in two sections (where they print sequentially) and

you want to put them all in a single section (where they print simultaneously). You can merge the two

sections and then rearrange the objects as needed in the new section.

10.2.4.1 To merge related sections

Click Section Expert on the Expert Tools toolbar.

The Section Expert appears with a list of all the sections in the report. When there are more than

one of any kind of section, the sections are lettered A, B, C, and so on.

Note:

The program enables only those options (free form, new page before, and so on) that apply to the

highlighted section.

Move the sections so the two sections you want to merge follow each other in the list.

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Highlight the top section.

With Section (B) highlighted, click Merge and Section (C) will be merged with Section (B) to form

one section.

Rearrange the objects as needed.

10.3 Splitting and resizing sections

A section can be split into two or more sections and/or resized easily in the Design tab.

10.3.1 Splitting a section

Move the pointer over the left boundary of the section you want to split.

When the pointer becomes a Section Splitting cursor, click the boundary and drag the pointer into

the section.

When a horizontal line appears, drag it up or down to split the section the way you want it.

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10.3.2 Resizing a section

Move the pointer over the bottom boundary of the section you want to resize.

When the pointer becomes a Resizing cursor, drag the boundary to make the section bigger or

smaller as you wish.

10.3.2.1 Resizing a section to remove white space

If you have one or more objects in a section and you want to resize the section to remove unnecessary

white space, right-click in the shaded area to the left of the section in the Design and Preview tabs and

choose Fit Section from the shortcut menu. The program automatically resizes the section, moving the

bottom boundary of the section to the baseline of the bottom object in the section.

A section automatically expands vertically in two instances:

• When you place an object and the object is bigger (vertically) than the section you place it in.

• When you expand an object (vertically) so it becomes bigger than the section it resides in.

Note:

• You cannot resize a section smaller than the combined height of all the objects in the section.

• You can also remove white space at the bottom of a Page Footer by selecting Clamp Page Footer

on the Common tab of the Section Expert.

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10.4 Using multiple sections in reports

Certain reporting tasks are performed most efficiently by creating multiple sections within an area.

Once you understand the power of multiple sections, you will discover even more ways to produce the

effects you want.

Related Topics

• Working with sections

10.4.1 Keeping variable length objects from overwriting each other

When subreports or other variable length objects are placed above other objects in one section of the

report while the Can Grow option for the variable length object is toggled on in the Format Editor, that

object may overprint objects positioned directly below it unless you have:

• Expanded the section to fit the maximum size of the object.

• Spaced the objects, allowing enough space for the first object to complete printing before the second

one begins.

You can eliminate this overprinting problem by creating multiple sections in an area and placing objects

below the variable length object in their own section(s).

Now, when the report runs, the section with the variable length object will finish printing before the

section below it prints and you will get the results you want..

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Note:

Many report objects can use the Can Grow option and can, therefore, cause overprinting:

• Text fields

• Formula fields

• Memo fields

• BLOB fields

• Subreports

• Cross-Tabs

• OLAP grids

10.4.2 Eliminating blank lines when fields are empty

It is very common to have two address lines in a customer table, one for street address (Address 1),

and one that can be used for a suite number or mail stop (Address 2). Address 1 usually contains a

value, but Address 2 is often blank. If you create a customer list using this data and stack the fields on

top of one another in mailing label format, those customer records with an empty Address 2 field will

print with a blank line. You can eliminate this blank line either by using multiple sections, or by

suppressing blank lines.

10.4.2.1 To eliminate blank lines by using multiple sections

Use the Section Expert to create two new Details sections so that you have a total of three.

See Working with sections.

Place the Address 2 field in the middle section and the other data in the sections above and below

it as you want it to appear in the report.

In the Section expert, highlight the middle section.

On the Common tab, select the Suppress Blank Section check box.

Now, when the report prints, if the Address 2 section is blank, the program will not print it and you will

not get unwanted blank lines in the report.

Note:

If the report section you want to suppress contains a blank subreport, use the Suppress Blank Subreport

option, found on the Subreport tab of the Format Editor, as well as the Suppress Blank Section option.

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10.4.3 Adding blank lines conditionally

Use multiple sections to print a blank line on your report under specific conditions. For example, you

may want to insert a blank line after every fifth record in the report.

10.4.3.1 To add blank lines conditionally

Use the Section Expert to create two Details sections. See Working with sections.

Place the report detail data in the top section.

Leave the second section empty.

In the Section expert, highlight the second section.

On the Common tab, select the Suppress (No Drill-Down) check box then click the conditional

formatting button to its right.

Enter the following formula in the Format Formula Editor:

Remainder (RecordNumber,5) <> 0

This formula divides each record number by 5. If the division produces a remainder, it suppresses

the blank section. But if the division produces no remainder, a zero (which it will for every fifth record

printed), the program prints the second section, thus inserting a blank line.

Note:

To insert a blank line under different conditions, you can modify your formula appropriately. See Working

with conditional formatting.

10.5 Form letters

While form letters themselves are not necessarily multi-section reports, they are often used in

multi-section reports to generate custom mailings. The topic Printing conditional messages in form

letters, explains how to use multiple form letters or multiple versions of the same form letter for custom

mailings.

Form letters often use text objects to hold the content of the report. The following sections provide an

introduction to text objects and demonstrate how to use them in form letters.

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10.5.1 Working with text objects

You will use many of the capabilities of text objects when creating form letters. A brief discussion of

text objects should make it easier for you to create the form letter in the next section. Some things to

consider are:

• A text object can contain both text and fields; you will use both in this example.

• You can resize text objects; you will be resizing the text object so that it prints as a letter.

10.5.1.1 Move/Resize mode

When the object is in the move/resize mode, it appears as a solid frame with resizing handles.

In this mode, you can resize the object by dragging any of the resizing handles, or you can move it by

placing the cursor inside the object and dragging it to a new location. You can also insert fields in this

mode, but you cannot insert text. You put a text object into the move/resize mode by clicking it when it

is inactive.

10.5.1.2 Edit mode

When the object is in the edit mode, it appears as a solid frame without sizing handles, and an in-place

ruler appears at the top of the tab (if you have selected the Show Rulers options in the Options dialog

box).

When you first place a text object, the program sets it in the edit mode. You can also put a text object

into the edit mode by double-clicking it when it's inactive or in the move/resize mode. Finally, you can

put a text object in edit mode by right-clicking it and selecting Edit Text from its shortcut menu.

Each text object contains word processor capabilities, including the ability to change the fonts for

individual characters and fields, and automatic word wrap. In the edit mode you can insert text and

such non-text objects as database fields and formulas. Whenever the object is in edit mode, it contains

an insertion point, a flashing vertical line that indicates the position at which typed text or inserted fields

will begin.

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The insertion point moves as you type, automatically staying to the right of the last character. It also

moves when you insert a field, automatically staying to the right of the field. It moves one character

position at a time when you press the space bar. It moves down one line, to the inside left edge of the

text object, when you press Enter (this action inserts a carriage return). It moves to the cursor position

when you click anywhere within the existing text.

As you work through the tutorials for multiple sections, it is always expected that you will type or place

fields at the existing insertion point, unless otherwise indicated.

• To select text within a text object (to delete it, to change a font, and so on), position the cursor over

the text and, when the I-beam cursor appears, drag the cursor to highlight the text you want to select.

• To select a field which is inside a text object, position the cursor over the field and, when the I-beam

cursor appears, right-click.

• To insert text, type in the desired text and it will appear at the insertion point.

Note:

It is critical that you see the Drag and drop cursor before placing the field. If it does not appear, you

might place the field so that it overlays the text object instead of being inserted into it. It may appear

to be inside the text object, but if you move the object the field will not move with it.

• The insertion point is tied into the Drag and drop cursor. If you have existing text or fields in the text

object, the insertion point moves as you move the Drag and drop cursor, enabling you to pick the

exact position where you want to place the field. The program always places the field at the insertion

point.

• You can leave edit mode by clicking outside of the text frame. You can also click Ctrl+Enter.

10.5.2 Creating a form letter using a text object

The following section shows you how to create a form letter.

You are going to use a text object to create a form letter. The form letter you create will be tied to a

database table so that each letter will be customized with company information from a different record.

If you have difficulty performing any of the steps, please see Working with text objects.

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10.5.2.1 To create a form letter

The letter will consist of a date, an inside address, a salutation, a one paragraph letter body, and a

closing section.

Create a blank report. Use the Customer table of Xtreme.mdb.

The Design tab appears.

Since you do not want field titles to appear above the fields that you insert into the letter, clear the

Insert Detail Field Headings check box on the Layout tab of the Options dialog box.

Insert a text object into the Details section of the report.

Click the text object frame to put the object in move/resize mode.

Drag the resizing handle on the right side of the object to the right edge of the Design tab. This will

make the object about eight inches wide, the approximate width of a page. You may have to stop

resizing, scroll the window, and resize some more to accomplish this.

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Double-click inside the text object to place it in edit mode. It is now ready for you to begin your work.

The insertion point appears at the extreme left, inside the object.

10.5.2.2 Inserting a date

To insert a date into the letter, expand Special Fields in the Field Explorer dialog box and scroll

until you find Print Date.

Click Print Date and drag the placement frame into the text object and place it at the insertion point.

Note:

To change the way the date is formatted in the letter, double-click the text object to select it. Then

right-click the Print Date field and choose Format {Print Date} from the shortcut menu. Make your

modifications on the Date tab of the Format Editor when it appears.

Press Enter twice to insert some white space between the date and the inside address and to move

the insertion point down within the text object.

Tip:

You might have to resize the Details section and the text object if you have not selected the Can

Grow option for the text object in the Format Editor.

10.5.2.3 Creating an inside address

To create the inside address, drag database fields into the text object from the Customer table in

the Field Explorer dialog box.

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Drag in the Address 1 field and place it at the insertion point, and press Enter. The insertion point

moves down to the line below.

Drag in the City field and place it at the insertion point.

Type a comma, followed by a space.

Drag in the Region field and place it at the insertion point.

Type in two spaces.

Finally, drag in the Postal Code field, place it at the insertion point, and press Enter. The insertion

point moves down to the line below.

Press Enter one more time to move the insertion point down one more line to the position where

the salutation should start. This completes the inside address.

Note:

When a field is placed within a text object, it is automatically trimmed on both the left and right sides,

so that it contains no extra white space.

10.5.2.4 Creating a salutation

Press Enter four times to move the insertion point down.

Type in the word "Dear" and a space (do not include the quotation marks).

In the Field Explorer dialog box, highlight the Contact Title field from the Customer table and drag

it into the text object, placing it immediately after the space.

Insert a space. The program positions the insertion point immediately after the space.

In the Field Explorer dialog box, drag the Contact Last Name field into the text object and place it

at the insertion point. The insertion point moves to the right of the field.

Type a colon ":" at the insertion point (without the quotation marks) and press Enter twice to move

the insertion point down two lines.

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10.5.2.5 Creating the letter body

Now type "Your company" (do not include the quotation marks) and type a comma followed by a

space.

Drag the Customer Name field into the text object and place it at the insertion point, just after the

space.

Type a comma, followed by a space.

Type the following text (do not include the quotation marks): "helped make this year an outstanding

year for Xtreme Mountain Bikes, Inc. I want to thank you and your staff for your support. I hope next

year will be a banner year for you."

Press Enter twice.

Type "Sincerely yours" (without the quotation marks), followed by a comma, and then press Enter

four times.

Finally, to complete the form letter, type your name.

The Design tab should look similar to this:

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Click Print Preview on the Standard toolbar to preview the form letter.

It should look similar to this:

10.5.3 Printing conditional messages in form letters

It is likely that you will want to print conditional messages in form letters. For example, you may want

to encourage customers with available credit to buy more and those who are over their credit limit to

bring their accounts down below the limit once again. You can create both of these letters within a single

report.

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10.5.3.1 To create a conditional message

Use the Section Expert to insert a second Details section in the report. See Working with

sections.

Create two form letters. Place a letter that encourages customers to buy more in the Details A section

of the report; place a letter that encourages customers to bring their balance down in the Details B

section of the report. See Creating a form letter using a text object.

Use the Section Expert to format the Details sections so that each is suppressed under certain

conditions. For example, consider the situation where you want to print one of two letters.

• Format the first section to be suppressed when the balance is less than the credit limit.

• Format the second section to be suppressed when the balance is more than the credit limit.

Now, when a record indicates available credit, the "buy more" letter will print. When the account is over

the credit limit, the "over limit" letter will print. And when the customer is right at the credit limit, nothing

will print at all.

Related Topics

• Working with conditional formatting

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Formatting

11.1 Formatting concepts

This section explains how to format a report. Formatting refers to changes you can make to the layout

and design of a report, as well as the appearance of text, objects, or entire report sections.

You can use formatting to do many things, including:

• Dividing sections of a report.

• Calling attention to certain data.

• Changing the presentation of dates, numbers, Boolean values, currency values, and text strings.

• Hiding unwanted sections.

• Giving the report a professional appearance.

The following topics describe the types of formatting you can do with Crystal Reports, giving step-by-step

instructions for performing a variety of formatting tasks.

Note:

There are many date formats you can choose to use on an English report, but if you send the report to

a Japanese system, there may be some formatting irregularities. Not all English date formats are

viewable on a Japanese system, and the same is true going from Japanese to English. For instance,

abbreviated English months do not appear on a Japanese system and Japanese eras in short format

do not appear on an English system.

11.2 Using a template

A template is an existing report file whose formatting can be added to a new report. At the same time,

the formatting of the template report's fields and report objects are applied to the new report. Use

templates to give any number of reports a consistent look without having to format each one individually.

For additional information about templates, see Template considerations.

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11.2.1 Applying a template

When you create a new report in the Standard Report Creation Wizard, you can apply a template as

an optional step. You can also apply a template later by using the Template Expert. You can choose

from a number of predefined templates, or you can use an existing Crystal report as a template.

11.2.1.1 To apply a template in the Standard Report Creation Wizard

Click New on the Standard toolbar.

Choose data, fields, grouping fields, and so on, until the wizard displays the Template screen.

In the Available Templates list, click a predefined template name to see an example of it in the

Preview area.

By default, the sample templates shipped with Crystal Reports are installed at \Program Files\SAP

BusinessObjects\Crystal Reports 14.0\Templates.

If you want to apply a template based on an existing Crystal report, click Browse.

In the Open dialog box, select a Crystal report (.rpt) file and click Open.

The report is added to the list of Available Templates.

Note:

If a template name and preview picture were saved (in the Document Properties dialog box) with

the report you selected as a template, you will see this information on the Template screen.

Click Finish.

Your report appears with its data formatted to match the template you selected.

Note:

Formatting is not applied if the report you chose does not meet the requirements for a template.

11.2.1.2 To apply a template to an existing report

On the Report menu, click Template Expert.

The Template Expert appears.

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Tip:

Another way to do this is to click the Template Expert button on the Expert Tools toolbar.

As was the case with the Template screen, you can choose from a number of predefined templates,

or you can click the Browse button to search for an existing report to use as a template.

Choose a template and click OK.

Note:

Any drill-down tabs, alerts, or analyzer views that are open will be closed before the template is

applied.

11.2.2 Removing an applied template

Perhaps, after applying a template, you don't like the changes made to your report. As long as you

haven't exited Crystal Reports since you applied the template, you can remove it from your report.

11.2.2.1 To remove an applied template

On the Report menu, click Template Expert.

Tip:

Another way to do this is to click the Template Expert button on the Expert Tools toolbar.

Choose Undo the current template and click OK.

The chosen template's features are removed and your report reverts back to the formatting it had

when you first opened it.

Note:

To remove a template, you must use this option; the Undo command is not available from the Edit

menu.

11.2.3 Reapplying the last template selected

If you want to reapply the last template you selected during a session of Crystal Reports, you can simply

select an option on the Template Expert.

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11.2.3.1 To reapply the last template selected

On the Report menu, click Template Expert.

Tip:

Another way to do this is to click the Template Expert button on the Expert Tools toolbar.

Choose Re-apply the last template and click OK.

11.2.4 Using Template Field Objects

You can use Template Field Objects to create more flexible report templates. These report objects do

not refer to existing database fields; you simply put them in your template report and format them as

you require. When you apply the template to another report, Crystal Reports displays that report's data

with the formatting you specified. Therefore, when you design a template, you don't have to know what

data might be in the report you'll eventually apply it to—you use Template Field Objects to take care

of the possibilities for you.

Note:

Template Field Objects are applied only to result fields: database fields, parameter fields, SQL

statements, and formulas. Special Fields are not considered result fields.

11.2.4.1 To add a Template Field Object to a template report

On the Insert menu, click Template Field Object.

A placement frame is attached to your cursor.

Place the Template Field Object frame on your template report.

A Template Field Object can be placed in any report section.

Right-click the object and click Format Template Field from its shortcut menu.

A list of formatting options appears. You can choose any of the options; when you do, the appropriate

tab of the Format Editor appears.

Tip:

You can select multiple Template Field Objects and apply your formatting choices to all of the objects.

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Specify the formatting for your Template Field Object as you require.

For information about how to apply formatting, see Working with absolute formatting.

For each Template Field Object you create, a special formula field is created. You can see this formula

field in the Formula Workshop. If you want to use sample data in your report to see how your formatting

will look, you can reference database fields in these formulas.

Note:

If you want to apply different formatting to a number of fields within the same report section, you should

use a different Template Field Object for each field.

11.2.4.2 To add sample data to a Template Field Object formula

In the Field Explorer, expand the Formula Fields node, select a Template Field Object, and

click Edit.

Tip:

In the Formula Fields node of the Field Explorer and the Formula Workshop, Template Field Objects

appear as <TemplateField>.

In the Formula Editor, replace the Space(10) section of the argument with a database field of the

type you want to see in your sample, save your change, and close the Formula Workshop.

Refresh your report's data.

11.2.5 Template considerations

If an existing report is used as a template, these report objects will be applied to the new report:

• Fields

• Groups

• Group charts

• Summary fields

• Hyperlinks

• Bitmaps

• Lines, boxes, borders

• Static OLE objects

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If an existing report is used as a template, these report objects will not be applied to the new report:

• Detail charts

• Subreports

• OLAP grids

• Cross-tabs

• Maps

• Embedded OLE objects

• BLOB fields

• Specified order grouping

• Advanced summaries (such as Top Ns, Percentages, and Running Totals)

The formatting and objects from an existing report used as a template can override choices you made

in the Standard Report Creation Wizard. For example, if you had selected "No Chart" on the Chart

screen of the wizard, but then applied a template report that includes a chart, the template report will

override your selection and the new report will contain a chart.

Further, a chart in a template report overrides the charting summary value selected on the Chart screen

of the wizard. The order in which you select your data fields in the wizard generally determines which

summary field becomes the default value for your chart. Once the template has been applied, the first

summary field in the report becomes the charting summary value even if you selected a different value

in the wizard.

ResultIf the target report has...If the Template has...

Overwrite/ApplyGroup ChartGroup Chart

Overwrite/Apply

No Chart

• Group & summary

Group Chart

Chart retainedGroup ChartNo Chart

Overwrite/Blank sectionNo Chart

Advanced Chart

• Using group & summary in

report

Overwrite/Blank sectionAdvanced Chart

Advanced Chart

• Not using group & summary

in report

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ResultIf the target report has...If the Template has...

Overwrite/ApplyAdvanced Chart

Advanced Chart

• Using group & summary in

report

Chart retainedAdvanced ChartNo Chart

Cross-Tab/OLAP Grid retainedCross-Tab/OLAP gridCross-Tab/OLAP grid

Cross-Tab/OLAP Grid retainedCross-Tab/OLAP gridNo Cross-Tab/OLAP grid

Overwrite/Blank sectionNo Cross-Tab/OLAP gridCross-Tab/OLAP grid

Map retainedMapMap

Map retainedMapNo Map

Overwrite/Blank sectionNo MapMap

Subreport retainedSubreportSubreport

Subreport retainedSubreportNo Subreport

Overwrite/Blank sectionNo SubreportSubreport

11.3 Using the Report Design Environment

This section describes several things to keep in mind when designing reports that are distributed to

different environments.

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11.3.1 Section characteristics

A report consists of several sections, including the Report Header, Page Header, Group Header, Details,

Group Footer, Page Footer, and Report Footer.

Each report section is made up of a series of lines. When a text-based object is placed in a section, it

is placed on a line in such a way that the text is aligned to the baseline. The line's height is then adjusted

by the printer driver so that it is high enough to accommodate the object.

• If you place another text-based object on the same line with a font size larger than that of the first

object, the line's height extends to accommodate the second object.

• If you place another text-based object on the same line with a font size even larger than the previous

two objects, the line's height extends to accommodate the third object.

A line's height is determined by the text-based object with the largest font size on the line.

As you add text-based objects to a report, either in the same section or other sections, the line height

adjusts to accommodate the various fonts. Since this vertical spacing is set up by the printer driver, it

is difficult to create reports designed for pre-printed forms when they are printed in various environments.

When designing reports, you should do the following:

• Always print a test page.

• Keep all font sizes the same.

• Be sure to print pre-printed forms on the same machine.

11.3.2 Making an object underlay a following section

Using this example, you can make a logo underlay multiple sections. This procedure is similar to the

one for inserting a company watermark to serve as a report background.

To make an object underlay a following section, first place the object in the section above the section

you want it to underlay. Then select the Underlay Following Sections check box in the Section Expert

for the section in which the object is placed.

11.3.2.1 To create a basic report

Create a report using the Customer table in Xtreme.mdb.

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The Xtreme.mdb file is located on the SAP Business Objects Support web site.

Place {customer.CUSTOMER NAME} and {customer.LAST YEAR'S SALES} side-by-side in the

Details section of the report.

To remove unnecessary objects from this example, delete the field titles that the program places in

the Page Header section of each field.

On the Insert menu, click Group to break the data into regional groups.

On the Common tab of the Insert Group dialog box, select {customer.REGION}.

Click OK.

11.3.2.2 To insert a picture onto the report

On the Insert menu, click Picture.

Tip:

Another way to do this is to click the Insert Picture button on the Insert Tools toolbar.

Select an image file, and then place it in the Page Header section, to the right of the fields in the

report body.

Note:

In this example, the picture is placed to the right of the fields to avoid underlaying the text. When

you are working with a watermark, a subdued picture designed to be nearly invisible, place it directly

above the text.

On the Standard toolbar, click Print Preview.

The picture prints in the Page Header section of each report page.

11.3.2.3 To make the picture underlay the following section

On the Report menu, click Section Expert.

The Section Expert dialog box appears.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

In the Sections list, click Page Header, then select the Underlay Following Sections check box.

Click OK to preview the report again.

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The picture now prints in both the first Group Header and the following few Details sections, next to

(instead of above) the text in the body of the report.

Note:

Using the technique of placing a picture to the right of the body of the report, you can set up a chart

or an employee picture to print beside the details pertaining to that chart or employee.

Once you are finished previewing the report, return to the Design tab.

Resize the picture vertically to make it two or three times larger, then preview the report again.

The bitmap file now underlays more sections.

The area in which the picture underlays depends on the following conditions:

• The size of the picture.

• The section in which the picture was originally placed.

• The position of the picture in the section.

By modifying size and placement of an object, you can create a variety of visual effects, using the

underlay feature.

11.3.3 Pre-printed forms

If you print on pre-printed forms, you will be able to:

• Scan a form.

• Place it in the report as a bitmap.

• Use the underlay feature to line up the bitmap and report, as well as move objects anywhere you

want them to appear.

• Eliminate the need to print the forms separately by printing the report and the form as a single unit.

11.3.4 Multiple columns

Instead of having your data print straight down the page, you can set up multiple columns and have

the data flow from column to column.

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11.3.4.1 To create a multiple-column report

Open the report you want to format with multiple columns.

On the Report menu, click Section Expert.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

In the Section Expert, highlight Details, and then select Format with Multiple Columns.

A Layout tab is added to the Section Expert.

Click the Layout tab and set the Width you want your column to be.

Keep in mind the width of your paper when deciding your column width. For example, if you have

three fields in your Details section, and they take up four inches of space, limit the width of the

column to under four and a half inches so that all the field information can be seen.

Set the Horizontal and/or Vertical gap you want to maintain between each record in your column.

In the Printing Direction area, choose a direction.

If the report you're formatting contains grouping, select Format Groups with multiple column.

Click OK.

When you preview the report, you'll see that the field headers appear only for the first column. To have

field headers for the second column, insert a text object.

11.3.5 Hiding report sections

Crystal Reports has three properties you can set in the Section Expert to hide report sections.

11.3.5.1 Hide (Drill-Down OK)

The Hide property hides a section whenever you run the report. For example, in a summary report, the

Hide property can be used to display only the summaries, but not the details behind the summaries.

When the Hide property is applied to a section, it becomes visible when the Drill-down cursor is used

to drill down on the section contents. This property is absolute; it cannot be conditionally applied using

a formula.

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11.3.5.2 Suppress (No Drill-Down)

The Suppress property also hides a section when you run the report. Unlike the Hide property, however,

you cannot apply the Suppress property, then drill down to reveal the section contents. This property

can be applied absolutely, or conditionally using a formula. This is useful for writing form letters. For

example, in a form letter, you might create two Details sections: one to suppress when sales are equal

to or over $X and one to suppress when sales are under $X.

11.3.5.3 Suppress Blank Section

The Suppress Blank Section property hides a section whenever there is nothing in it. If something is

placed within the section and it produces a value in your report, then it becomes visible.

11.3.6 Hiding report objects

Crystal Reports has three formatting options in the Format Editor for hiding individual objects.

11.3.6.1 Suppress If Duplicated (Common tab)

The Suppress If Duplicated property prevents a field value from printing if it is identical to a duplicate

of the value that comes immediately before it in an iteration of the same section.

The value does not print, but the space in which it would have printed remains.

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Note:

• This option does not work for text fields that contain embedded fields.

• This option compares record values, not formatted field values. The program ignores the option in

the first Detail section of a formatted page.

11.3.6.2 Suppress If Zero (Number tab)

Tip:

To find this option, click the Number tab of the Format Editor, then click the Customize button.

The Suppress If Zero property prevents a value from printing if it is a zero value. The value does not

print, but the space in which it would have printed remains. To remove the blank space, select the

Suppress Blank Section check box in the Section Expert.

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Note:

This will only work if there are no other objects in the section.

11.3.6.3 Suppress (Common tab)

The Suppress property hides an object when you run the report. For example, it is common to apply

this property to formulas that are needed to do some report calculations, but that you do not want to

print when you run the report. When you select this property, the selected object does not print.

Note:

You can click the Conditional Formula button for any of these properties and create a formula that will

make the setting conditional on some event. See Working with conditional formatting.

To set these properties, select the object, then click Format from the Expert Tools toolbar to open the

Format Editor dialog box. When the Format Editor appears, set the properties.

11.3.7 Placing text-based objects

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When a text-based object is placed on a report, the object is represented by an object frame. The height

of the object frame is based on the height of the font. The width, however, is determined differently,

depending on the object you are working on.

• For database fields that are not memo fields, the width is initially determined by the width of the field

as defined in the database, and by the average character width as provided by the selected font

and font size.

For example, you have a database field called {customer.LAST NAME} and your database defines

this field as a text field with a length of 35 characters. When you place this field on your report, the

width of the boundary is 35 times the average character width of the font and font size that the

database field is formatted to. Remember that this is the initial default boundary width. The width

can always be resized to increase or decrease as you see fit.

• For text-based objects, the default width is approximately 19 average character widths wide. Text

objects are different from database fields in that their width automatically expands as you enter in

text and/or database fields into the object. As with all other text-based objects, the width can be

resized by the user.

• For different number fields (double, single, integer, long integer, and byte) the default widths are all

different. As with all objects, the width can be resized by the user.

11.3.7.1 Preventing the truncation of text inside an object

Whether the default widths are accepted or the text-based objects are resized, a problem could arise

if the text inside the object prints right to the edge of the object frame. While the report may look fine

on the machine it was designed on, when the report is printed using another printer driver that measures

the font wider, the length of the text grows, but the object frame remains fixed. The resulting text is

cut-off or truncated.

11.3.7.1.1 To prevent the truncation of text inside an object

Right-click the text object you want to format to bring up the shortcut menu.

Tip:

Another way to do this is to click the Format button on the Expert Tools toolbar.

On the shortcut menu, click Format Text.

The Format Editor dialog box appears.

On the Common tab, select the Can Grow check box.

Click OK to save your changes.

The object is then formatted to print on multiple lines. If the text prints wider than the object, the text

wraps onto additional lines.

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11.3.7.2 Preventing breaks in non-spacing text inside an object

For text strings that do not contain spaces, such as single words, the text string is broken at the edge

of the object frame before the line starts to wrap.

11.3.7.2.1 To prevent the breaks in non-spacing text inside an object

Select the object you want to format.

Expand the object frame to make it wider than the widest block of text inside the frame.

There are many times when the actual text in a database field is far less than the maximum amount

the field can contain. For example, a {table.LAST NAME} field is designed with a field size of 80 and

the longest name in the database is 28 characters. In this case, when you first place the field in your

report, the field is 80 times the average character width. Reduce the width of the field, but include

enough space to account for growth.

While each of these options offers an effective solution when dealing with a single text-based object in

a section, there are still design considerations to take into account when placing more than one object

in a section. When sizing an object, consider its placement with regard to other objects in the section.

Avoid designing reports where the space between each object is very tight. Leave room for growth by

expanding the width of the object by approximately 5 per cent. Or, if this is not possible, consider

reducing the size of the font or placing each object in its own subsection.

11.3.7.3 Suppressing blank lines in embedded fields

Because you can embed fields in text objects, you might encounter cases where an empty field causes

a blank line in a text object. You can suppress blank instances of such embedded fields.

Note:

The suppression of embedded field blank lines is designed to remove blank lines within a text object if

the text object contains an entirely blank field alone on a line followed by a carriage return.

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11.3.7.3.1 To suppress blank lines in embedded fields

Open your report in the Design tab, and click the desired text object—that is, the text object that

causes blank lines to show for some records.

Tip:

To ensure that you have clicked a text object, look for the word Text in the status bar at the bottom

left corner of the screen.

Right-click the text object and, on the shortcut menu, click Format Text.

Select the Suppress Embedded Field Blank Lines option in the Format Editor, and then click OK.

Now, when the report prints, unwanted blank lines will no longer appear in place of empty embedded

fields. You can confirm your changes in the Preview tab.

Before suppressing blank lines, the Address2 field prints a blank line if it is empty.

After suppressing blank lines, the Address2 field does not print if it is empty.

11.3.8 Placing multi-line, text-based objects

While text-based objects that are formatted to print on multiple lines follow the same design rules as

other objects, they have one additional characteristic to be considered. If the printer driver expands or

contracts the spacing of the text, word wrapping may differ, changing the number of lines necessary to

print the object in order to accommodate growth or shrinkage.

When placing multi-line text-based objects, you could encounter problems if other objects in the same

section are placed directly below them.

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Unlike single-line text-based objects, expanding the object frame of a multi-line text-based object to

accommodate growth is not a viable option. When you do this, the line width increases according to

the expanded boundaries.

So, when possible, place multi-line text-based objects at the bottom of a section. If they require more

lines to print, the section expands downward to accommodate the growth, and they do not endanger

other objects.

11.3.9 Importing text-based objects from a file

Using Crystal Reports, you can import a formatted, text-based object from an existing file onto your

report.

11.3.9.1 To import text-based objects from a file

Double-click the text-based object you want to format to put it in edit mode, then right-click it to bring

up the shortcut menu.

On the shortcut menu, click Insert from file.

In the Open dialog box that appears, select the file in which your text-based object is stored, then

click Open.

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The object is imported from the file into the text object on your report.

11.3.10 Spacing between text-based objects

Use the grid and guidelines options to help evenly align text-based objects.

You can select the Snap To Grid option, set the grid to a maximum of one inch, and make the grid

visible or invisible on the Design tab, Preview tab, or both. For more information on working with grids,

see Using the grid.

You can also work without a grid, placing objects wherever you want them on a report. You may want

to work in a free-form environment while retaining the ability to align objects, or to move or resize them

as a group. You can do this using guidelines. See Designing with guidelines .

11.3.10.1 Using the grid

The grid is a series of row and column coordinates. When the grid is selected and the Snap To Grid

option is selected on the Layout tab of the Options dialog box, Crystal Reports enables you to place

text-based objects only at these coordinates, not between them. You can then space data on your

report and align objects as needed. If you attempt to place an object between grid coordinates, the

object "snaps" to the grid; that is, the object automatically moves to the nearest set of row and column

coordinates.

Each report contains a design grid. You can select the grid on or off, as well as set it to different sizes

when required. By default, the grid is not selected. See Selecting the grid.

Once set, the grid remains the same size for all sections. It is measured from the upper-left corner of

each section and continues down and to the right, until the end of the section. A new grid of the same

size then starts from the upper-left corner of the next section, and so on, through the end of the report.

If you select the Snap To Grid option, the following conditions occur:

• The upper-left corner of all newly placed, text-based and OLE objects snap to a grid point.

• Objects placed on a report before the Snap To Grid option is selected do not snap to the nearest

grid point. They remain in the same place.

• If you resize an object, the side or sides that you are resizing snap to the nearest grid point.

11.3.10.2 Selecting the grid

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The Design and Preview tabs have an underlying grid structure that you can activate on the Layout tab

in the Options dialog box.

11.3.10.2.1 To select the grid

On the File menu, click Options.

The Options dialog box appears.

On the Layout tab, in the Grid options area, activate the snap to grid feature, or specify the grid

size.

To show the underlying grid structure on the Design or Preview tab, select Grid in the Design View

or Preview areas.

Click OK to save your changes.

Tip:

Another way to do this is to select the Grid commands from the View menu. You can also right-click an

empty space on the Design or Preview tabs and select the command from the shortcut menu.

11.3.10.3 Designing with guidelines

Crystal Reports provides guidelines to help you align and size report objects with accuracy. Guidelines

are non-printing lines that you can place anywhere on the Design and Preview tabs to aid in alignment.

They have a snap property that automatically snaps objects to them.

11.3.10.4 Viewing guidelines

You can view guidelines on the Design and Preview tabs by selecting the view options in the Options

dialog box.

11.3.10.4.1 Viewing guidelines

On the File menu, click Options.

The Options dialog box appears.

On the Layout tab, in the Design View area, select the Guidelines check box and/or the Guidelines

check box in the Preview area.

Click OK to save your changes.

Tip:

Another way to do this is to select a Guidelines command from the View menu.

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11.3.10.5 Inserting guidelines

Although you can and should insert manual guidelines whenever necessary, Crystal Reports will

automatically insert guidelines in certain situations:

• Whenever you add a field or formula field to a report, the program creates a guideline at the left

edge of the field frame and snaps the field and field title to it.

• When a field is summarized, the program snaps the summary to the same guideline to ensure proper

alignment.

• When you right-click the shaded areas to the left of a section, then select the Arrange Lines option

from the shortcut menu, the program creates one or more horizontal guidelines in the section and

snaps the fields to them.

11.3.10.5.1 To insert, move, and remove guidelines manually

In the Design or Preview tab, click the ruler at the top to activate a vertical guideline; click the ruler

on the left to activate a horizontal guideline.

Notice that each guideline is attached to an arrowhead on its originating ruler.

Note:

If guidelines don't appear, ensure that the appropriate Guideline option is selected on the View

menu. On the Preview tab, you must select an object to see a guideline.

To position a guideline, drag its arrowhead along the ruler to the desired location.

To delete a guideline, drag its arrowhead away from the ruler.

Note:

If you select the Snap To Grid option, you can only insert or move guidelines in grid increments.

11.3.10.6 Snapping objects to guidelines

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To snap an object to a guideline, drag the report object onto the guideline until the object's edge sits

atop the guideline. Snapping enables you not only to align report objects accurately, but also to re-position

and re-size multiple objects together. Once several objects are snapped to a guideline, you can move

all the objects by moving the guideline.

You can snap either the top or the bottom of an object to a horizontal guideline.

You can snap an object's left side, right side, or vertical midline (the invisible line that bisects an object

vertically) to a vertical guideline.

11.3.10.6.1 To snap objects to a guideline

Insert a guideline by clicking one of the rulers.

Drag the report object onto the guideline, so that one of the object's edges is on the guideline.

The snap property of guidelines works differently for text-based objects than for other objects, such as

OLE objects. When a single-line text-based object snaps to a guideline, it is the baseline of the text,

not the object frame, that snaps to the guideline. When a multi-line text-based object snaps to a guideline,

either the baseline of the text or the object frame can be snapped to the guideline.

You can tell if a text-based object is snapped to a horizontal guideline by looking for the special indicators

positioned on either side of the object directly at the baseline (as circled in the image below) in Design

view. If the object is snapped to a vertical guideline, the special indicators appear along the side of the

object.

To place several text objects of different font sizes on one line with their baselines lined up, snap each

object's baseline to the same horizontal guideline.

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11.3.10.7 Positioning objects using guidelines

Once you've snapped one or more objects to a guideline, you can move all the objects at once by

moving the guideline. To move the guideline, drag its arrowhead along the ruler.

Note:

When a guideline is moved, any object that is snapped to it is moved as well. But, if you move an object

that is snapped to a guideline, the guideline does not move.

11.3.10.8 To resize objects using guidelines

Create a guideline.

Snap one side of the object to that guideline.

Create a second guideline to the right of the object.

Note:

The guideline should not be touching the object.

Click the object to activate the sizing handles.

Drag the resizing handle over to the second guideline so that the object snaps to the guideline.

For each additional object you want to snap to both guidelines, repeat Steps 2 through 5.

If the objects are not the desired size, drag one or both of the guidelines until the objects are the

correct size.

11.3.10.8.1 To resize objects using guidelines

Create a guideline.

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Snap one side of the object to that guideline.

Create a second guideline to the right of the object.

Note:

The guideline should not be touching the object.

Click the object to activate the sizing handles.

Drag the resizing handle over to the second guideline so that the object snaps to the guideline.

For each additional object you want to snap to both guidelines, repeat Steps 2 through 5.

If the objects are not the desired size, drag one or both of the guidelines until the objects are the

correct size.

11.3.10.9 Indenting lines

Using Crystal Reports, you can control line indentation for memo fields, string fields, and text-based

objects. For objects, you have the option of indenting lines for a particular paragraph by positioning the

cursor at the start of that paragraph. Or, if you select an object in its entirety, you can apply the same

indenting specifications to all the paragraphs within that object.

Keep in mind that any line following a carriage return will be considered the first line of a new paragraph.

11.3.10.9.1 To indent lines

Right-click the field or object you want to format to bring up the shortcut menu.

On the shortcut menu, click Format text.

The Format Editor dialog box appears.

Click the Paragraph tab.

In the Indentations area, you can indent the first line of the paragraph; indent every paragraph line

from the left edge of the object; and indent every paragraph line from the right edge of the object.

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Note:

• Only indentation values within the range of the field or object width are accepted.

• When you select the "Right to Left" reading order, indents are measured from the opposite side

of the object. That is, a left indentation is measured from the right side of the object.

Click OK to save your changes.

11.3.11 To allow for overflow field representation

Right-click the currency field or number field you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears with the Number tab open.

Click the Customize button.

The Custom Style dialog box appears with the Number tab open.

To allow overflow field representation, clear the Allow Field Clipping check box.

Note:

You also have the option to click the Conditional Formatting button to enter a formula in the

Format Editor. In the Format Formula Workshop, you can specify that field clipping will be disabled

only when certain conditions are met.

Click OK to save your changes.

To view the results, refresh the report. If you disabled field clipping, any numeric/currency field values

that are larger than the field objects containing them will be represented by number signs (######).

11.3.11.1 To allow for overflow field representation

Right-click the currency field or number field you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears with the Number tab open.

Click the Customize button.

The Custom Style dialog box appears with the Number tab open.

To allow overflow field representation, clear the Allow Field Clipping check box.

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Note:

You also have the option to click the Conditional Formatting button to enter a formula in the

Format Editor. In the Format Formula Workshop, you can specify that field clipping will be disabled

only when certain conditions are met.

Click OK to save your changes.

To view the results, refresh the report. If you disabled field clipping, any numeric/currency field values

that are larger than the field objects containing them will be represented by number signs (######).

11.3.12 Selecting multiple objects

You can select multiple objects, including text, field, chart, map, bitmap, OLAP grid, Cross-Tab and

OLE objects, to format them together.

Once you have selected multiple objects, you can move, align, size, cut, and copy and paste them as

a group. You can also change their font, color, and paragraph style.

Objects are moved, aligned, and sized based on a "main" object, which is usually the last object you

select. You can change the main object to another by right-clicking the desired object.

11.3.12.1 To select multiple objects

Click one object, and Ctrl+click the other objects you want to select.

Note:

You can also lasso a number of objects by left-clicking and dragging your cursor over an area.

Right-click the main object.

On the short-cut menu, select the appropriate formatting option.

11.3.12.2 To select all objects in a section

On either the Design or Preview tab, right-click the gray area to the left of the section you want to

work with.

From the shortcut menu, select Select All Sections Objects.

All report objects in that section are selected.

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11.3.13 Vertical placement

On the Common tab of the Format Editor, you can use the text rotation options to vertically align the

fields and text-based objects on your report.

When you select a text rotation of 90 degrees, the text shifts 90 degrees in a counter-clockwise direction.

When you select a text rotation of 270 degrees, the text shifts 270 degrees in a counter-clockwise

direction.

Note:

• If text rotation is left at 0 degrees, your report is horizontally formatted, left to right.

• For text rotation of text-based objects, the Can Grow option that prevents the truncation of text inside

an object is automatically cleared. For more information on the Can Grow option, see Preventing

the truncation of text inside an object.

• Vertically formatted text that spans over the edge of the page cannot be displayed as part of your

report.

11.3.14 Inserting character and line spacing

With Crystal Reports, you can specify the amount of spacing between characters or lines for memo

fields, string fields, and text-based objects.

11.3.14.1 To insert character and line spacing

Right-click the field or object you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears.

Click the Font tab.

You will use this tab to set up the character spacing values.

In the Spacing area, in the Character spacing exactly field, specify the value n that each character

occupies.

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The value n is defined as the distance in number of points measured from the start of one character

to the start of the next. When you change the character spacing, you change only the spacing

between adjacent characters, not the font size of the characters.

For example, if you specify a 14-point font with a character spacing of 14 points, each character will

remain as a 14-point font size, occupying a space that is 14 points wide.

Click the Paragraph tab.

You will use this tab to set up the line spacing values.

In the Spacing area, in the Line spacing field, specify the line spacing as a multiple of the font size

you are using, or as an exact number of points.

Click OK to save your changes.

11.3.15 Setting fractional font sizes

On the Font tab of the Format Editor, you can select a fractional font size for database fields and

text-based objects on your report.

11.3.15.1 To set fractional font sizes

Right-click the field or object you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears.

Click the Font tab.

In the Size list, type the desired fractional font size for the field or object.

Note:

The number you type must be between 1 and 1638. Crystal Reports will automatically round all

fractional entries to the nearest 0.5. Consequently, in your report, you can use the fractional font

sizes 1.5, 2.5, 3.5, and so on, up to 1637.5.

Click OK to save your changes.

Note:

When setting fractional font sizes for individual database fields and text-based objects that you've

already placed on your report, you must make your changes manually—that is, by following these

procedures. (This is because the existing font settings of objects in your report will override your default

Options.) However, you can use the Fonts tab of the Options dialog box to adjust your default font

settings: these default Options will affect the new reports that you create, along with any new objects

that you add to an existing report.

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11.3.16 Setting page size and page orientation

You can view and print your reports using either portrait or landscape orientation, and in a variety of

page sizes.

You may also set different page orientation for each section in your report. This is useful for formatting

certain sections to display charts or other graphics.

Specify these options using the Page Setup command from the File menu.

11.3.16.1 To set page size and page orientation

On the File menu, click Page Setup.

The Page Setup dialog box appears.

In the Page Size box, select your page size.

In the Page Orientation box, select your page orientation.

In the Margins box, select your margins.

For information on conditional margins, see Changing margins conditionally.

11.3.16.2 To set page orientation by section

On the Report menu, click Section Expert.

The Section Expert appears.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

In the Sections list, select the section to be modified.

On the Paging tab, select the desired page orientation.

Note:

This option is not available for the Page Header and Pager Footer.

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11.3.17 Setting page margins

Margins are the write spaces on the left, right, top, and bottom of the page. Crystal Reports gives you

the option of setting margins to meet your specifications.

11.3.17.1 To set specific margins

On the File menu, click Page Setup.

The Page Setup dialog box appears.

Change the default page margins to fit your needs.

Click OK to save your changes.

Page margins can also be controlled by use of conditional formulas. See Changing margins conditionally.

Note:

• All margins are calculated from the page edge. Thus, a left margin of .25 inches causes the printing

to start exactly one quarter inch in from the edge of the page.

• You can select the Adjust Automatically check box if you want Crystal Reports to adjust the report's

margins automatically the next time you change the page size. If you choose a new page size that

is large enough for the current printable area, Crystal Reports increases or decreases the margins

by enlarging or reducing the left/right and top/bottom margins by the same factor. If you choose a

new page size that is smaller than the current printable area, Crystal Reports fills the entire page

by reducing the margins to 0. If you next choose a bigger page, this (reduced) printable area is kept

and the left/right, top/bottom margin ratios become 1:1.

11.3.18 TrueType fonts

Designing your report with printer-specific fonts can lead to problems when using different printers. The

fonts may not be supported by the other printers, or if they are supported, the fonts may not be installed

on the printers.

During the printing process, if you encounter printer-specific fonts that are unrecognizable to the printer

driver, Crystal Reports substitutes the fonts, creating inconsistent results. To avoid this situation, only

common TrueType fonts should be used when designing reports.

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11.3.19 Printer drivers

11.3.19.1 Updating printer drivers

In order to maintain performance, Crystal Reports queries the printer driver for each of the font elements

(font metrics), such as average character height, character width, height of the ascenders and

descenders, internal leading, and so on. A problem may develop if using an older printer driver that

does not return the font metrics accurately. If you are experiencing problems when printing (missing

fields, incorrect formatting, and so on), it is recommended that you obtain and install the most recently

updated drivers for your printer. In many cases, the newer printer drivers provide accurate font metrics

and any printing issues are quickly resolved.

11.3.19.2 Inconsistencies due to printer drivers

Inconsistencies may occur if different printer drivers are used to create and print your reports. These

inconsistencies are a result of the various methods that individual printer drivers use to measure text

metrics such as font size. When printed, text-based objects may be misaligned, truncated, or overprint

each other. Examples of text-based objects include string or character fields, text objects, memo fields,

numeric fields, and formula fields.

Problems such as these may arise when you have:

• Two identical printers, but each one is using a different printer driver.

• Two different printers using the same printer driver.

• Two different printers using different printer drivers.

• One printer driver that uses the TrueType font and a second printer driver that maps TrueType fonts

to PostScript fonts.

• Two identical printers using the same printer driver, but each one is printing from a different version

of Microsoft Windows.

• Two identical printers using the same printer driver, but the printer drivers are different versions.

• Two identical printers, two identical printer drivers, and two identical operating systems, but the

resolution of the video drivers is different.

Therefore, while a document using one printer driver may require six full lines to display a block of text:

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• Using a second printer driver that measures fonts narrower could result in the same block of text

requiring less than six full lines.

• Using a third printer driver that measures fonts wider could require more than six full lines.

The goal of the report distributor is to design reports that accommodate printer driver dependency and

still print consistently using different printer drivers. To do this, Crystal Reports provides several design

solutions. If taken into account when creating your report, these solutions can ensure proper printing

and distribution for your report in almost any environment.

For reports that will be viewed online, you can avoid inconsistencies from printer drivers by disabling

the report's reliance on a printer driver. For more information on disabling a printer driver, see Formatting

a report for web viewing.

11.3.20 Formatting a report for web viewing

If your report will be viewed online, you may choose to format your report for web viewing. You can

create custom page sizes and adjust margins for a viewer's screen without being restricted to

printer-specific settings. Disabling reliance on a printer driver also prevents inconsistencies that can

occur if your report is viewed with a different printer driver than the one you created it with.

11.3.20.1 To format a report for web viewing

On the File menu, click Page Setup.

The Page Setup dialog box appears.

In the Printer Options box, select the No Printer check box.

Select your desired page size, page orientation, and page margins.

Note:

• Reports formatted for web viewing can also be printed. If the custom page size is larger than the

printed page size, your report will be scaled down to fit the page. If the custom page size is

smaller than the printed page size, a portion of your report will be enlarged to fit the printed page

size.

• Exported reports will retain custom page formatting except for reports exported to XLS format.

11.4 Formatting properties

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You can set formatting properties using the Format Editor for objects and the Section Expert for report

sections. In most cases, you can set one of two types of properties:

• Absolute (always apply the property).

• Conditional (apply the property only if certain criteria are met).

11.5 Working with absolute formatting

Absolute formatting is formatting that applies under any condition. This type of formatting property

always follows a "select, then apply" procedure. For example, you select what it is that you want to

format (object or section), then you apply the formatting to the selection using property settings.

You can use the following dialog boxes to format your reports:

• Format Editor to format field values.

• Section Expert to format entire sections.

• Highlighting Expert to conditionally format all types of fields.

Each of these dialog boxes contains a number of different formatting properties, as well as the tools

for turning the properties on or off and specifying attributes.

11.5.1 Adding borders, color, and shading to a field

Crystal Reports allows you to add borders, color, and shading to fields on your report in order to

emphasize important data and create professional-looking reports.

11.5.1.1 To add borders, color, and shading to a field

Right-click the field you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears.

Click the Border tab.

Select the line style, color, and background color of the field.

Click OK to save your changes.

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11.5.2 Making a report, section, area, or object read-only

You can make a report, section, area, or object read-only so it can't be formatted. When you set this

option, choices in the Format Editor become inactive. The formatting options that are usually available

on the toolbars or shortcut menus are also suppressed for the report or object.

Note:

This feature is for your convenience in protecting report formatting; it is not intended to be used as

report security.

11.5.2.1 To make a report read-only

On the File menu, select Report Options.

Select Read-only.

11.5.2.2 To make a section or area read-only

On the Report menu, select Section Expert.

Select the section or area that you want to make read-only.

On the Common tab, select Read-only.

Note:

When a section is read-only, you can move it, cut it, and delete it, but you cannot make changes

within the section. When an area is read-only, all sections in the area are read-only; therefore, you

cannot insert another section, nor can you move, cut, or delete an existing section.

11.5.2.3 To make an object read-only

Right-click the object you want to make read-only.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears.

On the Common tab, select Read-only.

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Note:

•

You can also do this by clicking the Lock Format button on the Formatting toolbar.

• When a report object is read-only, you can move it, copy it, cut it, delete it, browse its data, and

select it, but you cannot format it.

11.5.3 Locking an object's size and position

You can lock the position of the selected report object so it can't be moved. When you set this option,

you cannot drag the object in the Report Designer and the Size and Position command becomes

inactive.

11.5.3.1 To lock an object's size and position

Select the object whose size and position you want to lock.

On the Formatting toolbar, click Lock Size/Position.

11.5.4 Changing your default field formats

Crystal Reports allows you to display database fields in almost any format on your report. This section

describes how to use the Options command to control the default format settings that Crystal Reports

uses when you add a field to any report. In the Options dialog box, you can set the default formats for

database fields of the following type: String, Number, Currency, Date, Time, Date and Time, and Boolean.

Note:

When you change default field formats, your new settings affect only the objects that you subsequently

add to a report. To format fields that you've already added to a report, you must right-click the field in

the report and select Format Field from the shortcut menu.

11.5.4.1 To specify default formats for fields

On the File menu, click Options.

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In the Options dialog box, click the Fields tab.

Click the button appropriate to the type of field you want to format (String, Number, Currency, Date,

Time, Date and Time, or Boolean).

The Format Editor appears.

Use the Format Editor's tabs to specify the formats you want.

Click OK.

11.5.4.2 Setting default formats for Date, Time, and Date and Time fields

The following procedures first describe how to specify standard formats for Date, Time, and Date and

Time fields, and then describe how to customize the formats for such fields.

Note:

These default settings will affect only the objects that you subsequently add to a report. To format fields

that you've already added to a report, you must right-click the field in the report and select Format Field

from the shortcut menu.

11.5.4.2.1 To set standard default formats for Date, Time, and Date and Time fields

On the File menu, click Options.

In the Options dialog box, click the Fields tab.

To open the Format Editor, click the button appropriate to the field you want to format (Date, Time,

or Date and Time).

Note:

If you click the Date and Time button in the Format Editor, then any subsequent changes will affect

"Date and Time" fields only. You must click Date or Time to format independent date fields or time

fields.

In the Format Editor dialog box, click the Date and Time tab.

Select a predefined format from the list (or click Customize to create your preferred format). When

you click a new format, you can preview the results in the Sample area of the Format Editor.

Note:

From the list of predefined formats, you can choose the System Default settings to ensure that

Crystal Reports uses the formats dictated by Windows. You can alter your system's settings in the

Regional Settings Properties dialog box, located in the Control Panel.

Once you've selected a format, click OK in the Format Editor dialog box.

Click OK in the Options dialog box.

Now, when you add Date, Time, or Date and Time fields to a report, Crystal Reports should use the

format you specified.

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11.5.4.2.2 To customize formats for Date, Time, and Date and Time fields

On the File menu, click Options.

In the Options dialog box, click the Fields tab.

Open the Format Editor by clicking the button appropriate to the field you want to format (Date,

Time, or Date and Time).

In the Format Editor dialog box, click the Date and Time tab.

Click Customize to open the Custom Style dialog box.

Note:

If you chose to format "Date and Time" fields at Step 3, then you will see three tabs in the Custom

Style dialog box (Date and Time, Date, and Time). The formats specified in these tabs apply only

to the two elements of "Date and Time" fields, and will not affect the formats specified for independent

date fields or time fields.

Create your preferred format by adjusting the various options in the Custom Style dialog box.

Once you've finished designing your format, click OK in the Custom Style dialog box.

Click OK in the Format Editor dialog box.

To format another type of field, click the appropriate button in the Options dialog box. Otherwise,

click OK to return to Crystal Reports.

Now, when you add Date, Time, or Date and Time fields to your reports, Crystal Reports should use

the customized format that you created.

11.5.5 Adding and editing lines

Crystal Reports allows you to add lines to a report to emphasize important data and create

professional-looking reports. Lines can run horizontally or vertically. For a vertical line to be broken

across several pages, the report section that the line ends in must not be on the same page that it starts

on. For example, if a line runs from a group header to the corresponding group footer, the line continues

on the top of each subsequent page—just below the page header—until the group footer is encountered.

11.5.5.1 To add lines to a report

On the Insert Tools toolbar, click Insert Line.

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Use the pencil cursor to draw the line where desired.

Note:

You cannot draw diagonal lines.

11.5.5.2 To edit lines on a report

Right-click the line you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Line.

The Format Editor dialog box appears.

On the Line tab, make the desired changes to the line.

Click OK to save your changes.

11.5.6 Adding and editing boxes

Crystal Reports allows you to add boxes to a report to emphasize important data and create

professional-looking reports.

11.5.6.1 To add boxes to a report

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On the Insert Tools toolbar, click Insert Box.

Use the pencil cursor to draw the box where desired.

11.5.6.2 To edit boxes on a report

Right-click the box you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Box.

The Format Editor dialog box appears.

On the Box tab, make the desired changes to the box.

Click OK to save your changes.

11.5.7 Expected behavior of line and box formatting

This section lists the expected behavior of line and box formatting for some common cases.

Note:

This table uses Short Section Names, for more information about this convention, see Identifying and

working with areas and sections.

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EndStartBetween these sections

In the bottom section, or if that

section is suppressed, at the top

of the next visible section.

In the top section, or if that sec-

tion is suppressed, at the top of

the next visible section before

the bottom section (including the

bottom section).

• RH to PH

• RH to RF

• RH to PF

• PH to RF

• PH to PF

• RH to PH

In the last instance of the

GH/D/GF on a page, or if these

sections are suppressed, before

the first footer section.

In the top section, or if that sec-

tion is suppressed, at the top of

the next visible header section

(RH or PH). If these sections are

suppressed, the first visible

GH/D/GF section.

• RH to GH/D/GF

• PH to GH/D/GF

In the bottom section, or if that

section is suppressed, at the top

of the next visible section.

In the first instance of a

GH/D/GF section on a page, or

if these sections are sup-

pressed, at the top of the first

visible footer section (RF or

PF)—provided that the section

is not after the bottom section.

• GH/D/GF to RF

• GH/D/GF to PF

In the first instance of the GH3

section, or if that section is sup-

pressed, at the top of the next

visible GH/D/GF section. If these

sections are suppressed, at the

top of the first RH/PH/RF/PF.

In every instance of the GH2

section, or if that section is sup-

pressed, at the top of any

GH/D/GF section before the end

section.

• GH2 to GH3

In the first instance of the D

section, or if that section is sup-

pressed, at the top of the next

visible GH/D/GF section. If these

sections are suppressed, at the

top of the first RH/PH/RF/PF.

In every instance of the GH2

section, or if that section is sup-

pressed, at the top of any

GH/D/GF section before the end

section.

• GH2 to D

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EndStartBetween these sections

In the first instance of the GF3

section, or if that section is sup-

pressed, at the top of the next

visible GH/D/GF section. If these

sections are suppressed, at the

top of the first RH/PH/RF/PF.

In every instance of the GH2

section, or if that section is sup-

pressed, at the top of any

GH/D/GF section before the end

section.

• GH2 to GF3

In the GF2 section that corre-

sponds to the GH2 section, or if

that section is suppressed, at

the top of the next visible

GH/D/GF section. If these sec-

tions are suppressed, at the top

of the first RH/PH/RF/PF.

In every instance of the GH2

section, or if that section is sup-

pressed, at the top of any

GH/D/GF section before the end

section.

• GH2 to GF2

In the end section, or if that

section is suppressed, at the top

of the next visible GH/D/GF

section. If these sections are

suppressed, at the top of the

first RH/PH/RF/PF.

In the first instance of the GH2

section in group one, or if that

section is suppressed, at the top

of any GH/D/GF section before

the end section.

• GH2 to GF1

In the end section, or if that

section is suppressed, at the top

of the next visible GH/D/GF

section. If these sections are

suppressed, at the top of the

first RH/PH/RF/PF.

In the first instance of the D

section in group two, or if that

section is suppressed, at the top

of any GH/D/GF section before

the end section.

• D to GF2

In the end section, or if that

section is suppressed, at the top

of the next visible GH/D/GF

section. If these sections are

suppressed, at the top of the

first RH/PH/RF/PF.

In the first instance of the GH2

section in group one, or if that

section is suppressed, at the top

of any GH/D/GF section before

the end section.

• GF2 to GF1

11.5.8 Adding shapes to a report

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When designing report formats in Crystal Reports, you can insert a variety of shapes such as circles,

ellipses, and boxes with rounded corners, as part of your report. This is especially useful for formatting

reports in languages that require these shapes to effectively communicate.

11.5.8.1 To add shapes to a report

Add a box to your report.

See Adding and editing boxes.

Right-click the box to bring up the shortcut menu.

On the shortcut menu, click Format Box.

In the Format Editor that appears, click the Rounding tab.

Select a number between 0 and 100 in the Rounding box, or move the slider to the right to increase

the curvature of the box corners.

The box that you started with gradually changes to an ellipse or circle, depending on how far you

move the slider to the right.

Note:

If you have specified rounding for a box, you cannot use the Drop Shadow option that is usually

available on the Box tab of the Format Editor.

Once the appropriate shape is created, click OK to save your changes.

11.5.9 Scaling, cropping, and sizing objects

When you create or modify a Crystal report, you can insert a variety of OLE objects. For more information

about OLE objects and how to insert them in your report, see OLE. Once an OLE object is present in

your report, you can scale, crop, or size it.

11.5.9.1 To scale, crop, or size an object

Add a picture or other OLE object to your report.

See Inserting OLE objects into reports.

Note:

This procedure also applies to BLOB field objects.

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Right-click the object and select Format Graphic from the shortcut menu.

In the Format Editor, click the Picture tab.

To crop the object, specify the size of the piece that you want to cut from its top, bottom, left, and/or

right side.

Note:

Cropping begins at the outer edge of the object. Positive numbers cut into the object, while negative

numbers add the specified amount of white space between the outer edge of the object and the

frame.

To Scale the object as a percentage of the original height and width, enter the new scaling

percentages.

For example, if your object is one inch wide, that width is automatically assigned a width scaling

value of 100%. To double the width of the object, change Scaling Width to 200% (twice the size of

the original). Likewise, to reduce the width of the object to half, change Scaling Width to 50%.

To resize the object, enter a new width and height.

For example, if your object is a one inch square, each of the Size settings will initially be set at one

inch. To double the length and width of the object (to make a two inch square), reset the Size settings

to two inches each. To reduce the size of the object to a half inch square, reset the Size settings to

a half inch each.

11.5.10 Using conventional accounting formats

As a way of supporting the conventions used in the accounting profession, Crystal Reports lets you

decide on how to display the currency symbol, negative values, and zero values on your financial

reports. You can also set up your report to reverse the signs for credit and debit amounts.

11.5.10.1 To use accounting conventions in a report

Right-click the currency field or number field you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears with the Number tab open.

In the Style area, select how you want the system number format to appear for either positive or

negative values.

In the Currency Symbol (system default) area, specify how you want the currency symbol to appear

with the values on your report.

Click OK to save your changes.

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11.5.10.2 To customize the accounting conventions for a report

Right-click the currency field or number field you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears with the Number tab open.

Click the Customize button.

The Custom Style dialog box appears with the Number tab open.

Select the Use Accounting Format check box.

Once you select this option, the following conditions occur:

• In the Negatives list, how the negative values appear on your report are determined by the

Windows locale settings. The negative values are represented by either a minus sign or brackets.

• In the Show Zero Values as list, the dash symbol is automatically selected to represent zero

values on your report.

• On the Currency Symbol tab of the Custom Style dialog box, the currency symbol is positioned

on the left-side of the currency and numeric values.

Note:

Changes made to the Windows locale settings are implemented only after you exit and restart Crystal

Reports.

Select the Reverse Sign for Display check box to reverse the signs for debit and credit amounts

in your financial reports.

Click OK to save your changes.

Click OK again to return to your report.

11.5.11 Repeating report objects on horizontal pages

Some report objects, such as cross-tabs and OLAP grids, can expand horizontally over a number of

pages. Crystal Reports lets you designate other report objects that don't expand horizontally, such as

text objects, field objects, OLE objects, charts, maps, lines, boxes, and so on, to be repeated on each

additional horizontal page that the cross-tab or OLAP grid creates. For example, if your report's page

footer includes an image, a text object, and a page number, you can use the Format Editor to make

Crystal Reports repeat these objects on each horizontal page.

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11.5.11.1 To repeat objects on horizontal pages

Right-click the report object you want to repeat.

On the shortcut menu, click Format Field, or the appropriate format option.

Note:

Formatting options are not available if the object you select is connected to the BusinessObjects

Enterprise Repository. For information about modifying an object in the repository, see Modifying

objects in the repository.

On the Common tab of the Format Editor, select the Repeat on Horizontal Pages check box.

For a line or a box, the Repeat on Horizontal Pages option appears on the Line or Box tab.

Click OK to save your changes.

Now, if a cross-tab or OLAP grid makes your report expand horizontally, the object you formatted is

repeated on each horizontal page.

• The repeated copies of a report object cannot be moved; you must move the original object to move

the copies.

• You can format any copy of a repeated report object, but changes you make are applied to all copies.

• Report objects in a section with the Relative Positions option selected in the Section Expert cannot

be repeated.

11.5.11.2 Numbering horizontal pages

A Special Field called Horizontal Page Number lets you number horizontal pages.

11.5.11.2.1 To number horizontal pages

In the Field Explorer, scroll down to Special Fields and expand the node by clicking it.

Choose Horizontal Page Number from the list and insert it in your report.

Note:

The Repeat on Horizontal Pages option is automatically turned on when you insert the Horizontal Page

Number field this way. If you cut and paste a Horizontal Page Number field, or if you insert such a field

into another field or text object, the Repeat on Horizontal Pages option is not automatically turned on.

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11.5.12 Using white space between rows

The height of a section in relation to the objects within it affects the amount of white space that appears

between rows on the report.

The free-form Design tab lets you add and delete white space in two ways:

• Using the Resizing cursor to resize the area on the Design tab.

• Changing the option in the Section Expert.

Note:

You can also right-click the shaded area to the left of the section and select Fit Section from the shortcut

menu. The program automatically resizes the section so that the bottom boundary is even with the

baseline of the bottom object in the section.

11.5.12.1 Adding white space by resizing

To add extra white space between rows in the report, move the pointer over the lower section boundary

line. The pointer changes to a Resizing cursor. When the Resizing cursor appears, drag the section

boundary downward to add extra white space.

Note:

White space can also be added to a section by right-clicking the shaded area to the left of the section

and selecting Insert Line from the shortcut menu. The program resizes the section automatically, adding

the amount of space necessary to hold a line of typical database fields.

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11.5.12.2 Deleting white space by resizing

To delete unnecessary white space within a section, move the pointer over the lower section boundary

line. The pointer changes to a Resizing cursor. When the Resizing cursor appears, drag the section

boundary upward to remove extra white space.

11.5.12.3 Deleting white space by suppressing a section

If an entire section is blank, you can eliminate the unnecessary white space that the Page Footer would

occupy by suppressing the section in the Section Expert.

If you are not putting anything into the Page Footer section of the report, select the Clamp Page Footer

option in the Section Expert to eliminate white space at the bottom of your report pages.

11.5.12.3.1 To delete white space by suppressing a section

On the Report menu, click Section Expert.

The Section Expert appears.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

In the Sections area, click the section you want to suppress.

On the Common tab, select the Suppress (No Drill-Down) check box.

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Click OK to return to your report.

The blank section will no longer be printed.

11.5.12.3.2 To delete white space by clamping the Page Footer

On the Report menu, click Section Expert.

The Section Expert appears.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

In the Sections area, click Page Footer.

Click Clamp Page Footer.

Click OK to return to your report.

The report eliminates white space by placing the Page Footer directly beneath the last visible section.

11.6 Working with conditional formatting

Conditional formatting is formatting that applies only under certain conditions. For example, in a report

you may only want:

• Customer balances printed in red if they are past due.

• The dates to appear in Day, Month, Year format if the customer is Canadian.

• Background color to appear on every other line.

Crystal Reports makes it easy to apply conditional formatting in these and hundreds of other situations.

With absolute formatting, you follow the "select, then apply" procedure. For conditional formatting, you

follow the same general procedure, but you go a step further and set up conditions that determine

whether or not the formatting will be applied. You specify these conditions using simple formulas.

For more information on creating formulas using Crystal or Basic syntax, see the online help.

When a conditional formatting formula is set up, the formula overrides any fixed settings you have made

in the Format Editor. For example, if you select the Suppress option, then set up a conditional formula

for the Suppress option, the property will still apply only if the condition in the formula is met.

Crystal Reports enables you to set both on and off properties and set attribute properties conditionally.

However, each of these requires a different kind of formula.

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11.6.1 Conditional on or off properties

A conditional on or off property tests to see if a condition has been met. It is on if the condition is met,

off if the condition is not met. There is no middle ground. Use Boolean formulas for this kind of formatting.

Crystal syntax example

condition

Basic syntax example

formula = condition

The program tests each value to see if it meets the condition and it returns a "yes" or "no" answer. It

then applies the property to every value that returns a "yes" answer.

11.6.2 Conditional attribute properties

A conditional attribute property tests to see which of two or more conditions is met. The program then

applies the formatting appropriate to the condition. For example, assume that you want values under

quota printed in red and all other values printed in black. The program tests to see whether the value

is under quota or not. If it is under quota, then it applies the red attribute; if it is not, then it applies the

black attribute.

Use an If-Then-Else formula for this kind of conditional formatting.

Crystal syntax example

If Condition A Then

crRed

Else

crBlack

Basic syntax example

If Condition A Then

formula = crRed

Else

formula = crBlack

End If

When conditional attribute properties are set up, Crystal Reports loads a selection of attributes into the

Functions list in the Formula Workshop. Double-click any of these attributes to add them to a formula.

For example, if you are setting horizontal alignment conditionally, the Functions list contains attributes

such as DefaultHorAligned, LeftAligned, and Justified. If you are setting borders conditionally, the

Functions list contains attributes such as NoLine, SingleLine, and DashedLine.

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Note:

Always include the Else keyword in conditional formulas; otherwise, values that don't meet the If condition

may not retain their original format. To retain the original format of values that don't meet your If condition,

use the DefaultAttribute function.

Crystal syntax example

If Condition A Then

crRed

Else

DefaultAttribute

Basic syntax example

If Condition A Then

formula = crRed

Else

formula = DefaultAttribute

End If

You can take this kind of property one step further. You can specify a list of conditions and a property

for each; you are not limited to two conditions. For example, if you have a number field on your report

that contains sales figures from countries around the world, you can specify the number attribute(s)

that you want to apply to each country. In this case, your conditions would specify that if it is from

Country A, the program should apply the Country A attribute; if it is from Country B, the Country B

attribute; if it is from Country C, the Country C attribute, and so on.

With more than two alternatives, use this kind of formula:

Crystal syntax example

If Condition A Then

crRed

Else If Condition B Then

crBlack

Else If Condition C Then

crGreen

Else

crBlue

Basic syntax example

If Condition A Then

formula = crRed

ElseIf Condition B Then

formula = crBlack

ElseIf Condition C Then

formula = crGreen

Else

formula = crBlue

End If

Use a multi-condition If-Then-Else formula for this kind of conditional formatting.

11.6.2.1 To change fonts conditionally

Right-click the field you want to format to bring up the shortcut menu.

On the shortcut menu, click Format Field.

The Format Editor dialog box appears.

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Click the Font tab.

To change any of the font options, click the appropriate Formula button, located on the right side

of the dialog box.

In the Formula Workshop, you can specify that conditional fonts will change only when certain

conditions are met.

Click Save and close.

Note:

• If there is an error in the formula, a message box appears, asking if you want to save anyway.

If you click No, a second message box is displayed, detailing the error.

• If there is no error in the formula, you are returned to the Format Editor. Note that the Formula

button has changed. This indicates that a formula has been entered for that property.

Click OK to return to your report.

11.6.3 Changing margins conditionally

Page margins can be controlled conditionally by use of formula.

Margins based on page number

The following formula checks whether a page number is even or odd and sets the margins accordingly:

if the page is an even number, the margin is set to one inch; if the page is an odd number, the margin

is set to two inches.

If Remainder(pagenumber,2) = 0 then 1440 else 2880

Margins based on page orientation

The following formula checks for page orientation and sets the margins accordingly: if the orientation

is portrait, the margin is set to one inch; if the orientation is landscape, the margin is set to two inches.

If CurrentPageOrientation = crPortrait then 1440 else 2880

Note:

Margin position is measured in twips; there are 1440 twips in an inch.

11.6.3.1 To change margins conditionally

On the File menu, click Page Setup.

The Page Setup dialog box appears.

Click the Conditional Formula button next to the margin you wish to change.

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In the Formula Workshop, enter your conditional margin formula text.

Click Save and close to return to your report.

Click OK to apply your new settings.

11.6.4 Changing X position conditionally

You can change the X position (that is, the horizontal position from the left margin) for an object based

on a condition. You might do this when you want objects to appear in different columns when their

values meet a certain condition; for example, orders that shipped on time appear in the first column,

while orders that shipped late appear in a second column.

Note:

You cannot conditionally change the X position of line or box objects.

11.6.4.1 To conditionally change the X position of an object

Right-click the field that you want to move conditionally, and select Size and Position.

Click the Conditional Formula button next to the X position value field.

In the Formula Workshop, enter your conditional X position formula text.

For example, to move orders that were shipped late to a second column, enter formula text such as

this:

If (Orders.Ship Date) < CDateTime (2004, 01, 01, 02, 10, 11) then 4320

Note:

The number 4320 represents the new position that you want to define as the second column. The

position is measured in twips; there are 1440 twips in an inch.

Click Save and close to return to your report.

Click OK to save your position setting.

Crystal Reports moves objects that meet your condition to a new position, but leaves those objects that

don't meet the condition where you originally placed them.

11.6.5 Creating footers after the first page

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You may choose to print a page footer on all pages except the first page. You can do this by formatting

the Page Footer section conditionally, using an on or off property.

11.6.5.1 To create footers after the first page

Place the field you want displayed as a page footer in the Page Footer section of the report.

On the Report menu, click Section Expert.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

The Section Expert dialog box appears.

In the Sections area, click Page Footer.

To open the Formula Workshop, click the Formula button, located to the right of the Suppress (No

Drill-Down) check box.

Enter the following formula in the Format Formula Editor:

Crystal syntax example:

PageNumber = 1

Basic syntax example:

formula = PageNumber = 1

This formula suppresses the page footer on the first page, but not on any of the other pages.

Click Save and close.

Note:

• If there is an error in the formula, a message box appears, asking if you want to save anyway.

If you click No, a second message box is displayed, detailing the error.

• If there is no error in the formula, you are returned to the Section Expert. Note that the Formula

button has changed. This indicates that a formula has been entered for that property.

On the Standard toolbar, click Preview to preview the report and ensure that the page footer

appears on all pages but the first.

Note:

• If you have a multi-line page footer and have inserted the lines into separate Page Footer sections,

you will need to suppress each section conditionally, using the formula above.

• To create a page header that appears on all pages but the first, place the header information in the

Page Header section and then suppress that section conditionally, using the same formula that was

used for suppressing the Page Footer section.

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11.6.6 Using the Highlighting Expert

The Highlighting Expert enables you to apply conditional formatting to all types of report fields (Number,

Currency, String, Boolean, Date, Time, and Date and Time fields). With the expert, you format the

selected field either by specifying a condition based on that field's value, or by specifying a condition

based on the value of a different report field. In other words, the expert enables you create the following

formula: If the value of field X meets condition A, then apply the specified formatting to the field selected

on the report.

When used for conditional formatting, the Highlighting Expert allows you to:

• Modify several attributes at once, without writing a formula.

• Highlight all field types used in the report.

• Format font style, background color, font color, and border style.

• Format a field based on its own values or the values of another field.

• Highlight a cross-tab or OLAP cell based on row and column heading values.

• Enter values using your locale-specific number format (such as 1,224.23 for North American users).

• Enter dates numerically or textually (January 12, 2001, or Jan 12, 2001).

• Undo highlighting quickly.

When you need to conditionally format report fields, the Highlighting Expert is quicker and easier to use

than the Formula Workshop. The Highlighting Expert is most commonly used to highlight field values

that are in some way distinguished from other values in the report. You might, for example, highlight

your key customers by printing the {Customer.Last Year's Sales} field with a red background whenever

the sales value exceeds $50,000. Alternatively, to draw attention to outstanding orders, you might bold

the {Product.Product Name} field whenever the {Orders.Shipped} value is False.

The Highlighting Expert, however, is not as flexible as the Formula Workshop. To use the formatting

capabilities of Crystal Reports to their full potential, create your own conditional formatting formulas

with the Formula Workshop (accessible through the Format Editor dialog box). For complete details,

see Using Formulas.

11.6.6.1 Conditionally formatting fields using the Highlighting Expert

The Highlighting Expert is a quick alternative to the Formula Workshop; it allows you to conditionally

format any of your report fields. The Highlighting Expert essentially enables you create the following

formula: If the value of field X meets condition A, then apply the specified formatting to the field selected

on the report.

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The dialog box is divided into two areas: the Item list area displays the formula; the Item editor area

allows you to specify the formula. The Item editor area includes a Sample field that displays the formatting

specifications being applied.

11.6.6.1.1 To conditionally format fields using the Highlighting Expert

To open the Highlighting Expert, right-click the field you want to format and select Highlighting

Expert from the shortcut menu.

Tip:

You can also start the expert by clicking the Highlighting button on the Expert Tools toolbar, or

by clicking Highlighting Expert on the Format menu.

When opened, the expert is set to format the field that is currently selected on the report.

In the Highlighting Expert, click New to create a new conditional formula with default settings.

In the Item editor area, click the Value of list and select the field that you want to base your condition

on.

The field chosen here is the field upon which your condition is based; this field need not be the field

that is being formatted. To create a condition based on the values of the field that is being formatted,

select "this field" from the list. To base your condition on a different report field, select it from the list

of available fields.

Note:

The "Value of" list displays only those fields that you have added to the report.

Select a comparison from the second list (is equal to, is less than, and so on).

This comparative statement works as the operator in the conditional formula created by the expert.

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Complete the condition by entering the desired value in the box.

Note:

If the field selected in the "Value of" list is not numeric, the text box turns into a list of available values,

from which you must select one.

In the Font style, Font color, Background, and Border lists, specify the formatting changes that

you want to apply to the selected field when your condition is met.

Repeat steps 3 and 4 if you want to apply multiple highlighting conditions to the selected field.

Note:

You can use the expert's Remove button to delete highlighting formulas from the list.

Use the Priority arrows to specify the order in which you want Crystal Reports to apply your

conditions. For details, see Setting highlighting priorities.

Click OK to return to your report.

11.6.6.2 Setting highlighting priorities

The Priority buttons in the Item list area of the Highlighting Expert allow you to set priorities for your

formulas. This is useful when you have two or more formulas that could offer conflicting results in some

situations.

For example, suppose that you highlight the Unit Price field on the report. You assign to this field a

highlighting formula that shows a yellow background when a unit price is greater than $100. Then, on

this same report, you create another highlighting formula that shows a red background when a unit

price is greater than $200. Considering that 100 is a subset of 200, you could have Unit Price fields

with yellow backgrounds when, in fact, those fields should have red backgrounds. In other words, a

unit price of $300 could receive either a red or a yellow background, depending on which formula has

been assigned priority.

11.6.6.2.1 To set priorities for highlighting formulas

On the Format menu, click Highlighting Expert.

In the Item list area, select one of the conditional highlighting formulas that you have created.

Click the Priority arrows to move the selected formula to a position above or below the other

formula(s).

Note:

A formula has priority over another formula when it is higher in the Items list area.

Click OK.

Click the Preview tab or refresh the report to see the highlighting changes.

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11.6.7 Undo/Redo activities

Crystal Reports includes multiple levels of undo. With multiple levels of undo, you can undo any number

of changes to an object, in reverse order, until you have your report in the condition you want it.

The program also has a redo feature that reverses an undo. If you move an object, for example, and

do not like its new position, you can click Undo to move it back to its original position. If you then change

your mind, you can click Redo to restore the latest change.

The Undo and Redo buttons have lists that allow you to undo or redo a number of changes at one time.

•

To undo an action, click Undo on the Standard toolbar.

The first time the button is clicked, it reverses the most recent change made to the report. Each

additional time the button is clicked, it reverses the next most recent change.

To undo several actions at once, click the arrow button to display the list of actions. Select the series

of actions you wish to undo.

•

To redo a change after you have undone it, click Redo on the Standard toolbar.

The program disables the Undo button and the Undo/Redo commands whenever there is nothing

to undo/redo or when you have made a change that cannot be reversed.

To redo several actions at once, click the arrow button to display the list of actions. Select the series

of actions you wish to redo.

Note:

You can only undo or redo actions in order from the most recent backward. You cannot undo an action

without undoing more recent actions.

11.7 Using the Format Painter

Use the Format Painter to copy absolute or conditional formatting properties from one report object to

one or more target objects. The Format Painter button is activated on the Standard toolbar when you

select a source object in your report. If you apply formatting to a target field that is not the same as your

source field, only the common properties are applied. For example, if your source field is a Boolean

field and your target field is a currency field, only the common font and border properties are changed;

Boolean properties are not applied and currency properties are not set.

Note:

• The Format Painter does not copy hyperlink information to a target object or field.

• The Format Painter does not copy formatting that is applied through use of the Highlighting Expert.

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• The Format Painter does not copy formatting from text/template objects to database fields.

• The Format Painter can use any object (including Repository objects, read-only objects, and objects

contained in read-only sections) as a source of formatting (however, formatting cannot be applied

to these objects).

• When using a "Date and Time" field as your source, a target field's date or time properties are

changed; the reverse is also true (that is, a Date field or a Time field used as your source also affects

the date and time properties of a "Date and Time" field).

The following is a list of source report objects and field and the applicable targets you can use with the

Format Painter.

Target object or fieldSource object or field

Report field (not in a cross-tab)Report field (not in a cross-tab)

Report field in a cross-tabReport field in a cross-tab

Template fieldTemplate field

Text object (not in a cross-tab)Text object (not in a cross-tab)

Text object in a cross-tabText object in a cross-tab

Object in an OLAP grid headerObject in an OLAP grid header

Line objectLine object

Box objectBox object

OLE or BLOB fieldOLE or BLOB field

SubreportSubreport

Chart, map, OLAP grid, or cross-tabChart, map, OLAP grid, or cross-tab

11.7.1 To copy and apply formatting

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Select a source object or field in your report and click Format Painter.

Tip:

You can also select Format Painter from the shortcut menu.

Note:

• The Format Painter button is not available until you select an object or field.

• Click the button a second time, or press ESC, to exit the Format Painter.

Click the target object or field you want to apply formatting to.

When you move your mouse over your report, the cursor changes to a Stop cursor if the object or

field cannot be used as a target.

Note:

• You cannot apply formatting to read-only objects or fields.

• Double-click the Format Painter button, or hold the ALT key down if you want to apply formatting

to more than one object or field.

11.8 Working with barcodes

Barcodes allow companies to use computers to track products and sales. Specially designed scanners

read the barcode and the computer translates it into a human-readable form.

The Crystal Reports install includes the formula and fonts necessary for supporting Code39 barcodes.

You can add barcodes to your reports to be used for activities such as managing your inventory or

creating package labels.

Code39 is a basic barcode format supported by most scanners on the market. For support of additional

barcode types, such as UPC, please contact your preferred barcode vendor.

11.8.1 Adding a barcode

You can apply a barcode to an existing field or add a new field to the report specifically for the barcode.

You will need to consider the following information before adding a barcode:

• When a field is converted to a barcode, the default size changes to accommodate 16 characters at

24 pts.

This may cause the new data to overlap existing fields if there is not enough space between fields.

• Barcodes can be applied to number and string fields only.

The barcode cannot be applied to Currency, DateTime, or other field types.

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• To undo changing a field to a barcode, you must use the Undo command right after you use Change

to Barcode.

If you perform any other actions after you change the field to a barcode, you must either delete the

field item or use the Format Field option to reformat the appearance.

Related Topics

• Changing the appearance of a barcode

• Removing a barcode

11.8.1.1 To add a barcode

In the report, right-click the field to use for the barcode.

If the desired field is not in the report, use the Field Explorer to add the field to your report.

On the shortcut menu, select Change to Barcode.

The Select Barcode Type dialog box appears.

Select the barcode type from the list.

Click OK.

The field is changed to display barcodes instead of characters.

11.8.2 Changing the appearance of a barcode

You can use the Format Field option to change the appearance of a barcode.

There are many reasons to change the appearance of a barcode including the following:

• To change the size so that the barcode is not too large or too small for a scanner to read.

• To display the barcode in a different color.

Related Topics

• Adding a barcode

• Removing a barcode

11.8.2.1 To change the appearance of a barcode

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Right-click the barcode field that you would like to reformat.

From the shortcut menu, select Format Field.

The Format Editor appears.

Set your desired border, font size and color, or other options.

Click OK.

11.8.3 Removing a barcode

If you applied the barcode to the wrong field, or you decide that you do not want to have a barcode,

you can use Format Field to change the field back to a regular font.

Related Topics

• Adding a barcode

• Changing the appearance of a barcode

11.8.3.1 To change a barcode back to a regular font

Right-click the barcode field that you would like to reformat.

From the shortcut menu, select Format Field.

The Format Editor appears.

Select the Common tab.

In the Display String area, click the red formula editor button.

The Formula Editor appears.

Delete the string in the Formula text window and then click Save and Close.

Select the Font tab

Change the font and size to the desired size, and then click OK .

On the report, resize the field to a an appropriate length.

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Charting

12.1 Charting concepts

Crystal Reports enables you to include sophisticated, colorful charts in your reports. You can use charts

any time you want to improve the usefulness of a report.

12.1.1 Charting overview

Crystal Reports enables you to include sophisticated, colorful charts in your reports. You can use charts

any time you want to improve the usefulness of a report.

For example, if you have a sales report grouped by Region with a subtotal of Last Year's Sales for each

region, you can quickly create a chart that will display Sales per Region.

You can chart on the following:

• Summary and subtotal fields.

• Detail, formula, and Running Total fields.

• Cross-Tab summaries.

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• OLAP data.

You will typically chart on summary and subtotal information at the group level. However, depending

on the type of data you are working with, you can create an Advanced, Cross-Tab, or OLAP grid chart

for your report.

12.1.2 Chart layouts

The Chart Expert provides four layouts that correspond to certain sets of data.

You can create charts with any of the following layouts, and depending on the data you are using, you

can change the chart from one layout to another.

Advanced

Use the Advanced layout when you have multiple chart values or when you do not have any group or

summary fields in the report.

The Advanced chart layout supports one or two condition fields: with these condition fields, you can

create a 2-D, 3-D, or pie chart. Other specific functions with the Advanced layout include:

• Values can be grouped in ascending, descending, or specified order, as well as by Top N or Sort

totals.

• Values can be plotted for each record.

• Values can be plotted as a grand total for all records.

• Charts can be based on formula and Running Total fields.

Group

The Group layout is a simplified layout in which you show a summary on change of field for topics such

as Country.

Note:

In order to create a chart using the Group layout, you must have at least one group and at least one

summary field for that group.

Cross-Tab

Use the Cross-Tab layout to chart on a Cross-Tab object. A Cross-Tab chart uses the fields in the

cross-tab for its condition and summary fields.

OLAP

Use the OLAP layout to chart on an OLAP grid. An OLAP chart uses the fields in the OLAP grid for its

condition and summary fields.

Note:

Your report must include an OLAP grid before you can create an OLAP chart.

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12.1.3 Chart types

Different sets of data are particularly suited to a certain chart type. The following is an overview of the

main chart types and their most common uses.

Bar

Most bar charts (also known as a column chart) display or compare several sets of data. Two useful

bar charts are the Side-by-Side bar chart and the Stacked bar chart.

• Side-by-Side bar chart

A Side-by-Side bar chart displays data as a series of vertical bars. This type of chart is best suited

for showing data for several sets over a period of time (for example, last year's sales figures for AZ,

CA, OR, and WA).

• Stacked bar chart

A Stacked bar chart displays data as a series of vertical bars. This type of chart is best suited for

representing three series of data, each series represented by a color stacked in a single bar (for

example, sales for 1997, 1998, and 1999).

Line

A line chart displays data as a series of points connected by a line. This type of chart is best suited for

showing data for a large number of groups (for example, total sales over the past several years).

Area

An area chart displays data as areas filled with color or patterns. This type of chart is best suited for

showing data for a limited number of groups (for example, percentage of total sales for AZ, CA, OR,

and WA).

Pie

A pie chart displays data as a pie, split and filled with color or patterns. Pie charts are typically used for

one group of data (for example, the percentage of sales for the entire inventory); however, you have

the option to choose multiple pie charts for multiple groups of data.

Doughnut

A doughnut chart is similar to a pie chart, displaying data as sections of a circle or doughnut. If, for

example, you charted sales by region on a particular report, you would see the total number of sales

(the figure) in the center of the doughnut and the regions as colored sections of the doughnut. As with

the pie chart, you have the option to choose multiple doughnut charts for multiple groups of data.

3-D Riser

A 3-D Riser chart displays data in a series of 3-dimensional objects, lined up side-by-side, in a

3-dimensional plane. The 3-D Riser chart shows the extremes in your report data. For example, the

differences between sales by customer by country are visually dynamic when presented in this chart.

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3-D Surface

3-D Surface charts present a topographic view of multiple sets of data. If, for example, you need a chart

to show the number of sales by customer by country, in a visually dynamic and relational format, you

might consider using the 3-D Surface chart.

XY Scatter

An XY Scatter chart is a collective of plotted points that represent specific data in a pool of information.

The XY Scatter chart allows the user to consider a larger scope of data for the purpose of determining

trends. For example, if you input customer information, including sales, products, countries, months,

and years, you would have a collective of plotted points that represents the pool of customer information.

Viewing all of this data on an XY Scatter chart would allow you to speculate as to why certain products

were selling better than others or why certain regions were purchasing more than others.

Radar

A radar chart positions group data, such as countries or customers, at the perimeter of the radar. The

radar chart then places numeric values, increasing in value, from the center of the radar to the perimeter.

In this way, the user can determine, at a glance, how specific group data relates to the whole of the

group data.

Bubble

A bubble chart (an extension of the XY Scatter chart type) displays data as a series of bubbles, where

the size of the bubble is proportional to the amount of data. A bubble chart would be very effective with

the number of products sold in a certain region; the larger the bubble, the greater the number of products

sold in that region.

Stock

A stock chart presents high and low values for data. It is useful for monitoring financial or sales activities.

Note:

Crystal Reports offers two possible formats for stock charts: High-Low and High-Low-Open-Close. Each

of these types requires a series of values in the order specified in its name.

Numeric Axis

A numeric axis chart is a bar, line, or area chart that uses a numeric field or a date/time field as its "On

change of" field. Numeric axis charts provide a way of scaling your X-axis values, thus creating a true

numeric X-axis or a true date/time X-axis.

Gauge

A gauge chart presents values graphically as points on a gauge. Gauge charts, like pie charts, are

typically used for one group of data (for example, the percentage of sales for the entire inventory).

Gantt

A Gantt chart is a horizontal bar chart often used to provide a graphical illustration of a schedule. The

horizontal axis shows a time span, while the vertical axis shows a series of tasks or events. Horizontal

bars on the chart represent event sequences and time spans for each item on the vertical axis. You

should use only date fields when creating a Gantt chart. The field you choose for the data axis should

be set to "For Each Record," and the start and end-date fields should be added to the "Show value(s)"

area of the Chart Expert's Data tab.

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Funnel

Funnel charts are often used to represent stages in a sales process. For example, the amount of

potential revenue shown for each stage. This type of chart can also be useful in identifying potential

problem areas in an organization's sales processes. A funnel chart is similar to a stacked bar chart in

that it represents 100% of the summary values for the groups included in the chart.

Histogram

A histogram is a type of bar chart used to depict how measurements vary from the mean value. It can

help to identify the cause of problems in a process by the shape of the distribution as well as the width

(deviation) of the distribution. In a histogram, the frequency is represented by the area of a bar rather

than the height of the bar.

12.1.4 Where to place a chart

The placement of a chart determines which data is displayed and where it is printed. For example, a

chart placed in the Report Header section includes the data for the entire report, while a chart that is

placed in a Group Header or in a Group Footer section displays only the group specific data.

Note:

• If your report contains subreports, you can place charts in those subreports as well. See Subreports.

• By default, when you insert a chart or chart object frame, it is placed in the Report Header.

12.1.5 Drill-down with charts

Not only is charting a means of presenting data—it is also an analysis tool. Move your cursor over a

section of the group chart on the Preview tab, so that the pointer becomes a Drill-down cursor, then

double-click to view the underlying details for that section of the chart.

12.1.6 Drill-down with legends

If the chart consists of one or more group fields, you can use the chart legend to drill down on individual

groups. Double-click the drill-down cursor on the markers and text in the legend to view the details

about that section of the chart.

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12.2 Creating charts

When you insert a chart in a report, you may see one of the following options:

• A chart object frame in the Report Header.

Once you have placed the chart frame, the Chart Expert dialog box appears. For more information

on where to place a chart in the report, see Where to place a chart .

• A chart automatically inserted in the Report Header.

In some situations, such as when there is at least one group and one summarized field in your report,

a chart is automatically added to the Report Header, and the Chart Expert dialog box does not

appear. This usually happens when you chart on Cross-Tab summaries or when you chart on an

OLAP cube, but it may also happen when you chart on summary or subtotal fields.

12.2.1 Charting on details or formula fields (Advanced layout)

The Advanced layout allows you to create a chart based on specific values. Since charts are a good

way to display summarized information, they are often based on a summary field in your report. With

an Advanced layout, you can create a chart without the need for a summary field by using values that

appear in the Details section of your report.

To create a chart based on the Advanced layout, you must specify two things:

• Conditions (there can be two).

• Values (there can be multiple values).

Condition

The condition is used to indicate when to plot the point. For example, a chart showing last year's sales

for your customers uses the Customer Name field as the condition. Each time the condition changes

(the customer name changes), a point is plotted.

You also have the option of plotting a point for each record, or plotting one point for all records.

Value

The Advanced chart uses the value to indicate what information is plotted as the points on your chart.

For example, to create a chart showing last year's sales for your customers, the Last Year's Sales field

would be the value.

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12.2.2 Charting on summary or subtotal fields (Group layout)

Many of the charts you create are based on summary or subtotals within your report. In order to create

these charts, you must have a summary or subtotal already inserted into your report in a group header

or footer. For more information on inserting summaries and subtotals, see Summarizing grouped data

and Subtotaling.

12.2.2.1 To chart on a summary or subtotal field

On the Insert menu, click Chart.

An object frame appears in the Report Header area.

Tip:

Another way to create a chart is to click the Insert Chart button on the Insert Tools toolbar.

Drag the frame to the desired position in the Report Header, Group Header, or Group Footer.

The Chart Expert dialog box appears.

Note:

You may see a default chart in the Report Header section rather than the Chart Expert dialog box.

To select a different chart type, right-click the default chart, and then click Chart Expert. The Chart

Expert dialog box appears.

On the Type tab, in the Chart type list, select a chart type.

Click the chart subtype that best illustrates your data. See Chart types.

Click the Data tab.

In the Layout area, click Group, if it is not already selected.

In the Data area, in the On change of list, click the group field you want to base your chart on; then,

in the Show list, click the summary field you want to display on your chart.

If the Axes and Options tabs appear, you can customize some of the chart's properties, such as

the scaling of the axes, the legend, and the data points.

Click the Text tab.

Accept the default title information or add new titles to your chart.

10.

Click OK.

Note:

When your chart is inserted, it may cover a portion of the report. Move and resize the chart so that it

fits properly within the report.

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12.2.3 Charting on Cross-Tab summaries (Cross-Tab layout)

Crystal Reports allows you to include a chart based on summary values in your Cross-Tab report. For

example, with a Cross-Tab that shows the amount of a certain product sold in each region of the United

States, you may want to include a chart showing the percentage of total sales provided by each region

for that product.

To create a Cross-Tab chart, you must first have a Cross-Tab in your report. For more information, see

Cross-Tab Objects.

12.2.3.1 To chart on a Cross-Tab summary

Select the Cross-Tab on which you want to chart.

On the Insert menu, click Chart.

An object frame appears in the Report Header area.

Tip:

Another way to create a chart is to click the Insert Chart button on the Insert Tools toolbar.

Drag the frame to the desired position in the Report Header.

The Chart Expert dialog box appears.

Note:

You may see a default chart in the Report Header section rather than the Chart Expert dialog box.

To select a different chart type, right-click the default chart, and then click Chart Expert. The Chart

Expert dialog box appears.

On the Type tab, in the Chart type list, select a chart type.

Click the chart subtype that best illustrates your data. See Chart types.

Click the Data tab.

In the Layout area, click Cross-Tab, if it is not already selected.

In the Data area, in the On change of list, click the group field you want to base your chart on.

If necessary, in the Subdivided by list, click a secondary row or column you want to base your chart

on.

In the Show list, click the summary field you want to display on your chart.

10.

If the Axes and Options tabs appear, you can customize some of the chart's properties, such as

the scaling of the axes, the legend, and the data points.

11.

Click the Text tab.

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12.

Accept the default title information or add new titles to your chart.

13.

Click OK.

Note:

When your chart is inserted, it may cover a portion of the report. Move and resize the chart so that it

fits properly within the report.

12.2.4 Charting on an OLAP cube (OLAP layout)

The OLAP layout lets you chart on an OLAP grid. In order to create an OLAP chart, you must first have

an OLAP grid in your report. For more information, see Creating an OLAP report.

12.2.4.1 To chart on an OLAP cube

Select the OLAP grid on which you want to chart.

On the Insert menu, click Chart.

An object frame appears in the Report Header area.

Tip:

Another way to create a chart is to click the Insert Chart button on the Insert Tools toolbar.

Drag the frame to the desired position in the Report Header.

The Chart Expert dialog box appears.

Note:

You may see a default chart in the Report Header section rather than the Chart Expert dialog box.

To select a different chart type, right-click the default chart, and then click Chart Expert. The Chart

Expert dialog box appears.

On the Type tab, in the Chart type list, select a chart type. Then click the chart subtype that best

illustrates your data. See Chart types.

Click the Data tab.

In the Layout area, click the OLAP button, if it is not already selected.

In the Data area, in the On change of list, click the field you want to base your chart on.

If necessary, in the Subdivided by list, click a secondary row or column you want to base your chart

on.

Note:

Be sure that the chart type selected in Step 3 supports a secondary charting field.

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If the Axes and Options tabs appear, you can customize some of the chart's properties, such as

the scaling of the axes, the legend, and the data points.

10.

Click the Text tab.

Accept the default title information or add new titles to your chart.

11.

Click OK.

Note:

When your chart is inserted, it may cover a portion of the report. Move and resize the chart so that it

fits properly within the report.

12.3 Working with charts

Once you have created a chart, you may want to add a new title, headings, or a legend, change fonts,

or even change the type of chart. Crystal Reports provides many options for working with your existing

charts.

12.3.1 Editing charts using the Chart Expert

Editing charts with the Chart Expert allows you to return to the expert in which you designed your chart.

You can modify many of your original choices, such as the type of chart to display, the data on which

the chart is based, and so on.

12.3.1.1 To edit a chart using the Chart Expert

Right-click the chart to bring up the shortcut menu.

On the shortcut menu, click Chart Expert.

In the Chart Expert dialog box, make the desired changes.

Click OK.

12.3.2 Editing charts using the Chart Options menu items

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Some of the editing options available in the Chart Expert are also available directly from the Chart

Options menu. This menu, which is available when you right-click a chart, also contains many advanced

formatting options.

The following procedures show you how to access the various options that are the Chart Options. For

more information about how to use these features, click Help in the various dialog boxes to open the

Chart Help. The Chart Help (Chart.chm) is installed by default in the \Program Files\SAP Busi

nessObjects\Crystal Reports\ChartSupport\Help\language directory.

12.3.2.1 To change chart formatting

Right-click your chart, and then select Chart Options.

Click the appropriate tab to change appearance, titles, data labels, and so on.

12.3.2.2 To change Numeric Axis Grid options

Right-click your chart, and then select Chart Options.

Click the appropriate tab to change gridlines, axes, and so on.

12.3.2.3 To change chart titles

Right-click your chart, and then select Chart Options.

Click the Titles tab and make your changes.

12.3.3 Editing charts using other menu items

12.3.3.1 To apply a new template

Right-click your chart and select Load Template from the menu.

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The Custom templates dialog box appears.

The options on the Custom tab represent directory locations under \Program Files\SAP

BusinessObjects\Crystal Reports 14.0\Templates where custom chart files are stored.

Note:

The custom charts are available only if you selected Custom Charting when installing Crystal Reports.

12.3.3.2 To format a selected chart object

Select a line, area, or text object in your chart.

Right-click the specified object, and then click Format < object >.

For example, you will see Format Pie Slice if you select a pie slice, and Format Series Marker if you

select an item within an area chart, bar chart, and so on.

Click the appropriate tab to make changes to the format.

12.3.3.3 To change series options

Select a riser item (area, bar, line, marker, pie slice, and so on) or a legend marker.

Right-click the specified area, and then select Series Options.

Note:

The Series option is not available unless you select a riser or marker as outlined in the previous

step, and may not be available for some chart types.

Click the appropriate tab to change appearance, data labels, and so on.

12.3.3.4 To choose a viewing angle for a 3D chart

• Right-click your chart, then select 3D Viewing Angle from the menu.

12.3.4 Using the zooming features with bar and line charts

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On the Preview tab, you can find commands for zooming bar charts and line charts within your report.

You have the ability to zoom in and out on these chart types at any time, with each time being referred

to as instance-specific. If you decide to save the instance of the chart that has been zoomed in or out,

you must save the data with the report.

12.3.4.1 To zoom in and out on a bar or line chart

On the Preview tab, right-click the bar or line chart to bring up the shortcut menu.

On the shortcut menu, click Zoom In.

Drag the Zoom In cursor around a section of the chart to enclose it within the tracking rectangle.

The chart zooms in to the section you selected.

Repeat the previous step to zoom in further.

Note:

To see adjacent areas on a zoomed-in chart view (neighboring bars in a bar chart, for example),

use the Pan option on the shortcut menu. Pull the Pan cursor to the left or right to move in that

direction.

To zoom out on a chart, right-click the chart to bring up the shortcut menu.

On the shortcut menu, click Zoom Out.

With the Zoom Out cursor, click the chart.

The chart zooms out one level of magnification.

Click the chart again to zoom out further.

12.3.5 Auto-arranging charts

If you move or resize chart objects on the Preview tab, select the Auto-Arrange Chart feature to reset

the chart.

12.3.5.1 To auto-arrange a chart

On the Preview tab, right-click the chart to bring up the shortcut menu.

On the shortcut menu, click Auto-Arrange Chart.

Crystal Reports resets the chart to its original size and position.

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12.3.6 Formatting charts

12.3.6.1 Changing the border of a chart

On the Design or Preview tab, right-click the chart to bring up the shortcut menu.

On the shortcut menu, click Format Background.

On the Format Editor dialog box, click the Border tab to see its options.

Change the line style, color, or thickness.

Click OK to save your changes.

Crystal Reports returns you to the report and implements your changes.

12.3.6.2 Conditionally formatting a chart

On the Design or Preview tab, right-click the chart to bring up the shortcut menu.

On the shortcut menu, click Chart Expert and select the Color Highlight tab.

For information about the expert, search the online help for Chart Color Format Expert.

Note:

• The option to apply conditional formatting is not available for every chart type.

• An area chart must have two "On change of" values for conditional formatting to appear.

• If your chart type is line, the chart must have data markers before you can see conditional

formatting.

• After you apply conditional formatting, you must select "Color by Group" on the Look tab of the

Chart Options dialog box before you will be able to see your formatting. To set this option,

right-click your chart, point to Chart Options on the shortcut menu, and select General from the

submenu. This note applies to line, 3-D Riser, and 3-D Surface charts with one "On change of"

field, as well as to bar, numeric axis, 3-D Surface, radar, stock, and charts with two summaries.

Click OK.

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12.3.6.3 Changing the chart's legend text

On the Preview tab, click the text in your chart's legend to select it.

Tip:

Be sure to select the text and not the entire legend.

Right-click the legend text and select Edit Axis Label from the shortcut menu.

In the Label Aliasing dialog box, add the text you want to see in the Displayed Label field.

Click OK.

12.3.7 Using the underlay feature with charts

Since charts can print only in certain sections of your report, the underlay feature gives you more control

in the overall look of your report. Instead of having a chart print ahead of the data it represents, it can

appear next to the data for a more comprehensible report.

This is how your report looks when you underlay a chart with report data.

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Mapping

13.1 Mapping concepts

13.1.1 Mapping overview

With Crystal Reports, you can include geographic maps in reports. Maps help you analyze report data

and identify trends more efficiently. For example, you could create a map that shows sales by region.

You would then be able to:

• Use one of the five map types to analyze the data.

• Adjust the appearance and organization of the map (allowing you to better identify trends).

• Drill down on the map regions to view underlying data.

13.1.2 Map layouts

The Map Expert provides four layouts that correspond to certain sets of data.

You can create maps with any of the following layouts, and depending on the data you are using, you

can change the map from one layout to another.

Advanced

Use the Advanced layout when using multiple map values or when you do not have any groups or

summaries in the report.

Group

The Group layout is a simplified layout in which you show a summary on change of a geographic field

(such as Region).

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Note:

In order to create a map using the Group layout, you must have at least one group and at least one

summary field for that group.

Cross-Tab

Use the Cross-Tab layout when mapping on a Cross-Tab object. A Cross-Tab map does not require

groups or summary fields.

OLAP

Use the OLAP layout when mapping on an OLAP grid. An OLAP map does not require groups or

summary fields.

Note:

If there is no map associated with the data you specify, then an empty block will appear unless the

section that the map is placed in has been formatted to suppress if blank.

13.1.3 Map types

The Map Expert also provides five basic map types, each suitable for a different strategy of data analysis.

When deciding which map type best fits your report, you should consider the type of data you want to

analyze. For example, if you want the map to display one data item for each geographic division (city,

state, country, and so on), then you might use a Ranged, Dot Density, or Graduated map. On the other

hand, if you want the map to display more than one value for each new geographic division, then you

could use a Pie Chart map or a Bar Chart map. The following is an overview of the main map types

and their most common uses.

Ranged

A Ranged map breaks the data into ranges, assigns a specific color to each range, then color codes

each geographic area on the map to display the range. For example, you could create a map that

displays Last Year's Sales by Region. If you have sales ranging from zero to 100,000, you might give

the map five ranges, with equal intervals of 20,000 each. You could use shades of red (going from dark

to light red) to color code each region according to those sales figures. Then you could use this map

to see where sales are the highest.

With equal intervals, you might end up with all your regions ranging between zero and 20,000, except

perhaps one region (for example, California) that might have exceptionally high sales (such as 98,000).

This map would be a very distorted representation of the data. A more useful map would have ranges

like 0-5000, 5000-10000, 10000-15000, 15000-20000, and over 20000. It is important to carefully define

your ranges.

Note:

The end value for each division is repeated as the start value for the next division; the actual value is

included in the group it starts. That is, the ranges in the previous example are actually: 0-4999,

5000-9999, and so on.

There are four different distribution methods for ranged maps.

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• Equal count

This option assigns intervals in such a way that the same number of regions (or as close to the same

number of regions as possible) appear in each interval. In other words, this option would assign

intervals so that each color on the map is assigned to the same number of regions. The numeric

quantity of the summary values in each interval may or may not be equal, depending on the individual

regions and their summary values.

• Equal ranges

This option assigns intervals in such a way that the summary values in each interval are numerically

equal. The number of regions in each interval may or may not be equal, depending on the individual

regions and their summary values.

• Natural break

This option assigns intervals using an algorithm that attempts to minimize the difference between

the summary values and the average of the summary values for each interval.

• Standard deviation

This option assigns intervals in such a way that the middle interval breaks at the mean (or average)

of the data values, and the intervals above and below the middle range are one standard deviation

above or below the mean. Standard deviation is the square root of the variance. It projects how

various values in a set of values deviate from the mean for that set.

Dot Density

A Dot Density map displays a dot for each occurrence of a specified item. For example, you might

create a United States map that shows one dot for each shipbuilder in the nation. In states like

Tennessee, there would be no dots. However, in some coastal states, such as South Carolina, you

might be able to count the dots on the map, since their dispersal would be fairly wide.

The purpose of a Dot Density map is to provide an overall impression of the distribution of the specified

item. A Dot Density map is much like a nighttime satellite photo of the United States, where you can

see the lights of all the cities. Such a map is not a very accurate means of communicating information

(particularly if you have a large number of items), but it is a good way to give an overview of the

distribution.

Graduated

A Graduated map is much like a Ranged map; it shows one symbol per instance of a specified item.

This symbol is a circle by default, but you can choose a different symbol if you prefer. Each symbol is

proportional in size to the value of the item it represents (within a range of three sizes).

A Graduated map communicates the same information as the Ranged map, but you would usually

create a Ranged map for a case in which the geographic areas have distinct geographic boundaries

(as in the case of Regions), while you would use a Graduated map for displaying data that is linked to

points rather than precise areas (as in the case of Cities).

For example, a map of an individual region could use graduated circles to represent the sales for each

office. The size of each circle would be proportional to the sales (or to the sales range) of the office it

represents. On this map, an office with a sales figure of $70,000 might have a large circle, and an office

with a sales figure of $20,000 might have a small circle. So, a Graduated map provides a more efficient

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representation of point data (e.g. Cities) than a Ranged map does, and it uses sized symbols rather

than colors to distinguish variations in the values of the items it represents.

Pie Chart

A Pie Chart map displays a pie chart over each geographic area. The pie charts represent data items

that make up a whole. Each slice of the pie represents an individual data item and shows that item's

percentage in the whole. For example, you could create a Pie Chart map showing heating fuel types

by region. You might have four types of heating fuel (four slices in each pie): electricity, gas, wood, and

solar. Each region would then have a pie chart showing the breakdown of heating fuel types within that

region. Washington state would probably use a high percentage (a large slice of the pie) of electricity

because of the hydropower in that region, while Idaho would probably use a high percentage (a large

slice of the pie) of natural gas.

You can use this map type to compare the distribution of several items within a particular region. You

can also specify that the pie charts be sized proportionately so that, as with the symbols in a Graduated

map, the pie charts will appear in various sizes, depending on the underlying data values. This will allow

you to compare the totals between regions.

Bar Chart

A Bar Chart map works like a Pie Chart map, but may be more useful for certain sets of data. Typically,

you would use a Bar Chart map for items that do not total 100%; that is, for data items that do not make

a whole, or for data items that are unrelated. For example, you could create a Bar Chart map that

displays use of heating fuel by region. You might choose to analyze use of three types of fuel: electricity,

gas, and solar. Each bar chart on the map could contain individual bars for each of these types. In this

example, the data items (electricity, gas, and solar) do not comprise a whole. There may be other types

of fuel used in these regions, such as wood, but this map only focuses on three of them. Also, the

purpose of the map is to compare each region's use of each fuel type with that of every other region.

In a Pie Chart map, you could show these three fuel types as percentages of the entire fuel use within

each region, and though you could compare the percentages for each region, you would probably not

be able to compare the actual values for each region because each region would have the same total

value (100%).

13.1.4 Where to place a map

When you choose where to place the map, you determine the amount of data that will be included in

the map. For example, if you place the map in the Report Header section, the map includes data for

the entire report. If you place it in a Group Header or Group Footer section, it displays group-specific

data. This choice will also determine whether the map prints once for the entire report, or many times

(once for each instance of a given group).

Note:

If your report contains subreports, you can place maps in those subreports as well.

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13.1.5 Drill-down with maps

Not only is mapping a means of presenting data—it is also an analysis tool. Move your cursor over a

section of the map on the Preview tab, so that the pointer becomes a Drill-down cursor, then double-click

to view the underlying details for that section of the map.

Note:

If you drill down on a region that has no data associated with it, you will get a message saying, "There

are no detail records for that {Region Name}."

13.2 Creating maps

The process for creating a map varies depending on the data you are mapping on. The following sections

detail the mapping process for each map layout.

Mapping on details fields (Advanced layout)

The Advanced layout allows you to create a map based on specific values. With an Advanced layout,

you can create a map without the need for a summary field by using values that appear in the Details

section of your report.

To create a map based on the Advanced layout, you must specify two things:

• Conditions (there can be two).

• Value (there must be only one value).

Condition

The condition is used to indicate where to plot the data on a map. This condition must be a string field.

In order for a map to be generated, the field should contain geographic information. For example, a

map showing last year's sales for each country uses the Country field as the condition. Each time the

condition changes (the country changes), that area on the map is highlighted.

Value

The Advanced layout uses the value to indicate what information is mapped when the area on the map

is highlighted. For example, to create a map showing last year's sales for the countries, the Last Year's

Sales field would be the value.

13.2.1 Mapping on group fields (Group layout)

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To map on a group, you can use the Group layout, in which you show a summary (such as Last Year's

Sales) on change of a geographic field (such as Region). In order to create a map using the Group

layout, you must have at least one group and at least one summary field for that group.

13.2.1.1 To map on a group

On the Insert menu, click Map.

Tip:

Another way to do this is to click the Insert Map button on the Insert Tools toolbar.

The Map Expert dialog box appears.

On the Data tab, in the Layout area, click Group, if it is not already selected.

In the Placement area, in the Place map list, specify how often your map appears on the report,

then click Header or Footer to specify where to place your map.

In the Data area, in the On change of list, click the group field you want to base your map on, then

in the Show list, click the summary field you want to display on your map.

Click the Type tab.

Click the map type that best illustrates your data (Ranged, Dot Density, or Graduated). See Map

types.

In the Options area, apply formatting options to your map.

Click the Text tab.

In the Map title field, enter a title for your map.

10.

In the Legend area, you can click one of the following options:

• Full legend to show a detailed legend on your map.

• Compact legend to show a condensed legend on your map.

• No legend to exclude the legend from your map.

11.

If you click Full legend, click Made by map to have Crystal Reports create a legend title based on

your map, or click Specify to enter your own legend title and subtitle.

12.

Click OK.

Your map is placed in the Header or Footer section of the report, depending on your selection in

Step 3.

13.2.2 Mapping on Cross-Tab summaries (Cross-Tab layout)

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With the Cross-Tab layout, you can map on a Cross-Tab summary field. For example, with a Cross-Tab

that shows the total number of items of a product sold in each region of the United States, you may

want to include a map that shows the percentage of the total sales of the product provided by each

region.

In order to create a Cross-Tab map you must first have a Cross-Tab in your report. For more information

about Cross-Tabs, see Cross-Tab Objects.

13.2.2.1 To map on a Cross-Tab summary

On the Insert menu, click Map.

Tip:

Another way to do this is to click the Insert Map button on the Insert Tools toolbar.

The Map Expert dialog box appears.

On the Data tab, in the Layout area, click Cross-Tab, if it is not already selected.

In the Placement area, click Header or Footer to specify where to place your map.

In the Data area, in the Geographic field list, click a geographic field to supply the geographic areas

for your map.

If necessary, in the Subdivided by list, click another field to map on.

Crystal Reports uses this field to subdivide the pie or bar charts appearing on your map.

In the Map on list, click a summary field to supply the numeric data for your map.

Click the Type tab.

Click the map type that best illustrates your data. See Map types.

• If you plan to map on only one field, be sure to select None from the "Subdivided by" list, then

choose either the Ranged, Dot Density, or Graduated map type.

• If you plan to map on two fields, be sure to select an additional field from the "Subdivided by"

list, then choose either the Pie Chart or Bar Chart map type.

In the Options area, apply formatting options to your map.

10.

Click the Text tab.

11.

In the Map title field, enter a title for your map.

12.

In the Legend area, you can click one of the following options:

• Full legend to show a detailed legend on your map.

• Compact legend to show a condensed legend on your map.

• No legend to exclude the legend from your map.

13.

If you click Full legend, click Made by map to have Crystal Reports create a legend title based on

your map, or click Specify to enter your own legend title and subtitle.

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14.

Click OK.

Your map is placed in the Header or Footer section of the report, depending on your selection in

Step 3.

13.2.3 Mapping on an OLAP cube (OLAP layout)

Using the OLAP layout, you can map on an OLAP grid. In order to create an OLAP map, you must first

have an OLAP grid in your report. For more information about OLAP grids, see Creating an OLAP

report.

13.2.3.1 To map on an OLAP cube

On the Insert menu, click Map.

Tip:

Another way to do this is to click the Insert Map button on the Insert Tools toolbar.

The Map Expert dialog box appears.

On the Data tab, in the Layout area, click OLAP, if it is not already selected.

In the Placement area, click Header or Footer to specify where to place your map.

In the Data area, click the On change of list and select the field on which you want to base your

map.

Note:

This field should contain geographic information, such as Country.

If necessary, click the Subdivided by list and select a secondary row or column to incorporate into

your map.

Note:

Choosing to subdivide by a secondary mapping field, either row or column, will affect the map types

available in Step 8.

Click the Type tab.

Click the map type that best illustrates your data. If there is no secondary mapping field, you can

choose Ranged, Dot Density, or Graduated; if there is a secondary mapping field, you can choose

Pie Chart or Bar Chart. See Map types.

In the Options area, apply formatting options to your map.

Click the Text tab.

10.

In the Map title field, enter a title for your map.

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11.

In the Legend area, you can click one of the following options:

• Full legend to show a detailed legend on your map.

• Compact legend to show a condensed legend on your map.

• No legend to exclude the legend from your map.

Note:

If you click Full legend, click "Made by map" to have Crystal Reports create a legend title based on

your map, or click Specify to enter your own legend title and subtitle.

12.

Click OK.

Your map is placed in the Header or Footer section of the report, depending on your selection in

Step 3.

13.3 Working with maps

Once you have created a map, you may want to add a new title, headings, and a legend, and you may

want to change fonts, or even the map type. Crystal Reports provides many options for working with

your existing maps.

13.3.1 Editing maps using the Map Expert

Editing maps with the Map Expert allows you to return to the expert in which you designed your map.

You can modify many of your original choices, such as the type of map to display, the data on which

the map is based, and so on. From either the Design or Preview tab, you can open the Map Expert and

make your modifications.

13.3.1.1 To edit a map using the Map Expert

Right-click the map to bring up the shortcut menu.

On the shortcut menu, click Map Expert.

In the Map Expert dialog box, make the desired changes.

Click OK.

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13.3.2 Changing the map title

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, choose Title.

In the Change Map Title dialog box, enter a new title.

Click OK to save your changes.

Crystal Reports returns you to the Preview tab and implements your changes.

13.3.3 Changing the map type

You can change the map type and set the properties for that map directly from the menu that appears

when you right-click a map on the Preview tab. For example, if you want to see how the data of a

Ranged map would look if it were presented in a Dot Density style, you can rearrange the map without

having to return to the Map Expert and rework the format.

13.3.3.1 To change the map type

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, choose Type.

The Customize Map dialog box appears.

In the Map type list, click the new map type.

In the Options area, apply formatting options to your new map.

The properties made available to you vary depending on the map you have selected.

Click OK to save your changes.

Crystal Reports returns you to the Preview tab and implements your changes.

13.3.4 Changing map layers

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In Crystal Reports, maps are made up of a number of layers. You can stack these layers on top of each

other to create a more detailed map. For example, you might want to see the names of major cities in

every country; to do this, you could add a layer that contains city names. This layer sits on top of the

basic world map to provide further information.

You can specify which of the provided map layers you want to see, and you can rearrange the order

of the layers that you have selected.

13.3.4.1 To change map layers

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, and choose Layers.

The Layer Control dialog box appears.

In the Layers list, click Up or Down to arrange the order of the map layers.

Be aware that some map layers contain non-transparent sections that can obscure the detail of

other layers. For example, the Ocean layer is mostly non-transparent; if you place it higher in the

layers list, it will block many of the other layers (the other layers seem to disappear, but they are

merely obscured by the Ocean layer).

In the Properties area, set the properties for each map layer, specifying whether the layer is visible

and whether it is automatically labeled.

The Visible option specifies whether the layer appears. The Automatic Labels option specifies

whether a predefined label appears (for example, labels for the names of major world cities).

If necessary, click Display to open the Display Properties dialog box.

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Use this dialog box to set the default display mode and zoom range (the minimum and maximum

possible magnification) for the layer in question, then click OK to return to the Layer Control dialog

box.

Click OK to save your changes.

Crystal Reports returns you to the Preview tab and implements your changes.

13.3.5 Resolving data mismatches

Sometimes the map you are working with uses a different geographic name from the one used in the

database. For example, a map of Europe may use "United Kingdom" while the database uses the

abbreviation "U.K." Until you resolve the data mismatch, the map will not be able to display any

information for the selected geographic region.

13.3.5.1 To resolve data mismatches

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, and choose Resolve Mismatch.

The Resolve Map Mismatch dialog box appears.

Click the Resolve Mismatch tab to see a listing the geographic names that do not correspond between

the database and map.

In the Assign this Field Name list, click the name you want to resolve.

To assign the heading, click a keyword from the To this Map Name list.

If there is a match, click Match.

The new assignment is displayed in the Matched results part of the Resolve Mismatch tab.

Once you are finished resolving the data mismatches, click OK.

The map can now display data for the selected geographic region.

13.3.6 Changing the geographic map

If you prefer to have your data values presented with a different geographic map, specify your changes

using the Change Map tab of the Resolve Map Mismatch dialog box.

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13.3.6.1 To change the geographic map

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, click Resolve Mismatch.

The Resolve Map Mismatch dialog box appears; the Change Map tab displays the name of the

current map you are using, and a list of replacement maps that you can choose from.

In the Available maps list, click the new map you want to use.

Click OK to save your changes.

Crystal Reports returns you to the Preview tab and implements your changes.

13.3.7 Zooming in and out on a map

On the Preview tab, right-click a map to bring up the shortcut menu.

On the shortcut menu, click Zoom In.

Drag the selection cursor around the map section you want to see.

The map zooms in one level of magnification.

Drag another selection to zoom in further.

To zoom out on a map, right-click the map to bring up the shortcut menu.

On the shortcut menu, click Zoom Out.

Click the map.

The map zooms out a level of magnification.

Click the map again to zoom out further.

Note:

• If a map occurs once for each instance of a group, any panning or zooming settings you specify are

instance-specific. In other words, if you zoom in on the map in one group header, this setting is only

for that group header. None of the headers have been changed. This way you can set each map to

different settings.

• If the Save Data with Report option is selected from the File menu, your panning and zooming

settings will be saved with the report. If the option is not selected, then only the default map settings

will be saved.

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13.3.8 Panning a map

On the Preview tab, right-click a map to bring up the shortcut menu.

On the shortcut menu, click Pan.

Drag the panning cursor to the desired map section.

13.3.9 Centering a map

On the Preview tab, right-click a map to bring up the shortcut menu.

On the shortcut menu, click Center Map.

13.3.10 Hiding and showing the Map Navigator

The Map Navigator provides a small-scale version of the currently displayed map, so that you can select

areas you'd like to pan. By panning, you can quickly drag to change the focus of your map as you

require. You can then return your map to the center of the display area by using the Center Map

command.

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You have the option of hiding or showing the Map Navigator.

13.3.10.1 To hide the Map Navigator

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, click Map Navigator.

The Map Navigator is removed from the Preview tab.

13.3.10.2 To show the Map Navigator

On the Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, click Map Navigator.

The Map Navigator is displayed on the Preview tab.

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13.3.11 Changing the border of a map

On the Design or Preview tab, right-click the map to bring up the shortcut menu.

On the shortcut menu, click Format Map.

On the Format Editor dialog box, click the Border tab to see its options.

Change the line style, color, background color, and add or remove a drop shadow from the map

border.

Click OK to save your changes.

Crystal Reports returns you to the report and implements your changes.

13.3.12 To underlay a map

Create your map and place it in the Report Header section.

For more information, see Creating maps.

On the Report menu, click Section Expert.

Tip:

Another way to do this is to click the Section Expert button on the Expert Tools toolbar.

The Section Expert dialog box appears.

In the Sections area, click Report Header, then select the Underlay Following Sections check

box.

Click OK.

Crystal Reports returns you to the report. Your map will now underlay the sections below it.

If necessary, move or resize the map.

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OLE

14.1 OLE overview

Object Linking and Embedding (OLE) enables you to insert objects (OLE objects) into a report from

other applications (OLE server applications) and then use those applications from within Crystal Reports

to edit the objects if necessary.

If you were not using OLE, you would have to exit Crystal Reports, open the original application, change

the object, return to Crystal Reports, delete the object originally inserted, and then insert the newly

revised object.

Note:

If you intend to use your Crystal report in SAP BusinessObjects Business Intelligence platform or through

the Report Application Server (RAS), copy the source file to a network folder that is accessible to the

network account(s) under which the processing servers (Job Server, Page Server, RAS) are running.

Ensure that report designers' accounts also have permission to the network folder. When you insert

the linked OLE object in Crystal Reports, use a UNC path.

14.1.1 OLE terminology

Before you work with OLE objects in Crystal Reports, it might be helpful to review some terminology:

• OLE

OLE is an acronym for Object Linking and Embedding. It refers to the ability to create compound

documents; that is, documents that contain elements from other applications that can be edited

using the original application.

• OLE Object

An OLE object is, broadly speaking, a presentation of data that was created in another application

and that maintains a relationship with the application that was used to create it. A bitmap created in

Paint, an Excel spreadsheet, or a graph from MS Graph may all be OLE objects if they are inserted

in the receiving document as OLE objects. If they are not inserted as OLE objects, they retain no

relationship with the original application.

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• OLE Container Application

An OLE container application is one that can contain and process OLE objects created in other

applications (such as Paint or Excel). Crystal Reports is a container application.

• Container Document

A container document is a document that was created using the container application and that

contains one or more OLE objects.

• OLE Server Application

An OLE server application is an application that allows its documents to be inserted into an OLE

container document as OLE objects. Microsoft Word and Excel are examples of applications that

are both OLE servers and OLE containers. That is, they can both create new OLE objects and they

can contain OLE objects created elsewhere.

• Server Document

The server document is a file created in the server application that stores the original OLE object.

14.1.2 Types of OLE objects

• Static object

A static OLE object is a picture of an object that can be displayed and printed, but not edited in place.

It does not have a connection to a server application. There are two kinds of static objects: static

bitmaps and static metafiles.

• Embedded object

An embedded object contains a representation of the object, as well as information that defines the

content. It does not have a connection to the original object in the server document. As a general

rule, use embedded objects when you need to edit the object independently of the original server

document.

• Linked object

A linked object contains a representation of the data and a link to the file where it originated. As a

general rule, use linked objects when the data in the server document is changing and you want the

object in your report to be updated when you open the report.

14.1.3 General OLE considerations

There are several points to keep in mind when utilizing OLE functionality.

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• When you double-click an embedded OLE object, the object is activated for editing and the Report

Designer merges its menus and toolbars with those of the object's server application. If the OLE

server application does not support this behavior, the object appears in a separate window. When

you are finished editing, click outside the object and the Report Designer toolbars reappear.

• When you double-click a linked OLE object, the program opens the object's server application with

the object displayed and ready for editing. You cannot edit a linked object in place in Crystal Reports

because you are working on the original object. Since the object could be linked to multiple documents,

displaying the original in the server application limits access to one editor at a time.

14.2 Inserting OLE objects into reports

There are several ways to insert OLE objects into an application.

• The OLE Object choice on the Insert menu can be used to import an existing object or create a new

one. You can place either embedded or linked objects using this method.

• Paste Special on the Edit menu can be used to copy or cut the object from an OLE server application

and paste it in a report. If the object can be pasted in multiple formats, you need to decide which

format to use. For example, when inserting text from a Microsoft Word document, you can paste

the text as Microsoft Word document text (which can be edited in Word), or as a metafile, which is

simply a non-editable picture of the text. Use Paste Special to place either embedded or linked

objects.

Note:

When inserting selected information (portions of larger files), it is best to use Copy and Paste Special

editing. When inserting entire files, click OLE Object from the Insert menu.

14.2.1 To copy and paste OLE objects

This procedure assumes that you have Microsoft Excel or another spreadsheet program on your

computer that is an OLE server application.

Open both Crystal Reports and Microsoft Excel.

Open an existing report in Crystal Reports.

Create a spreadsheet in Microsoft Excel by typing the numbers one through ten (1-10) in cells A1

through A10.

Select cells A1 through A10, right-click and select Copy from the shortcut menu in Excel.

Go to Crystal Reports and select Paste from the Edit menu.

Place the cells into the Details section of the report.

Right-click the spreadsheet object in the report and observe that it is identified as an OLE object

and that the third command from the last identifies it as a Worksheet Object.

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Double-click the spreadsheet object.

The menus and toolbars change to a combination of those from the OLE server application and

Crystal Reports. You can now edit the object in-place. The object is an embedded object. Any

changes you make to the object will not affect the original.

Click outside the object when you are finished.

The menus and toolbars change back to those of Crystal Reports. Any changes you made while

editing are saved.

14.3 How OLE objects are represented in a report

An OLE object is displayed in a report in any of several different formats depending on how you chose

to insert the object.

• If you have chosen to display the object as an icon, the icon will appear in the report. Users can

choose to edit the object later by double-clicking the icon.

• If the object was created from an existing file, the data from that file (or an icon) is displayed in the

report. This data can be edited by double-clicking the object or its icon.

• If you are creating a new object, the application for the object type that you chose will open, and

you can begin designing the object. When you are finished, close or exit the application. The object

(or its icon) will be displayed in the report.

14.4 Editing OLE objects in reports

14.4.1 In-place editing

In-place editing is the ability to change an OLE object's properties from within an OLE container

application (such as Crystal Reports). The container application's menu items change to provide the

editing tools from the server application so that you can make changes easily.

When an OLE object is placed in a report, the object becomes part of the report. To edit the object,

double-click it and then modify it using the editing tools found in the object's original application or from

a similar application that allows in-place editing. You can edit an OLE object only if you have the

corresponding server application installed on your computer. You can view and print a report containing

an OLE object even if you don't have the server application installed.

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14.4.2 Dynamic OLE menu commands

When you have an OLE object selected, there is a submenu on the Edit menu that provides commands

for the object. The name of this submenu reflects the type of the OLE object. The commands on the

submenu also vary according to the type of object.

The object may be described as a Document object, Bitmap Image object, Picture object, Worksheet

object, or something similarly descriptive:

• If the object is embedded, the Edit menu displays those commands that are available to that type

of embedded object.

• If the object is linked, the Edit menu displays commands for that type of linked object.

Commands on the context menus change in a similar fashion.

These dynamic commands are provided to give you more control when working with OLE objects.

14.4.3 OLE and the Insert Picture command

When the OLE Object command on the Insert menu is used to place pictures in a report, the picture

will be converted to an embedded or linked object associated with Microsoft Paint (or another image

editing application).

When the Picture command on the Insert menu is used to place pictures in a report, the Report Designer

converts them into static objects.

Static objects cannot be edited. To edit a static object, it has to be converted into an editable type of

object using the Convert command on the Edit menu.

14.5 Working with static OLE objects

You can insert a number of different types of static OLE objects into your report. Crystal Reports supports

these pixel-based image formats:

• Windows Bitmap (BMP)

• TIFF

• JPEG

• PNG

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As well, Crystal Reports supports this vector-based image format:

• Windows Metafiles (both WMF and the newer enhanced metafile format).

Note:

Wide static OLE objects can span pages. This functionality may result in two or more horizontal pages

in your report. If this do not want this effect, you should resize your static OLE object. As well, it is

recommended that you do not use the Repeat on Horizontal Pages option for any static OLE object

that will span several pages.

14.5.1 Inserting a static OLE object

Open or create a report that you want to insert a static OLE object in.

On the Insert menu, click Picture.

Tip:

Another way to do this is to click the picture button on the Insert Tools toolbar.

The Open dialog box appears.

Select a picture (.bmp, .tiff, .jpg, .png, or . wmf) from a directory that you have access to.

Click Open.

When the object frame appears, place the picture in your report.

Right-click the picture, and notice that the picture is identified as an OLE object on the shortcut

menu.

When you double-click the object, nothing happens. A static OLE object cannot be edited.

14.5.2 Making a static OLE object dynamic

A dynamic static OLE object is a picture that you access in Crystal Reports by use of a file path or URL.

Typically, you use this option when you have the path to your pictures stored as a string field in a

database (that is, you do not have the actual objects stored in the database). You can also use this

option when you have pictures stored on a network share, and you know these objects change

occasionally.

The functionality of these dynamic static OLE objects (or dynamic graphics) is created in Crystal Reports

through the use of a conditional formatting formula that allows you to link to static OLE objects by

reference.

Note:

• This feature is activated when you refresh your report data; therefore, you may not notice a change

in the static OLE object until you click the Refresh button in Crystal Reports.

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• When you schedule a report that contains a dynamic static OLE object in SAP BusinessObjects

Business Intelligence platform, the instances that are created contain the version of the static OLE

object as it existed in your Crystal report when you scheduled it. SAP BusinessObjects Business

Intelligence platform does not update the object dynamically for each instance.

• Reports that use an absolute or a relative path for a dynamic static OLE object are not supported

in an SAP BusinessObjects Business Intelligence platform environment for this release. If you plan

to publish reports that contain dynamic static OLE objects to SAP BusinessObjects Business

Intelligence platform, it is recommend that you use URL links for your OLE objects.

14.5.2.1 To make a static OLE object dynamic

Right-click the static OLE object that you inserted, and choose Format Graphic from the shortcut

menu.

Note:

You begin the process of making a static OLE object dynamic by inserting the object into your report

as usual. This object becomes the default object. If Crystal Reports cannot find the dynamic reference

to the object, it uses the default object instead.

In the Format Editor, click the Picture tab, and then click the Conditional Formula button

adjacent to the Graphic Location label.

In the Formula Workshop, create the path to your static OLE object.

For example, if your path is stored in a database field, add that field to the formula.

Click Save and close to return to the Format Editor.

Click OK to return to your report.

Click Refresh to update the reference link to your static OLE object.

14.5.3 Converting a static OLE object to a bitmap image object

Right-click the static OLE object that you inserted, and choose Convert Picture Object from the

shortcut menu.

The Convert dialog box appears.

Select Paintbrush Picture in the Object Type list, and click OK.

You have just converted a static OLE object to a modifiable OLE object.

Note:

This option does not appear if the original file was a metafile.

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Right-click the object you have just converted.

The command on the shortcut menu is now Bitmap Image Object.

Double-click the object.

Microsoft Paint, or another graphics application installed on your machine, opens.

14.6 Working with embedded vs. linked objects

Since embedded and linked objects each have different properties, it is important for you to consider

the capabilities of each when deciding which OLE format to use.

14.6.1 Embedded objects

An embedded object can be created from within Crystal Reports or by using a file that already exists.

If you use an existing file, the object is copied to the report.

When changes are made to an embedded object it does not affect the original file and vice versa. The

changes are made only to the object within your report.

14.6.1.1 To insert an embedded OLE object

Click the Design tab.

On the Insert menu, click OLE Object.

The Insert Object dialog box appears.

Select Create From File.

The dialog box changes, allowing you to either type in an object name or browse.

Click Browse and choose a bitmap file (BMP).

Click Open to return to the Insert Object dialog box.

Click OK to return to the report.

An object frame appears.

Place the object in your report.

Right-click this picture and observe that it is also identified as an OLE Object on the shortcut menu.

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The third command from the bottom of the shortcut menu identifies it as a Bitmap Image Object. It

is an embedded OLE object.

Double-click the object.

You have remained in Crystal Reports but the menus and tools have merged with Microsoft Paint,

or those of another graphics package installed on your machine. These tools can be used to edit

the bitmap in place. Remember that even though you are working with the tools of the OLE server

application, you are not working on the original file; you are working with a copy and nothing you do

here will affect the original.

14.6.2 Linked objects

When a linked object is inserted into a report, Windows copies a snapshot of the data (not the data

itself) from a file that already exists. The image of the object is added to your report along with a reference

to the data used to create it. The actual data remains with the original file.

When the object is activated from within a report, the original file is opened inside the application that

was used to create it. Any changes you make directly affect the original file also.

If you want the data in an object to remain available to other applications, and always reflect the most

current changes to the data, link the object to the report. An automatic link is refreshed from the source

file every time the report is loaded; a manual link is refreshed only when you request it. You can force

a refresh, break a link, or redefine the link in the Edit Links dialog box.

When you have a linked object and you break the link using the Links dialog box, all connections to the

original data in the server document are broken. A linked object in a container application is merely a

representation of that object and a link between the object and the server document. When you break

the link you're left with only the representation, with no relationship to the original data or to the editing

capabilities of the server application. In this situation, Crystal Reports turns the object into a static object,

a stand-alone object that can neither be edited using OLE capabilities nor converted into an editable

OLE object.

14.6.2.1 To link a bitmap image object

On the Insert menu, click OLE Object.

The Insert Object dialog box appears.

Select Create From File.

The dialog box changes, enabling you to enter an object name or browse.

Click Browse and choose a bitmap file (BMP).

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Click Open to return to the Insert Object dialog box.

Select the Link check box.

Click OK to return to the report.

An object frame appears.

Place this object in your report.

Right-click this object and observe that this object is identified as an OLE object.

The third command from the bottom of the shortcut menu identifies this as a Linked Bitmap Image

Object.

Double-click the object.

Microsoft Paint or the graphics application you are using opens, displaying the original file. Any

changes you make to the original will be reflected in the object that appears in your report.

14.7 Integrating Shockwave Flash (SWF) objects

Flash technology is a popular way to add animation to web pages. Flash files can be viewed in a

standalone Flash Player, inserted into web pages or inserted into Crystal Reports.

Flash files have a .swf extension. To modify an SWF, you will need the original source file and a Flash

authoring tool.

You can either embed an SWF or link to an SWF in any section of a Crystal Reports report.

When you embed the object, you can bind it to the report, but you may be able to bind to only a single

variable. You can bind to multiple values in a cross-tab, but you cannot automatically extract the values.

To bind to multiple values, you should use an SWF object that has been created with Xcelsius 2008.

When you link to an object, you will see a static representation of the data. If the SWF object that you

link to is updated, you must close and reopen your report to view the changes.

There are restrictions for SWFs created using the Crystal Reports data connection in Xcelsius 2008.

Those SWFs can be added to the following sections only:

• Report header

• Group header

• Group footer

• Report footer

Note:

• You must have Adobe Flash Player 9 installed on your machine to test the functionality of the Flash

object.

• To view a report that contains a Flash object, you need a viewer that supports Flash rendering such

as the .Net Webform or the Java DHTML viewers.

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• Reports that are exported or printed will display the default image that you have set instead of the

SWF object.

The only format that will display SWF objects in exported reports is PDF. However, if the object

contains data binding to the report, the default image is displayed instead of the SWF.

14.7.1 Printing Shockwave Flash (SWF) objects

Crystal Reports allows you to print SWF objects in your report without the need to first export the report

to PDF. The "Print Flash Objects for Current Page" option in the "Print Setup" dialog allows you to print

the SWF object that you are currently viewing. The state that you set your SWF object to is the state

that it will be printed.

The printing option can print SWF objects that have data binding as well as SWF objects that do not

have data binding.

Note:

The Flash printing option only prints SWF objects on the page that you are currently viewing. If you

print the entire report, SWF objects on other pages of the report will print as SWF fallback images.

14.7.1.1 To print Shockwave Flash (SWF) objects

Select the page with the SWF object that you want to print.

Adjust the SWF to your desired settings.

From the "File" menu, select Print.

The "Print Setup" dialog box opens.

Ensure that Print Flash Objects for Current Page is selected.

Click Print.

14.7.2 Adding an Xcelsius SWF object to a report

Shockwave Flash (SWF) files cannot be created within Crystal Reports, but they can be displayed.

The "Design" tab displays a placeholder image of the SWF, and the "Preview" tab displays the actual

SWF file.

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Note:

In the "Design" view, if you choose to insert an SWF that contains an embedded movie or sound, you

will hear the sound, but you will not see the movie play. This may cause an echo when you switch to

the "Preview" view.

Please consult with your System Administrator to find out how to resolve this issue, or check the Business

Objects support site for more information.

14.7.2.1 To add an Xcelsius SWF object to a report

On the Insert menu, click Flash.

The Insert Flash Object dialog box appears.

Note:

Use one of the following options as an alternative method for inserting a flash object:

•

On the Insert Tools toolbar, click the Insert Flash Object button.

• Right-click in the report and from the context menu, select Insert Flash Object.

Enter the full path for the flash object. If you do not know the exact path, click Browse to find the

desired file.

Select either embed or link, and then click OK.

The flash object is added to the report.

Drag the object frame to the position where you wish to place the flash object.

14.7.3 Using data binding to bind an Xcelsius SWF object to a report

Data can be sent from a report to an SWF, but not from an SWF to a report. The parameters in the

SWF are extracted to set the name of the parameter and the format of the data, such as cell, row, or

table.

There are three ways to bind data to Flash variables within the SWF object:

• Bind to a cross-tab in the SWF.

A user interface that is like the cross-tab expert allows you to map rows, columns, and summarized

fields to Xcelsius variables.

• Bind to an external cross-tab.

You can bind data to a cross-tab within the report.

• Bind to a single value.

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You can bind data to one detail item in the report. Select fields from the tables to bind to existing

variables in the "Flash Data Expert".

Note:

If a recurring field is selected, only the first instance is sent.

14.7.3.1 To bind data to a cross-tab

Right-click the SWF object and select Flash Data Expert.

The Flash Data Binding Expert appears.

Select a data field and drag it to a row or column of the cross-tab.

When you have finished adding data fields to the cross-tab, click OK.

14.7.3.2 To bind data to an external cross-tab

Right-click the SWF object and select Flash Data Expert.

The Flash Data Binding Expert appears.

Select the Use Existing Cross-Tab check box.

From the drop-down list, select the cross-tab to use.

Click OK.

14.7.3.3 To bind data to a single value

Right-click the SWF object and select Flash Data Expert.

The Flash Data Binding Expert appears.

For each variable that is listed, select a field or type a value.

When finished, click OK.

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Cross-Tab Objects

15.1 What is a Cross-Tab object?

A Cross-Tab object is a grid that returns values based on the criteria you specify. Data is presented in

compact rows and columns. This format makes it easy to compare data and identify trends. It is made

up of three elements:

• Rows

• Columns

• Summary fields

• The rows in a Cross-Tab run horizontally (from side to side). In the example above, "Gloves" is a

row.

• The columns in a Cross-Tab run vertically (up and down). In the example above, "USA" is a column.

• The summary fields are found at the intersection of rows and columns. The value found at each

intersection represents a summary (sum, count, and so on) of those records that meet the row and

the column criteria. In the example above, the value at the intersection of "Gloves" and "USA" is

four, the number of gloves sold in the USA.

A Cross-Tab also includes several totals:

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• At the end of each row is a total for that row. In the example above, this total represents a single

product sold in all countries. At the end of the "Gloves" row is the value 8, the total number of gloves

sold in all countries.

Note:

The total column can appear at the beginning of each row.

• At the bottom of each column is a total for that column. In the example above, this total represents

all products sold in a single country. The value at the bottom of the "USA" column is four, the total

number of products (gloves, belts and shoes) sold in the USA.

Note:

The total column can appear at the top of each column.

• At the intersection of the Totals column (totals for the products) and the Totals row (totals for the

countries) is a grand total. In the example above, the value at the intersection of the Total Column

and Total Row is 12, the total number of all products sold in all countries.

15.2 Cross-Tab example

This example demonstrates how you can use a Cross-Tab object to make it easier to understand

complex data. The goal of this report is to analyze the unit sales of five different bicycle locks in four

different regions (a unit sales of locks by region report). For greater clarity, only the most essential

information in these reports has been included:

• The region from which the order came.

• The name of the lock.

• The quantity ordered.

The first way of looking at the data is in the most basic of all reports, a columnar report with no grouping

or sorting.

15.2.1 Report of order data - no sorting/grouping

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This report presents details. Each row represents an individual order. There are many orders from each

of the regions for different locks. But because there is no summary information, it is nearly impossible

to get any useful information out of a report like this.

The next logical step is to group the data in some way. You can group it by region, or by product line.

The following section shows a look at both of these options.

15.2.2 Report of order data - grouped by region

This report uses the data seen in the first report, but here the data is grouped by region. All the orders

in each region are grouped together, but each regional group contains orders for different types of locks.

Because the groups contain different kinds of data, summarizing the Quantity field will determine the

total number of locks sold per Region, but not the total of each type.

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Each region group contains orders for different kinds of locks.

15.2.3 Report of order data - grouped by product

This report groups the data by product. Each group displays all the orders for a specific product. At first

it appears that this might be useful, but then it becomes clear that each product group includes orders

from several different regions.

The information is helpful, and it brings you closer to your goal, but you are still a long way from having

the information you need.

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Each product group contains orders for many regions.

15.2.4 Report of order data - grouped by region and product

This report is the logical next step. If the By Region report contains multiple products in each region

group, and the By Product report contains multiple regions in each product group, then it seems to

make sense to combine the two. Doing that, you group first by Region and then by Product.

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Each group contains orders for one product for one region. But the data is all spread out and remains

difficult to analyze. This information is useful, and with a little work you can use a report like this to get

the comparison information you need. However, a Cross-Tab offers a better solution.

15.2.5 Order data in a Cross-Tab object

With Cross-Tabs, all the information you need is provided in a compact format. The report shows the

products sold in each region and what the unit sales were. It is easy to see, for example, that Guardian

XL "U" Locks are not popular at all in BC but they are the biggest seller in Florida, or that Alabama is

being outsold by California in every lock category.

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In this Cross-Tab:

• Product names make up the row headings.

• Regions make up the column headings.

• The value at each row/column intersection is the sum of all the orders for a particular product for a

particular region; for example, the total number of Guardian Mini Locks purchased in British Columbia.

• The total at the end of each row is the total of all of the purchases for one product in all regions; for

example, the total number of Guardian ATB Locks purchased in Alabama, British Columbia, California,

and Florida combined.

• The total at the bottom of each column is the total number of all kinds of locks ordered in one region;

for example, the number of locks of all kinds purchased in California.

• The total in the bottom right corner is the grand total showing the total unit sales of all five locks in

all four regions.

The report is compact, and enables you to compare your customers' purchasing habits quickly.

15.3 Creating a Cross-Tab report

This section provides you with the steps to create a Cross-Tab object in a new report and how to add

a Cross-Tab object to an existing report.

Things to keep in mind when using Cross-Tab objects:

• You can drag report fields into or out of Cross-Tab objects.

• You can have multiple rows, columns, and summarized fields.

• You can use print-time formulas as your rows or columns.

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• You can use Running Total fields as your summarized field.

• You can include a group sort (top or bottom N) on the rows in your Cross-Tab.

Note:

Group sorting cannot be applied to columns.

• You can insert as many Cross-Tab objects in a report as you need.

• You can insert the Cross-Tab into either the Report Header or Footer, or the Group Header or Footer.

• You can place Cross-Tab objects in subreports. This is useful when you want to refer to the results

from another report.

15.3.1 To create a new cross-tab report

• On the Start Page, click Cross-Tab Report Wizard.

The Cross-Tab Report Creation Wizard appears.

15.3.2 To add a Cross-Tab to an existing report

Open your report.

This example uses the Group By Intervals.rpt included in the Feature Examples directory.

Click the Design tab.

On the Insert menu, click Cross-Tab.

Tip:

Another way to do this is to click the Insert Cross-Tab button on the Insert Tools toolbar.

An object frame appears with the Arrow cursor as you drag the Cross-Tab object into the report.

Place the object frame in an empty area in the Group Header #1 and click to release it.

An empty Cross-Tab object appears in your report. You can drag fields from your report or from the

Field Explorer into your Cross-Tab. This example uses Customer Name, Country, and Last Year's

Sales from the Customer table.

In the Field Explorer, select Customer Name and drag it to the Cross-Tab.

This field will be your column value.

Drag the field to the upper-right-hand corner of the Cross-Tab object.

You'll see a placement arrow to show you where the field will appear when you drop it.

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Once you have clicked to release the field, it appears to the right of the column that you selected.

In the Field Explorer, select Country and drag it to the Cross-Tab.

This field will be your row value.

Drag the field to the lower-left-hand corner of the Cross-Tab object, and click to release it.

Finally, drag Last Year's Sales to the Insert Summary cells of the Cross-Tab, and click to release

it.

Tip:

Notice that all of the cells change color when you position the field over them.

10.

Click the Preview tab to see your Cross-Tab.

15.3.3 Specifying the data source

On the Data screen, locate the data source you want to use.

This example uses the Xtreme Sample Database.

For information on how to select a data source, see Selecting the data source.

Select the tables that contain the fields to include in the report.

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Tip:

Use the Ctrl-click combination to pick a non-continuous range of fields and the Shift-click combination

to pick a continuous list of fields.

This example uses Customer, Orders, Orders Detail and Product.

Click the > arrow to add the selected tables.

Click Next.

The Link screen appears.

15.3.4 Modifying the links

In this example, check to make sure that the Customer table is linked to the Product table via the

Orders and Orders Detail tables.

If you do not like the linking that Crystal Reports has automatically suggested, change it by clicking

Clear Links, and then select the fields that you would like to link together.

Click Next.

The Cross-Tab screen appears.

15.3.5 Adding a chart

Select the kind of chart you want to see in your report:

• Bar Chart

• Line Chart

• Pie Chart

Note:

If you don't want to add a chart, leave No Chart selected and skip to Selecting records.

Change the default charting information to suit your report.

For more information about creating a group chart, see Charting on summary or subtotal fields

(Group layout).

Click Next.

The Record Selection screen appears.

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15.3.6 Selecting records

Use this screen to apply selection conditions. This limits the results that are returned in your report to

only those records that you are interested in.

Select the field to apply selection to.

For this example choose Region.

Click the > arrow.

The field is added to the Filter Fields area and the filter types list appears below it.

From the filter types list choose a filter method.

For this example, choose "is one of" as the filter method.

In the filter values list that appears, select the value(s) you want to filter on and click Add.

For this example, choose AZ, CA, and OR from the drop-down list.

The report will provide you with a breakdown and summary of accessory and bicycle sales for

Arizona, California, and Oregon.

Click Next.

The Grid Style screen appears.

15.3.7 Defining the structure of the Cross-Tab

Add fields from the Available Fields area to the Rows, Columns, and Summary Fields areas.

From the Customer table, select Region; then click the > arrow next to the Rows area.

The Region field is added to the Rows area.

Tip:

You can also add a field to the different Cross-Tab areas by selecting it and dragging it to the

Columns, Rows, or Summary Fields areas.

From the Product table, select Product Class; then click the > arrow next to the Columns area.

The Product Class field is added to the Columns area.

From the Orders table, select Order Amount; then click the > arrow next to the Summary Fields

area.

The Orders Amount is added to the Summary Fields area.

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Select the summary operation you want to perform on Order Amount from the list beneath the

Summary Fields area.

Click Next.

The Chart screen appears.

15.3.8 Applying a predefined style and finishing the report

Select a style.

For this example choose Original.

Click Finish.

The Cross-Tab report appears in the Preview tab.

If you do not want the Cross-Tab to appear in the Report Header, click the Design tab, and move

the Cross-Tab to the Report Footer.

Note:

• You can also place your Cross-Tab in the Group Header or Footer.

• If you place the Cross-Tab in the Report Footer, unsuppress the footer by right-clicking in the

Report Footer's gray area and selecting Don't Suppress.

Click the Preview tab to view the report.

15.3.9 Adding a Cross-Tab to an existing report using the Cross-Tab Expert

15.3.9.1 To add a Cross-Tab to an existing report using the Cross-Tab Expert

In this example, a Cross-Tab is added to an existing report to show the sales in North America compared

to the rest of the world. However, instead of defining the report by dragging fields into it, you will use

the Cross-Tab Expert.

Open your report.

This example uses the Group By Intervals.rpt included in the Feature Examples directory.

Click the Design tab.

On the Insert menu, click Cross-Tab.

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Tip:

Another way to do this is to click the Insert Cross-Tab button on the Insert Tools toolbar.

An object frame appears with the Arrow cursor as you drag the Cross-Tab object into the report.

Place the object frame in an empty area in the Report Header and click to release it.

An empty Cross-Tab object appears in your report.

Right-click the Cross-Tab and select Cross-Tab Expert from the shortcut menu.

The Cross-Tab Expert appears. This dialog box is made up of three tabs: Cross-Tab, Style, and

Customize Style.

15.3.9.2 Defining the structure of the Cross-Tab

Add fields to the Rows, Columns, and Summarized Fields areas.

From the Available Fields list, select Country; then click the > arrow next to the Rows area.

The Country field is added to the Rows area.

Tip:

You can also add a field to the different Cross-Tab areas by selecting it and dragging it to the

Columns, Rows, or Summarized Fields areas.

From the Available Fields list, select Last Year's Sales; then click the > arrow next to the

Summarized Fields area.

The Last Year's Sales field is added to the Summarized Fields area.

Apply additional structure:

• Click Country in the Rows area.

• Click Group Options.

• Select in specified order from the drop-down list.

• Type North America for the name of the Named Group.

• Click New.

• Choose is one of from the drop-down list.

• Select Canada, Mexico, and USA from the drop-down list.

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• Click OK to close the Define Named Group dialog box.

• Click OK to close the Cross-Tab Group Options dialog box.

15.3.9.3 Choosing a predefined style

Click the Style tab.

Select a style.

15.3.9.4 Applying a custom style

Click the Customize Style tab.

Customize the style as desired.

15.3.9.5 Finishing the Cross-Tab

Click OK.

On the Report menu, click Refresh Report Data.

The updated report appears.

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15.4 Working with Cross-Tabs

This section describes ways you can work with a Cross-Tab once you've added it to your report.

15.4.1 Showing values as percentages

Right-click the blank top-left area of a Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

On the Cross-Tab tab, select a summarized field; then click Change Summary.

In the Edit Summary dialog box, select the Show as percentage of option, and choose the summary

field you want to base the percentage on.

Choose Row or Column depending on whether you want your percentage values to be calculated

horizontally (row) or vertically (column).

Click OK to close the Edit Summary dialog box.

Click OK to return to your Cross-Tab.

Summarized field values are now displayed as percentages on your Cross-Tab.

Tip:

You can also access the Edit Summary dialog box directly from your Cross-Tab by selecting the summary

field and choosing Edit Summary from the shortcut menu.

15.4.2 Abbreviating large summarized fields

Because the values in a Cross-Tab's summarized fields are often very large, Crystal Reports lets you

abbreviate such values.

Note:

To complete this procedure, the report you're working with must include the custom function called cd

FormatCurrencyUsingScaling. The sample report called Custom Functions.rpt includes this

function.

If there is no cross-tab object in the report, insert one in the Report Header.

Use Customer.Country for the Row, and Orders.Order Amount for the summarized field.

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Right-click the summarized field you want to abbreviate and choose Format Field from the shortcut

menu.

The Format Editor appears.

On the Common tab, click the conditional formatting button adjacent to Display String.

In the Functions tree of the Format Formula Editor, select cdFormatCurrencyUsingScaling from the

Custom Functions folder.

Complete the custom function's arguments as follows:

cdFormatCurrencyUsingScaling (CurrentFieldValue,1,"K","M")

• As the first argument, choose CurrentFieldValue from the Formatting Functions folder of the

Functions tree. This argument defines the actual value to be summarized.

• As the second argument, enter the number of decimal places you want to display on your

Cross-Tab.

• As the third and fourth arguments, enter the strings (surrounded by quotation marks) that you

want to display as thousands and millions symbols.

Click Check to identify any errors in the formula.

Fix any syntax errors the Formula Checker identifies.

When the formula has the correct syntax, click Save and close on the Formula Workshop toolbar.

You return to the Format Editor dialog box.

Click OK to return to your Cross-Tab.

Your summarized field values appear abbreviated as defined.

Note:

You can create your own custom function, or you can copy and modify the provided sample to abbreviate

a summarized field. In general, using a custom function is not a requirement of working with the Display

String feature. You can write any Display String formula you need as long as its return value is a string.

15.4.3 Customizing row/column labels

By default, row and column labels are derived from the data on which you base your Cross-Tab. You

can, however, customize row and column labels.

Right-click the row or column whose label you want to customize and choose Format Field from

the shortcut menu.

The Format Editor appears.

On the Common tab, click the conditional formatting button adjacent to Display String.

In the Format Formula Editor, create formula text that describes the custom names you want to use

as well as the conditions under which these names should be applied.

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For more information about how to do this, see Working with conditional formatting.

Click Check to identify any errors in the formula.

Fix any syntax errors the Formula Checker identifies.

When the formula has the correct syntax, click Save and close on the Formula Workshop toolbar.

You return to the Format Editor dialog box.

Click OK to return to your Cross-Tab.

Your customized row and column names appear when the conditions you set are matched.

15.4.4 Using running totals in Cross-Tabs

Running Total fields can be useful as summary fields in Cross-Tab objects. Create your Cross-Tab as

shown in Creating a Cross-Tab report, but choose a running total field as your Summary Field.

Note:

You cannot use Running Total fields as columns or rows in a Cross-Tab.

If you want a running total that totals down the Cross-Tab's columns, you must sort the records in the

Cross-Tab by Column and then Row.

15.4.4.1 To total down columns

Right-click the blank top-left area of a Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

On the Cross-Tab tab of the Cross-Tab Expert, make sure you have added a Running Total field

to the Summarized Fields area.

Click OK to return to the Cross-Tab in your report.

Click Record Sort Expert and sort your Cross-Tab by the field you designated as a Column

in the Cross-Tab Expert.

Create a second sort on the field you designated as a Row in the Cross-Tab Expert.

If you want a running total that totals across the Cross-Tab's rows, you must sort the records in the

Cross-Tab by Row and then Column.

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15.4.4.2 To total across rows

Repeat steps 1 to 3 of the previous procedure.

Click Record Sort Expert and sort your Cross-Tab by the field you designated as a Row in the

Cross-Tab Expert.

Create a second sort on the field you designated as a Column in the Cross-Tab Expert.

If you add a Group Sort (top or bottom N sort) based on a Running Total field, the sort is carried out on

the running total values as shown in the Cross-Tab's Row/Column Total areas—it is not based on the

summary field's totals. Also, in this case, the running total results appear correctly only in the total data

and not in the cell data.

15.4.5 Printing Cross-Tabs that span multiple pages

When you create a Cross-Tab that is wider or longer than the specified page size, the program

automatically spans the printing across enough pages to accommodate the size of the Cross-Tab. In

the Preview tab, a line will appear at each page break. For ease in reading, column headings will be

repeated on subsequent pages. Row headings can also be repeated using the Keep Columns Together

option.

15.4.5.1 To repeat row labels

Right-click the blank top-left area of the Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

Click the Customize Style tab.

Select the Repeat Row Labels check box, if desired.

Crystal Reports lets you designate report objects that don't expand horizontally, such as text objects,

field objects, OLE objects, charts, maps, lines, boxes, and so on, to be repeated on each additional

horizontal page that a Cross-Tab creates. For more information, see Repeating report objects on

horizontal pages.

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15.5 Formatting Cross-Tabs

Crystal Reports has powerful formatting capabilities that can be applied to Cross-Tabs. The following

sections describe some key procedures.

By applying such formatting as background color, borders, and fonts, you can emphasize important

data and create professional-looking, easy-to-understand Cross-Tabs. For more information, see

Formatting properties.

You can also use the Highlighting Expert to apply conditional formatting to Cross-Tab cells. To access

the Highlighting Expert, right-click the cell you want to format and, on the shortcut menu, click Highlighting

Expert. For more details, see Using the Highlighting Expert.

15.5.1 Changing width, height, and alignment of Cross-Tab cells

Click a cell within the Cross-Tab to activate the sizing handles.

Click and drag one of the sizing handles to expand the width or height of the cell.

Click an alignment option on the Formatting toolbar to change the alignment of the data in the cell.

You can choose between left, right, center, and justified alignment.

Note:

Changing one cell affects all like cells. For example, changing the width of one summary field cell

changes all other summary field cells at the same time.

15.5.2 Formatting background color of entire rows/columns

Use background colors to emphasize rows or columns within your Cross-Tab.

Right-click the blank top-left area of the Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

Click the Customize Style tab.

Click the row (in the "Rows" area) or column (in the "Columns" area), and select a color from the

Background Color drop-down list.

Click OK to return to the Cross-Tab.

The row/column is formatted as specified.

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15.5.3 Formatting fields individually

Right-click the field you want to format and choose Format Field from the shortcut menu.

The Format Editor appears.

In the Format Editor, make font, background, borders, numbering, currency symbols, and printing

characteristics choices.

Click OK to return to the Cross-Tab.

The field is formatted as specified.

15.5.4 Formatting several fields at one time

Use the Shift-click method to highlight the desired fields.

Right-click any one of them and choose Format Objects from the shortcut menu.

The Format Editor appears.

In the Format Editor, make font, background, borders, numbering, currency symbols, and printing

characteristics choices.

Click OK to return to the Cross-Tab.

The fields are formatted as specified.

15.5.5 Suppressing Cross-Tab data

This section provides you with the steps required to suppress data in your report. You can suppress:

• Empty rows and columns.

• Row and column grand totals.

• Subtotals and their labels.

15.5.5.1 To suppress empty rows and columns

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Right-click the blank top-left area of the Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

Click the Customize Style tab.

Select either the Suppress Empty Rows or Suppress Empty Columns check box.

Click OK.

Now, when you print the report, empty rows and/or columns will not appear.

15.5.5.2 To suppress row and column grand totals

Right-click the blank top-left area of the Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

Click the Customize Style tab.

Select either the Suppress Row Grand Totals or Suppress Column Grand Totals check boxes.

Click OK.

15.5.5.3 To suppress subtotals and their labels

If you have more than two groups in your Cross-Tab you can suppress the subtotal and label for one

of them.

Right-click the blank top-left area of the Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

Click the Customize Style tab.

Click the field whose subtotal you want to suppress.

The Suppress Subtotal and the Suppress Label check boxes become active.

In the Group Options area, select the Suppress Subtotal check box.

Click the Suppress Label check box to suppress the label associated with subtotal.

Click OK.

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15.5.6 Displaying summarized fields horizontally

If you have two or more summarized fields in your Cross-Tab, you can display their values horizontally

instead of vertically (the default).

Right-click the blank top-left area of the Cross-Tab and select Cross-Tab Expert from the shortcut

menu.

The Cross-Tab Expert appears.

Click the Customize Style tab.

In the Summarized Fields area, select Horizontal.

Click the Show Labels check box if you want to display labels for the summarized fields.

Labels are displayed in the direction you chose for the summarized fields.

Click OK.

15.6 Advanced Cross-Tab features

There are several ways to add even more information to your Cross-Tabs. This section covers several

advanced Cross-Tab features.

Related Topics

• Calculated Members

• Embedded Summaries

15.6.1 Calculated Members

You can add rows or columns to your Cross-Tab by inserting a Calculated Member. These rows or

columns can contain custom calculations (for example, the difference in sales between two regions) or

can be used entirely for formatting purposes (for example, inserting a blank row every three lines to

increase readability).

You have complete flexibility in designing your own calculation formulas and can choose whether they

appear only once or repeat regularly in the Cross-Tab.

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Related Topics

• Calculation Formulas

• Header Formulas

• Insertion Formulas

• Value Formulas

15.6.1.1 To add a Calculated Member to your Cross-Tab

In your Cross-Tab, right-click the row or column header you would like to use as the first value of

your Calculated Member.

For example, if you wanted to create a Calculated Member for the difference between Sales and

Sales Returns, the desired formula would be Sales - Sales Returns. In this example, you would

right-click the Sales header.

On the shortcut menu, point to Calculated Member, and select the chosen value as your first value.

In this example, you would select Sales as your first value.

In your Cross-Tab, right-click the row or column header you would like to use as the second value

of your Calculated Member.

In this example, you would select Sales Returns as your second value.

On the shortcut menu, point to Calculated Member, and select the desired calculation.

In this example, you would select Difference of "Sales" and "Sales Returns" as the desired

calculation.

A row or column that displays the results of the selected calculation appears in your Cross-Tab .

15.6.1.2 To add a blank row or column to your Cross-Tab

In your Cross-Tab, right-click the header immediately preceding the desired location of your blank

row or column.

On the shortcut menu, point to Calculated Member, and depending on whether you have clicked

a row or a column, click either Insert Row or Insert Column.

A blank row or column appears in your Cross-Tab.

15.6.1.3 To change the processing order of Calculated Members

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Right-click the top-left corner of your Cross-Tab.

On the shortcut menu, point to Advanced Calculations, and click Calculated Member.

The Cross-Tab Calculated Members Expert appears.

In the Calculated Members box, use the arrows to change the processing order of the Calculated

Members.

Click OK to save your changes and return to your report.

The Cross-Tab recalculates the values of the Calculated Members.

Note:

Changing the processing order of Calculated Members does not cause a database refresh.

15.6.1.4 Calculation Formulas

Calculation Formulas are mathematical formulas that Crystal Reports uses to determine Calculated

Member cell values. You can choose between several pre-defined formulas or design your own in the

Formula Workshop.

The pre-defined formulas are as follows:

• Sum of

• Difference of

• Product of

• Quotient of

Crystal Reports is equipped with a variety of functions to help you design your own formulas.

15.6.1.4.1 To edit a Calculation Formula

In the Calculated Member you would like to edit, right-click any cell except for the header.

On the shortcut menu, point to Calculated Member, and click Edit Calculation Formula.

The Formula Workshop appears.

In the Formula Workshop, enter the desired Calculation Formula.

Click Save and close to return to your report.

The Calculated Member displays the results of the new Calculation Formula.

15.6.1.5 Header Formulas

Header Formulas determine the visible row or column header for a Calculated Member.

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15.6.1.5.1 To edit a Header Formula

Right-click the header of the Calculated Member you would like to edit.

On the shortcut menu, point to Calculated Member, and click Edit Header Formula.

The Formula Workshop appears.

In the Formula Workshop, enter your desired header name in quotations.

Note:

You can also control your header formulaically. A Header Formula must return a string.

Click Save and close to return to your report.

The Calculated Member header displays the result of the Header Formula.

15.6.1.6 Value Formulas

If you want to reference a Calculated Member in a formula, you must assign a value to it. Value

Formulas assign values to Calculated Members for this purpose.

15.6.1.6.1 To edit a Group Value Formula

Right-click the header of the Calculated Member you would like to edit.

On the shortcut menu, point to Calculated Member, and depending on whether you have clicked

a row or a column, click Edit Row Value Formula or Edit Column Value Formula.

The Formula Workshop appears.

In the Formula Workshop, enter your desired value.

Note:

You can also control your value formulaically. A Value Formula must be of the same type as the

row/column grouping field that it is inserted into.

Click Save and close to return to your report.

The Calculated Member retains the result of your Value Formula.

Note:

If you have not edited the Header Formula for a Calculated Member, the visible header displays the

result of the Value Formula. When you edit the Header Formula, it overrides the Value Formula as

the visible header.

15.6.1.7 Insertion Formulas

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Insertion formulas determine where a Calculated Member appears in a Cross-Tab. In most cases,

a Calculated Member appears only once. However, you can set it to appear in multiple locations or in

a repeating pattern.

15.6.1.7.1 To edit an Insertion Formula

Right-click the header of the Calculated Member you would like to edit.

On the shortcut menu, point to Calculated Member, and click Edit Insertion Formula.

The Formula Workshop appears.

In the Formula Workshop, enter your desired formula.

For example, the following formula inserts a Calculated Member after the country field for Canada:

GetColumnGroupIndexOf(CurrentRowIndex) = 1 and GridRowColumnValue("Customer.Country") = "Canada"

Click Save and close to return to your report.

The Calculated Member appears in the locations specified by the Insertion Formula.

15.6.2 Embedded Summaries

You can add an additional calculation to your Cross-Tab by inserting an Embedded Summary.

Unlike Calculated Members, Embedded Summaries do not add rows or columns to your Cross-Tab.

Instead, they cause additional calculations to appear within each cell of the Cross-Tab.

For example, in a report showing regional sales, you could insert a calculation for each region that

shows the percentage of total sales for the country.

15.6.2.1 To add an Embedded Summary to your Cross-Tab

In your Cross-Tab, right-click any cell except for a header.

On the shortcut menu, point to Embedded Summary, and click Insert Embedded Summary.

A blank Embedded Summary appears in the Cross-Tab.

In the Embedded Summary, right-click the text that says "Edit this formula."

Point to Embedded Summary, and click Edit Calculation Formula.

The Formula Workshop appears.

In the Formula Workshop, enter the desired Calculation Formula.

Click Save and close to return to your report.

The Embedded Summary displays the results of the new Calculation Formula.

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15.6.2.2 To change the processing order of Embedded Summaries

If you have multiple Embedded Summaries in your Cross-Tab, the order in which they are calculated

can affect your results. You can change the processing order of Embedded Summaries in the

Embedded Summaries dialog box.

Right-click the top-left corner of your Cross-Tab.

On the shortcut menu, point to Advanced Calculations, and click Embedded Summary.

The Embedded Summaries dialog box appears.

In the Summaries box, use the arrows to change the processing order of the summaries.

Click OK to save your changes and return to your report.

The Cross-Tab recalculates the values of the Embedded Summaries in the new processing order.

Note:

Changing the processing order of Embedded Summaries does not cause a refresh from the database.

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Building Queries

16.1 Connecting to a universe

You access the Business Objects Query Panel in Crystal Reports through the Database Expert. Once

you have selected Universes from the Create New Connection node, you are prompted to log onto SAP

BusinessObjects Business Intelligence platform, after which you can select a universe and design your

query.

Crystal Reports can connect to multilingual universes and report off of them, but it cannot take advantage

of the multilingual attributes. Crystal Reports will display multilingual field names and other metadata

content only in the primary language of the universe.

You can only base new documents and queries on universes for which you have been granted the

custom right, Create / Edit Query.

Note:

If you are a user of Web Intelligence and you are using the Query Panel in Crystal Reports, you will

encounter some differences in behavior from what you might expect in Web Intelligence.

16.1.1 To connect to a universe

In Crystal Reports, on the File menu, click New, and then click Blank Report.

In the Database Expert, double-click Create New Connection.

Double-click Universes to view a list of universes you have the right to base new reports on.

Log on to SAP BusinessObjects Business Intelligence platform if you have not done so already.

For information about how to log on to SAP BusinessObjects Business Intelligence platform, see

Working with Enterprise folders.

Select the universe that you want to base your query on, and then click Open.

The Business Objects Query Panel appears.

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16.2 Defining the data selection for a query

You build queries in the Query Panel by using objects in a Business Objects universe. The objects in

the universe are a graphical representation of the information available in a database. The objects in

the universe are mapped to the table columns and rows in the database.

You can only base new documents and queries on universes for which you have been granted the

custom right, Create / Edit Query.

The Query Panel is divided into several panes:

• The pane on the left shows a tree view of the objects that your universe contains. You cannot add

new objects or edit existing objects in the Query Panel. For information about the types of objects

that might appear in this pane, see Quick reference to objects.

Note:

You can see all available objects in this pane by selecting "All objects." If you want to see how objects

relate to each other, select "Hierarchies." This option provides you with a visual representation of

the hierarchical structure of objects if such a structure is present in the universe.

• The Result Objects pane is where you place the objects that you want as part of your query.

• The Query Filters pane is where you place the objects that you want to use to filter the data that is

returned from your universe. You can define your filter when you add an object to this pane.

16.2.1 To build a simple query

In the Query Name field, enter a name for your query.

Note:

Crystal Reports uses the query name as the name of the SQL Command that it creates for your

report. Once you have created your query in the Query Panel, you will see this name in the Available

Data Sources and Selected Tables areas of the Database Expert.

Select an object in the left-hand pane and double-click it or drag it into the Result Objects pane.

Objects that appear in the Result Objects pane become fields that you report on in your Crystal

report.

Repeat the previous step for each object that you want to include in the query.

Select an object in the left-hand pane, or in the Result Objects pane, and drag it into the Query

Filters pane.

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Add filters to the Query Filters pane to restrict the data your query returns based on the object that

you selected. Filtering limits the data that a user can see and reduces the runtime of queries. For

information about adding filters, see Creating query filters.

Click OK.

If your query contains prompts, select your prompt value(s) in the Enter Parameter Values dialog

box.

For information about using the Enter Parameter Values dialog box, search for the dialog box by

name in the Crystal Reports Online Help.

If your data source is secure, use the connection dialog box to log on to the database that your

universe uses.

For information about using the supported connection dialog boxes, search for "Data source

connectivity dialog boxes" in the Crystal Reports Online Help.

You can create a number of queries in the Query Panel that Crystal Reports combines through the use

of a Union join.

16.2.2 To create a combined query

•

Create a simple query and click Add a combined query.

A new pane is added to the Query Panel under the tree view. You can switch between your query

definitions by clicking the nodes in this pane.

Note:

• The objects in the result panel of the first query are copied into the new query. The program does

not copy existing query filters.

• When combining result objects of different datatypes from two queries into one query, the OK

button may be grayed out, and you may not be able to generate a report. For example, Query1

contains a string and a number and Query2 contains a string and a date.

Before trying to combine the queries, ensure that the objects in both queries have the same

datatype.

16.2.3 Quick reference to objects

An object is a named component that maps to data or a derivation of data in the database. For example,

an object may represent a column in a database table, or it may be the summary of the values in a

column.

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You use objects in a query to retrieve data for your reports. For example, some of the objects in a

human resources universe might be Names, Addresses, and Salaries.

Objects can represent different types of information.

Note:

• Object properties are defined in the BusinessObjects Designer, but are not taken into account by

the Query Panel in Crystal Reports.

• Objects cannot be defined directly in the Query Panel. Use the BusinessObjects Designer to define

objects in a universe.

DescriptionExamplesObject

This object retrieves the data

that provides the basis for anal-

ysis in a report. Dimension ob-

jects typically retrieve character-

type data (for example, cus-

tomer names, resort names, or

dates).

Dimension

This object provides descriptive

data about a dimension. A detail

is always attached to the dimen-

sion for which it provides addi-

tional information. For example,

Age is a detail object that is as-

sociated with the Customer di-

mension. Address provides ad-

ditional information on cus-

tomers.

Detail

This object retrieves numeric

data that is the result of calcula-

tions on data in the database.

For example, Revenue is the

calculation of the number of

items sold multiplied by item

price. Measure objects are often

located in a Measures class.

Measure

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16.3 Editing an existing query

You can return to the Query Panel to change an existing query, provided you have been granted the

custom right, Create / Edit Query. You can add or remove an object, or you can add, edit, or remove

a filter.

16.3.1 To edit an existing query

In Crystal Reports, open a report created with a universe as a data source, go to the Database

menu, and click Query Panel.

Log on to SAP BusinessObjects Business Intelligence platform if you have not done so already.

For information about how to log on to SAP BusinessObjects Business Intelligence platform, see

Working with Enterprise folders.

In the Query Panel, edit your query as necessary.

When you have finished editing your query, click OK.

Click OK in the Database Expert to return to your report.

Changes that you made in your query are reflected in Crystal Reports.

Note:

If you remove objects from your query that you have used in your Crystal report, you must remove

these objects from the report.

16.4 Viewing the SQL behind a query

When you build a query, Crystal Reports automatically generates the SQL that corresponds to the query

and saves it as a Crystal SQL Command object.

For more information about SQL Command objects, search for "Defining an SQL Command" in the

Crystal Reports Online Help.

16.4.1 To view the SQL when you create a query

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•

In the Query Panel, click View SQL.

The SQL dialog box appears; it contains the SQL that constitutes your query. Use this option when

you want to check the SQL as you create a query.

16.4.2 To view the SQL after you have created a query

• In Crystal Reports, open a report created with a universe as a data source, go to the Database

menu, and click Show SQL Query.

You can see the SQL in the Show SQL Query dialog box.

In Crystal Reports, open a report created with a universe as a data source, go to the Database

menu, and click Database Expert.

Once you are in the Database Expert, right-click your query in the Selected Tables list and select

View Command. You can see the SQL in the View Command dialog box.

16.5 Query filters and prompts

16.5.1 Creating query filters

You can use the following types of filters in a query:

• Predefined filters

These filters are created by your administrator.

• Custom filters

You define these filters while you are creating the query.

• Prompts

Prompts are dynamic filters that you define to display a question or a list of values; users can select

different filter value(s) each time they refresh the report.

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16.5.1.1 To add a predefined filter to a query

Double-click the objects you want to use in your report, or drag them to the Results Objects pane.

For step-by-step instructions on selecting objects to build a query, see Defining the data selection

for a query.

Drag a predefined filter to the Query Filters pane.

When you run the query, the data corresponding to the query filters you selected is returned to the

report.

Note:

Predefined filters are created and edited by your administrator. As a user of the Query Panel, you cannot

view the component parts of predefined filters, neither can you edit them.

16.5.1.2 To create a custom filter using the Filter Editor

Select the object you want to filter and drag it to the Query Filters pane.

The Filter Editor appears. The name of the object you selected is displayed beneath the "Filtered

object" text.

Select an Operator from the list.

For a description and example of each operator, see Quick reference to query filter operators.

Select Constant or Value(s) from list.

Depending on the operator you selected, type a single value or multiple values in the Type a value

field.

Click OK to confirm the properties of the custom filter.

The new filter displays in the Query Filters pane.

16.5.2 Building prompts

A prompt is a dynamic filter that displays a question every time you refresh the data in a report. You

respond to prompts by typing or selecting the value(s) you want to view before you refresh the data.

Crystal Reports retrieves only the values you specified from the database and returns those values to

the report.

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Tip:

Prompts allow multiple users view a single report but specify a different sub-set of the database

information. Prompts also reduce the time it takes for the data to be retrieved from the database.

16.5.2.1 To create a prompt

Select the object you want to apply a prompt on and drag it to the Query Filters pane.

For example, if you want to allow users to specify the geographical region for the report, drag the

Region field to the Query Filters pane.

The Filter Editor appears. By default, the name of the filter is the name of the filtered object.

Select an operator from the list.

See Quick reference to query filter operators.

Note:

You cannot use the following operators for prompts: Is null, Is not null, Both, and Except.

Under Operator type, select Prompt.

The Prompt text field shows the default message.

If you want to change the default message, edit it to word a question.

For example, you might ask "Which region do you want to see data for?"

Check Select only from list if you want your prompt to display a list of values from which users can

select value(s).

Use this option to prevent users from typing a value that might not exist in the database.

Click OK to confirm the prompt.

The prompt appears at each report refresh.

16.5.3 Combining query filters and prompts

You can apply multiple filters and prompts on a single query.

16.5.3.1 To combine filters and/or prompts

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Create each query filter and/or prompt.

For step-by-step information on how to create filters and prompts, see Creating query filters or

Building prompts.

By default, the Query Panel combines the filters and prompts with the And operator. You can leave

the And operator or change the operator to Or. See Using And or Or to combine query filters.

If necessary, change the operator to Or by double-clicking the And operator.

Or now displays as the operator. The prompts appear when you click OK, or when you refresh the

report data.

16.5.4 Using And or Or to combine query filters

This table explains the difference between the And and the Or operators.

SelectExampleRetrieve this data

And

Customers who ordered sup-

plies in Q1 and in Q2 (the data

you retrieve will include: cus-

tomers who placed orders in

both Q1 and Q2).

Data true for both filters.

Customers who ordered sup-

plies in: Q1 or Q2 (the data you

retrieve will include: customers

who placed orders in Q1only;

customers who placed orders

only in Q2, and; customers who

placed orders in both Q1 and

Q2).

Data true for any one of the fil-

ters.

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16.5.5 Quick reference to query filter operators

The following table will help you select the operator you need to define a query filter.

Filter createdSelectExampleValues to retrieve

<Country> Equal to USEqual to

Retrieve data for the

US only.

Values equal to a value

you specify.

<Quarter> Different

from Q4

Different from

Retrieve data for all

quarters except Q4.

Values different from a

value you specify.

Greater than 60

Greater than

Retrieve data for cus-

tomers aged over 60.

Values greater than a

value you specify.

<Revenue> Greater

than or equal to

1500000

Greater than or equal

Retrieve data for rev-

enue starting from

$1.5M upward.

Values greater than or

equal to a value you

specify.

<Exam Grade> Less

than 40

Less than

Retrieve data for exam

grades below 40.

Values lower than a

value you specify.

<Age> Less than or

equal to 30

Less than or equal to

Retrieve customers

whose age is 30 or

less.

Values lower than or

equal to a value you

specify.

<Weeks> Between 25

and 36

Between

Retrieve the weeks

starting at week 25 and

finishing at 36 (includ-

ing week 25 and week

36).

Values between two

values you specify that

includes those two val-

ues.

<Weeks> Not Between

25 and 36

Not between

Retrieve all the weeks

of the year, except for

weeks 25 through 36

(week 25 and week 36

are not included).

Values outside the

range of two values

you specify.

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Filter createdSelectExampleValues to retrieve

<Country> In list 'US;

Japan; UK'

In list

Retrieve data for only

the following countries:

the US, Japan, and the

UK.

Values that are the

same as several values

you specify.

<Country> Not in list

'US; Japan; UK'

Not in list

Don't retrieve data for

the following countries:

the US, Japan, and the

UK.

Values that are differ-

ent from the multiple

values you specify.

<Children> Is nullIs null

Retrieve customers

without children (the

children column in the

database has no data

entry).

Values for which there

is no value entered in

the database.

<Children> Is not NullIs not Null

Retrieve customers

with children (the chil-

dren column in the

database has a data

entry).

Values for which a val-

ue was entered in the

database.

<DOB> Matches pat-

tern, '72'

Matches pattern

Retrieve customers

whose date of birth is

1972.

Values that includes a

specific string.

<DOB> Different from

pattern, '72'

Different from pattern

Retrieve customers

whose date of birth is

not 1972.

Values that don't in-

clude a specific string.

<Account Type> Both

"fixed" and "mobile"

Both

Retrieve Telco cus-

tomers who have both

a fixed telephone and

a mobile phone.

Values that correspond

to two values you

specify.

<Account Type> "fixed"

Except "mobile"

Except

Retrieve Telco cus-

tomers who have a

fixed telephone, but

don't have a mobile

phone.

Values that correspond

to a single value and

do not correspond to

another value you

specify.

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16.5.6 Editing and removing query filters

You can edit and remove filters on queries.

16.5.6.1 To edit a query filter

Double-click the filter you want to edit.

The Filter Editor appears.

Change the definition of the filter in the Filter Editor.

For information on how to define filters, see Creating query filters.

Click OK to confirm your changes.

The modified query appears in the Query Filters pane.

16.5.6.2 To remove a query filter

• Drag the filter you want to remove and drop it onto the left-hand pane.

The filter is removed from the query definition and no longer appears on the Query Filters pane.

16.6 Filtering data using subqueries and database ranking

This section explains how to work with more advanced types of query filters. It covers the following

advanced query filters:

• Subqueries

• Database rankings

Subqueries and database rankings allow you to create filters that are much more powerful than standard

query filters.

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16.6.1 What is a subquery?

A subquery is a more flexible kind of query filter that allows you to restrict values in more sophisticated

ways than with an ordinary query filter.

Subqueries are more powerful than ordinary query filters for the following reasons:

• They allow you to compare the values of the object whose values are used to restrict the query with

values from other objects.

• They allow you to restrict the values returned by the subquery with a WHERE clause.

Subqueries allow you to pose complex questions that are difficult or impossible to formulate with simple

query filters. For example: what is the list of customers and their associated revenue where the customer

purchased a service that had previously been reserved (by any customer) in Q1 of 2003?

16.6.2 Building a subquery

You build a subquery in the Query Filters pane of the Query Panel.

Note:

You can mix subqueries and other types of query filter in the Query Filters pane.

16.6.2.1 To build a subquery

Add the objects that you want to appear in the query to the Result Objects pane.

Select the object that you want to filter with a subquery, and then click Add a subquery.

The subquery outline appears in the Query Filters pane. By default the object you selected appears

as the Filter object and Filter By object. For more information on the Filter Object and Filter By object,

see Subquery parameters.

To add a WHERE condition to the subquery, drag a query object to the white area of the subquery

outline.

Note:

You can use an existing subquery or standard query filter as a WHERE condition in a subquery. To

do so, drag and drop the existing filter or subquery to the white area of the subquery outline.

Select the operator and values used to filter the object in the WHERE condition.

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Note:

For more information on query filter operators and values, see Query filters and prompts.

Click Add a subquery to add an additional subquery to the query filter.

By default the two subqueries are linked in an AND relationship. Click the AND operator to toggle

between AND and OR.

In addition to linking subqueries in AND or OR relationships, you can nest them (create subqueries

within subqueries) by dragging an existing subquery to the white area of the subquery outline. In

this case the inner subquery becomes part of the WHERE condition of the outer subquery.

16.6.2.2 Subquery parameters

A subquery or set of subqueries contains the following parameters:

DescriptionParameter

The object whose values are used to filter the re-

sult objects.

You can include more than one Filter Object. If

you do, Crystal Reports concatenates the values

of the objects you specify.

Filter Object(s)

The object that determines which Filter Object

values the subquery returns.

You can include more than one Filter By object.

If you do, Crystal Reports concatenates the values

of the objects you specify.

Filter By Object(s)

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DescriptionParameter

The operator that specifies the relationship be-

tween the Filter object and the Filter By object.

Because of database restrictions you cannot use

certain combinations of operators and Filter By

objects together. For example, if you use the

Equal To operator with a Filter By object that re-

turns multiple values, the database rejects the

SQL because this type of subquery requires the

Filter By object to return one value only.

In cases where the generated SQL is rejected by

the database, you see an error message showing

the error description returned by the database.

Operator

An additional condition that constrains the list of

values of the Filter By object. You can use ordi-

nary report objects, predefined conditions or ex-

isting query filters (including subqueries) in the

WHERE condition.

WHERE condition (optional)

If there is more than one subquery, determines

the relationship between the subqueries.

AND - the conditions in all of the subqueries must

be satisfied.

OR - the conditions in any one of the subqueries

must be satisfied.

Relationship operator

16.6.3 What is a database ranking?

Database rankings allow you to answer questions like "what are the top three customers, based on the

revenue they generated for each year?" at the query level, without the need to return data that falls

outside the ranking to Crystal Reports. You can then filter this data using a ranking.

When you rank data you sort and filter it according to ranking criteria. This process is much like selecting

Top or Bottom N values when sorting groups in Crystal Reports. For more information, see Selecting

top or bottom N groups or percentages.

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A database ranking allows you to specify a ranking at the query and database level so that the data

returned to Crystal Reports by the query is already ranked. This has the following advantages:

• Ranking data can be processing-intensive. By ranking at the database level you allow the server,

which is typically far more powerful than the client machine, to perform this processing.

• Pre-ranking data reduces the amount of data retrieved across the network and stored in Crystal

Reports.

Note:

• You can perform a database ranking only if your database supports it. If this is not the case, the

"Add a top bottom" button is disabled on the Query Panel toolbar. Databases that support ranking

are Oracle, DB2, Teradata and Redbrick.

• Crystal Reports uses the SQL-99 Rank function in ranking SQL.

• SQL is the query language supported by all relational databases (RDBMS), although each database

has its own syntax.

16.6.4 Creating a database ranking

You create a database ranking in the Query Filters pane of the Query Panel.

Note:

You can mix database rankings and other types of query filter in the Query Filters pane.

16.6.4.1 To create a database ranking

Add the objects that you want to appear in your query to the Result Objects pane of the Query Panel.

Select the object that you want to rank by.

Click Add a database ranking on the toolbar.

The ranking outline appears in the Query Filters pane. The object that you selected appears as the

ranking dimension, and the first measure in the query appears as the ranking measure in the "Based

on" list.

Note:

The "Add a database ranking" button is disabled if your database does not support ranking.

Select the ranking direction (Top or Bottom).

Type the number of records you want the ranking to return in the box next to Top/Bottom.

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Note:

You can specify a prompt instead of a constant by clicking the arrow next to the number. When you

select a prompt, the user must enter the ranking number when they run the query. For more

information on prompts, see Building prompts.

Drag the object that provides the calculation context for the measure to the For each box.

This dimension is optional.

Note:

To display the "For each" box, click the arrow to the right of the "Based on" measure.

Drag any objects that you want to include in the WHERE restriction to the white area of the ranking

outline. For more information on the WHERE restriction, see the explanation under What is a

subquery?.

16.6.4.2 Ranking parameters

The following table describes the parameters from left to right in the ranking:

DescriptionParameter

Ranking order.

Top - ranks in descending order.

Bottom - ranks in ascending order.

Top/Bottom

The number of records to return in the ranking.

For example, the top 10.

Number of records

The object used in the ranking. For example, if

the object is Region and the ranking is Top 10,

the ranking returns the top 10 regions.

Ranking object

The measure by which the ranking object is

ranked. For example, if the measure is Revenue

and the object is Region, Crystal Reports ranks

regions by the amount of revenue they generate.

Based on

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DescriptionParameter

The object that specifies additional calculation

context for the ranking. For example, if the ranking

object is Region, the measure is Revenue and

the For Each dimension is Country, Crystal Re-

ports ranks regions by revenue within each

country.

For Each (optional)

Additional restriction on the values returned in the

ranking that appears below the other parameters.

For example, a ranking of regions with a condition

that restricts Country to "USA" ranks only those

regions in the USA.

WHERE condition (optional)

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Creating and Updating OLAP Reports

17.1 OLAP reporting with Crystal Reports

Although relational databases such as SQL servers and PC databases are the most common sources

of data, Online Analytical Processing (OLAP) and Multi-Dimensional Data are rapidly becoming the

popular data-storage and analysis formats. Crystal Reports provides the same access and reporting

features for OLAP data sources that it provides for relational data.

Note:

The term OLAP is used in this topic to refer to all common forms of OLAP and Multi-Dimensional Data

storage and access systems.

Crystal Reports supports access to OLAP data through direct connection and Open OLAP gateways.

A direct connection requires an installed OLAP client and uses DLLs located on your local machine,

whereas the Open OLAP gateway doesn't require either. With an Open OLAP connection, data access

is achieved through a Name Server host that communicates with Crystal Reports and your OLAP data

source. Set up an Open OLAP connection on the Advanced Settings tab of the Connection Properties

dialog box.

For direct connections, Crystal Reports supports many OLAP server types. These types are displayed

in the Server Type list of the Connection Properties dialog box. This list is dynamic and will show those

server types for which you have an installed client.

Note:

Crystal Reports can open OLAP reports that were created in previous versions. However, while Crystal

Reports 9 can open version 10 OLAP reports with saved data, it cannot refresh them.

17.1.1 OLAP grid objects

When you design a report with OLAP data, Crystal Reports creates a primary report containing one or

more OLAP grid objects. OLAP grid objects look and act much like Cross-Tab objects, but they are

designed specifically for OLAP data.

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OLAP grid objects provide true multi-dimensional reporting. Add dimensions to either axis to analyze

three, four, or more dimensions in a single OLAP grid. Or instead of viewing multiple dimensions within

one OLAP grid, create multiple OLAP grids within the same report.

Note:

When Crystal Reports displays an OLAP grid, it can do so quickly if the grid is long (down many pages)

instead of wide (across many pages). When the grid is long, the program processes it on a page-by-page

basis. When the grid is wide, the program must gather all the data before it can display a page. This

may require significantly more processing time.

17.2 Creating an OLAP report

OLAP reports are created using the OLAP Report Creation Wizard or the OLAP Expert. Before you

start creating your report, ensure you have the following information:

• OLAP Type

• Server/Database name

• User ID

• Password

• Parameters (applies only to OLE DB for OLAP)

Tip:

You can return to the OLAP Report Creation Wizard by selecting the OLAP Design Wizard option on

the Report menu. Do this if you want to change your page dimensions, or if you want to change parameter

values.

17.2.1 To create an OLAP report

• On the Start Page, click OLAP Cube Report Wizard.

The OLAP Report Creation Wizard appears with the OLAP Data screen active.

17.2.2 Specifying the data source

Use the OLAP Data screen to define the OLAP data source.

Click Select Cube.

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The OLAP Connection Browser appears.

Browse your OLAP server for the cube you want to connect to.

If your server isn't in the list, click Add. In the Connection Properties dialog box, provide the server

information; then click OK.

Select the desired cube and click Open.

The OLAP Data screen reappears with the supplied data source information.

Click Next.

Note:

You can also click "Select CAR File" on the OLAP Data screen. If you choose this option, the Open

dialog box appears. Search for a file created in OLAP Intelligence Professional.

17.2.3 Defining the structure of the grid

Use the Rows/Columns screen to define how your data is structured within the grid. You can place the

dimensions into either the Columns or Rows areas.

Tip:

It is also possible to drag and drop the dimensions into either the Rows or Columns area.

Select a dimension to appear in the report.

Click the > arrow adjacent to either the Rows or the Columns areas, depending on where you would

like the dimension to be located.

Continue adding dimensions to the Rows and Columns areas.

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Click the Up and Down arrow buttons associated with the Rows and Columns areas to arrange the

order of the dimensions.

Note:

If you accidentally add a dimension to either the Rows or Columns area, click the < arrow to return

it to the Dimensions list.

Select a dimension in either the Rows or the Columns areas and click Select Row Members or

Select Column Members to specify the members to be included in your report.

The Member Selector dialog box appears.

Select the members you would like to include.

Click OK.

Select a dimension in either the Rows or the Columns areas and click Create/Edit Parameter to

create a parameter for use with the dimension.

The Create Parameter Field dialog box appears.

Select default values, prompting text, and other options, and then click OK.

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Note:

• Once you have created a parameter, access to the Member Selector dialog box is disabled for

the dimension until you delete the parameter.

• If you create a row/column parameter, the View Cube command and the Cube View tab are not

available.

10.

If you want to delete a parameter, select the appropriate dimension and click Delete.

When you click OK in the Delete Link to Parameter Field dialog box, the program removes the

parameter description from the dimension.

11.

Click Next.

The Slice/Page screen appears.

17.2.4 Setting sliced dimensions and specifying the number of grids

Use this screen to set sliced dimensions and to specify the number of grids that are required.

The Slice area determines the boundaries that will be placed on your report. For example, if you have

a time dimension that is made up of fiscal quarter members, you could specify the report return the

results for a specific quarter.

Note:

If all of your members were used in the Rows/Column tab, nothing will appear here.

The Page area enables you to determine the number of grids and the subject of each. For example, if

you have a product dimension, you could put this in the page area and specify two different products.

This would result in two grids with the same rows, columns, and formatting, but each one would be

based on a different product.

17.2.4.1 To specify a slice

To determine the member that is going to be used as the slice, select a dimension in the Slice list

and click Select Slice, or double-click a dimension in the Slice list.

The Member Selector dialog box appears.

Select the appropriate member, expanding the structure if necessary.

Click OK.

Click Next if you do not want to add a page. The Style screen appears.

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17.2.4.2 To add a page

Use the > arrow to add dimension(s) to the Page list.

The Member Selector dialog box appears.

Expand the dimension's structure and select the appropriate members.

Click OK.

17.2.4.3 To add a parameter

You can create a parameter field to link to any dimension. When you add a parameter to a dimension

in your OLAP grid, users are prompted to select a value when refreshing report data.

Click the Create/Edit button.

Select default values, prompting text, and other options, and then click OK.

Click Next.

The Style screen appears.

Note:

Once you have created a parameter, access to the Member Selector dialog box is disabled for the

dimension until you delete the parameter.

17.2.5 Applying a predefined style

Select a predefined style for the grid from the list.

Tip:

If you do not want to use a predefined style, click Next.

A preview of the color scheme you select appears on the right.

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Note:

The color of the style you select may not appear correctly if your screen resolution is set to 256

colors. Increase the resolution to correct this.

Click Next.

The Chart screen appears.

17.2.6 Inserting a chart

Select the kind of chart you want to add to your report from the options shown on the Chart screen.

Tip:

If you do not want to insert a chart, click Finish.

Add a title for your chart.

In the On change of list, select the dimension you want to base your chart on.

If necessary, in the Subdivided by list, click a secondary row or column you want to base your chart

on.

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Note:

Be sure that the chart type selected in Step 1 supports a secondary charting field.

Click Other Dimensions to define field values for any dimensions you've used in your OLAP grid

but not in your chart.

For more information refer to Charting on an OLAP cube (OLAP layout) and Creating charts.

To finalize your report, click Finish.

17.3 Updating an OLAP report

The location of the OLAP data accessed by your report may change. Some possible scenarios include:

• The location of the OLAP server or database may change due to restructuring of Information System

resources.

• Another cube instance may have been successfully processed and reflect more current information.

• New reports may be developed on a smaller database that represents a subset or production version

of the primary OLAP database, then ported over to the actual working database to report on real

data.

Before updating your report, it is important to ensure that it is compatible with the data. Some things to

look for include:

• Removing dimensions contained in the report that are not in the cube.

• Removing fields referred to explicitly in the design of the report, such as a formula.

Note:

If a report contains subreports or grids, and the database used for them has changed name or location,

you must update each subreport or grid.

17.3.1 To update a cube location in an OLAP grid object

Select the grid by clicking on the border.

From the Database menu, click Set OLAP Cube Location.

Tip:

You can also right-click the grid and select Set OLAP Cube Location.

The Confirm Command dialog box appears.

Click Yes.

The Set OLAP Cube Location dialog box appears.

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Click Select.

The OLAP Connection Browser appears.

Browse your OLAP server for the cube you want to connect to.

If your server isn't in the list, click Add. In the Connection Properties dialog box, provide the server

information; then click OK.

Select the desired cube and click Open.

The Set OLAP Cube Location dialog box reappears.

Click OK.

If your report contains multiple OLAP grids that are based on the same cube, the program prompts

you to update the remaining grids to the new location.

Finally, if the location of your report's relational database is the same as the location of your cube, you

are prompted to change the location of the relational database to match the new location of the cube.

Making sure that the location of the relational database and the OLAP cube match ensures that your

data remains synchronized. The program can change the location automatically, or you can change it

manually in the Set Datasource Location dialog box.

17.3.2 To update the database location

In the Set Datasource Location dialog box, expand the Create New Connection folder in the "Replace

with" area.

Expand the OLAP folder and search for the new cube location.

Tip:

You can double-click the Make New Connection option to search for the cube in the OLAP Connection

Browser.

Select the data source name, or an individual table, and click Update.

The data source name is changed in the Current Data Source area.

Click Close.

17.4 Formatting data in an OLAP grid

There are several ways to add formatting to rows and columns in an OLAP grid:

• Use the Highlighting Expert to apply conditional formatting to all types of report fields: Number,

Currency, String, Boolean, Date, Time, and DateTime fields.

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To access the Highlighting Expert, right-click the field you want to format and, on the shortcut menu,

click Highlighting Expert. For more details, see Using the Highlighting Expert.

• Use the Format Editor to apply absolute formatting to fields in the grid. Absolute formatting is applied

under all conditions, irrespective of the data values in the field.

To access the Format Editor, right-click the field you want to format; then, on the shortcut menu,

click Format Field. For more details, see Working with absolute formatting.

• Use the Formula Workshop to write your own conditional formatting formulas with Crystal or Basic

syntax. The Formula Workshop gives you maximum control over the formatting of the OLAP grid.

To access the Formula Workshop, open the Format Editor and click the appropriate Formula button.

For more details, see Working with conditional formatting.

• Use the OLAP Expert to reformat the entire OLAP grid. This expert provides all of the formatting

options that are available in the OLAP Report Creation Wizard.

To access the OLAP Expert, select the entire grid object by clicking one of its borders. Right-click

the selected grid and, on the shortcut menu, click OLAP Grid Expert.

The OLAP Expert has two tabs not found in the OLAP Report Creation Wizard. Use the Customize

Style and Labels tabs to format your OLAP grid.

As well as letting you format an OLAP grid's rows and columns, Crystal Reports lets you designate

report objects that don't expand horizontally, such as text objects, field objects, OLE objects, charts,

maps, lines, boxes, and so on, to be repeated on each additional horizontal page that the OLAP grid

creates. For more information, see Repeating report objects on horizontal pages.

17.4.1 Changing the background color of a dimension

On the Customize Style tab of the OLAP Expert, select a dimension.

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In the Group Options area, select the color from the Background Color list.

Click OK if you have finished customizing your grid.

17.4.2 Creating an alias for a dimension

You can create aliases to shorten long dimension names. This is useful when you plan on referring to

a dimension in a conditional formatting formula (by using the GridRowColumnValue function).

On the Customize Style tab of the OLAP Expert, select the dimension.

In the Group Options area, enter an alias name in the Alias for Formulas field.

Click OK if you have finished customizing your grid.

17.4.3 Formatting grid lines

In the Format Grid Lines dialog box, you can define whether the lines show or not, as well as the color,

style, and width.

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On the Customize Style tab of the OLAP Expert, click Format Grid Lines.

The Format Grid Lines dialog box appears.

From the list, choose the description of the area where you would like the lines to appear, or click

the appropriate area in the Format Grid Line diagram.

Select the Draw check box to have your lines appear in the report.

Select the color, style, and width.

Click OK.

Click OK if you have finished customizing your grid.

17.4.4 Labeling dimensions

In the Labels tab, you are able to define which dimensions will be labeled and how they will be displayed

in the grid. The dimensions available to you are the ones that have been designated as a page or slice.

Using the arrow buttons, move the dimensions to the Unlabeled and Labeled areas as required.

Make changes to the appearance of the label by using the options available in the Label Position

and Label Spacing areas.

Click OK if you have finished customizing your grid.

17.5 Changing the view of OLAP data

When analyzing OLAP data in your report, there are several basic ways to change how the data is

displayed in the grid.

Note:

The methods described here let you manipulate your OLAP grid directly from the Preview tab of Crystal

Reports. You can also carry out the same and additional, more advanced, functionality on the Cube

View tab.

Search the online help for "Using the OLAP Worksheet" to learn more about the functionality available

on the Cube View tab.

17.5.1 To show or hide dimension members

Right-click the dimension whose members you want to show or hide.

On the shortcut menu, click Expand Member or Collapse Member.

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The dimension expands to show its members, or collapses to hide them.

Tip:

You can also double-click parent dimensions to drill down into the hierarchical data displayed in the

OLAP grid.

17.5.2 To create asymmetry in an OLAP grid

Using asymmetry, you can display different inner dimension members for any number of outer

dimensions.

Note:

You can create asymmetry only on stacked dimensions.

Right-click the member that you want to remove.

On the shortcut menu, point to Hide or Show and then select the appropriate option.

For information about how to use these options, search the online help for "Creating asymmetry"

and "Restoring symmetry."

17.5.3 To add totals to an OLAP grid

Right-click the dimension you want to see totals for.

On the shortcut menu, select Automatic Totals.

A submenu appears with options for the kind of totals you can add.

Select the option you want.

A "Total" row or column (or both) is added to your OLAP grid. To remove totals later, select No Totals.

17.5.4 To change the display format for member names

Right-click the dimension name.

On the shortcut menu, point to Display Members Using, and then click one of the display options:

• Caption

• Name

• Caption : Name

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• Unique Name

For information about names and captions, search the online help for "Changing member captions."

17.5.5 To alter the data displayed in the OLAP grid

Drag and drop rows and columns to rearrange the data in the OLAP grid.

Drag and drop dimensions to and from the OLAP Labels area to add or remove data from the grid.

On the Preview tab, the OLAP Labels area is at the upper-left corner of the OLAP grid.

17.5.6 To define the order of fields in the OLAP grid

Expand the row or column dimension whose fields you want to reorder.

Right-click the dimension and, on the shortcut menu, click Reorder Displayed Members.

Note:

You cannot reorder members for dimensions that you have created row or column parameters for.

In the Reorder Displayed Members dialog box, select fields and click the Up and Down arrows to

rearrange the members that are displayed in the grid.

Click OK to affect your changes and return to the OLAP grid.

17.6 Sorting and filtering OLAP grid data

The sorting capabilities of the OLAP grid enable you to order data by row and column values. If you

want to limit the data based on particular field values, add one or more filters to the grid. Filters also

allow you to perform top or bottom N analysis (by actual values and by percentage).

17.6.1 Sorting data in an OLAP grid

Use the OLAP grid's sorting capabilities to quickly arrange grid data in a useful manner. You can add,

edit, and remove sorts by right-clicking the appropriate row or column member and selecting from the

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shortcut menu. You can sort data in ascending or descending order, and you can specify whether or

not you want to break grid hierarchies.

In the following grid, for instance, an ascending sort has been added to the Budget column.

In this case, the OLAP grid respects the parent/child relationships between grid members and sorts the

data values accordingly. (Frozen Goods precedes Bakery, but Pastry follows Frozen Goods.)

In the next example, the Budget column remains sorted in ascending order; in this case, however, the

Break Hierarchies option is selected.

Now the Report Designer disregards parent/child relationships between grid members and sorts on the

basis of data value alone. (Frozen Goods still precedes Bakery, but Pastry precedes all others.)

You can add up to three sorts to grid rows and up to three sorts to grid columns. In each case, the first

sort takes precedence, and each subsidiary sort serves to further differentiate between grid data. If you

add a fourth sort to a row or to a column, your first three are removed from the grid, and the new sort

becomes the single, primary sort.

Tip:

To locate a sorted row or column, move the mouse pointer over the OLAP grid. When you reach a

sorted member, the pointer turns into a double-arrow.

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17.6.1.1 To sort data in the OLAP grid

Right-click the row or column member that you want to sort by.

On the shortcut menu, point to Add First Sort.

From the submenu, select from the available sort options:

• Ascending

• Descending

• Ascending, Break Hierarchies

• Descending, Break Hierarchies

Note:

An ascending sort on a grid row orders data values from lowest to highest, left to right. An ascending

sort on a column orders data values from lowest to highest, top to bottom.

Search the online help for "Sorting data" in the "Using the OLAP Worksheet" section to learn more

about sorting.

17.6.2 Filtering data in an OLAP grid

Use filters to exclude grid data that are not important, or to display only the data that you want to see.

You can filter grid data by actual values, or you can choose to exclude or display the top or bottom N,

or the top or bottom N%.

17.6.2.1 To add a filter

Right-click the field whose values you want to filter.

On the shortcut menu, click Add Filter.

In the Define Filter dialog box, use the Filter Type list to specify how you want to filter the data.

You can filter data by "Actual values," or by selecting "Top/bottom n" or "Top/bottom n%."

Use the Filter Definition options to specify which rows or columns you want to exclude or display.

Click OK to add the filter and return to the OLAP grid.

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Tip:

• To locate a filtered row or column, move the mouse pointer over the OLAP grid. When you reach a

filtered row or column, the pointer turns into an X.

• If you filter all the cells in your OLAP grid, right-click the empty grid and select Remove All Filters

from the shortcut menu.

Search the online help for "Filtering data" in the "Using the OLAP Worksheet" section to learn more

about filtering.

17.7 Adding calculations to OLAP grids

Calculated members enable you to perform specific calculations on OLAP data and to display the results

in rows or columns that are added to the OLAP grid. You can create a quick calculation, such as a

Variance member calculated by subtracting Budget from Sales. Or you can use functions to perform

complex Statistical Analysis or Time Series calculations.

Search the online help for "Adding calculated members" in the "Using the OLAP Worksheet" section

to learn more about calculated members.

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Printing, Exporting, and Viewing Reports

18.1 Distributing reports

Crystal Reports enables you to distribute your report using a variety of methods.

18.1.1 Printing a report

On the File menu, select Print.

Tip:

Another way to do this is to click the Print button on the Standard toolbar.

The Print dialog box appears.

Choose the appropriate settings, and then click OK.

The Printing Report dialog box appears showing the progress of your print job.

For information about printers and printer drivers, see these topics:

Related Topics

• Printer drivers

18.1.2 Faxing a report

Many fax applications, such as Microsoft Fax and Delrina WinFax, allow you to set up a printer driver

that will fax documents over a modem. When using one of these applications, you can fax a report from

Crystal Reports.

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18.1.2.1 To fax a report

On the File menu, click Print.

The Print dialog box appears.

In the Print dialog box, click Find Printer.

The Find Printers dialog box appears. Use this dialog box to select your fax driver.

Click OK.

You are returned to the Print dialog box.

Choose the appropriate settings, and then click OK.

Your fax application appears, prompting you to select a cover page and to fill in the appropriate fax

information.

18.1.3 Exporting a report

Finished reports can be exported to a number of popular formats, such as spreadsheet, word processor,

HTML, ODBC, and common data interchange formats. This makes the distribution of information easier.

For example, you may want to use the report data to project trends in a spreadsheet package or to

enhance the presentation of data in a desktop publishing package.

Note:

Crystal Reports lets you insert objects anywhere on the report page. When you export to formats such

as Microsoft Word, Microsoft Excel, and HTML, however, objects that you placed between lines are

moved to the closest line in the output. To alleviate the formatting problems this behavior could cause,

it is recommended that you use Guidelines when designing your reports. For more information, see

Designing with guidelines .

The exporting process requires you to specify a format and a destination. The format determines the

file type, and the destination determines where the file is located.

18.1.3.1 Export format types

The export formats supported by Crystal Reports can be broadly categorized in two groups: page-based

formats and record-based formats.

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Page-based formats tend to produce a more exact output. The emphasis of these formats is layout

representation and formatting. Formatting refers to attributes such as font style, text color, text alignment,

background color, and so on. Layout refers to object position, object size, and the relationship between

these attributes and other objects. Depending on the format you choose, it may not be possible for the

program to preserve all layout and formatting perfectly, but page-based formats, in general, preserve

these properties as closely as possible.

With record-based formats, the emphasis is on data rather than the layout and formatting. However, in

some formats—such as Microsoft Excel - Data only—you will notice that some formatting is exported.

Some of the record-based formats are only data-exchange formats.

Crystal Reports (RPT)

Exporting to Crystal Reports format is much like using the Save As feature with the "Save Data with

Report" option selected. This format exports (saves) your report with the current data without modifying

the original report.

Crystal Reports Read-only (RPTR)

Crystal Reports Read-Only (RPTR) reports are Crystal reports that can be viewed with report viewer

applications, but cannot be opened by the Crystal Reports designer. This enables you to protect your

intellectual property by preventing users from modifying the report or obtaining information about

proprietary business logic that is stored in the report definition

HTML 3.2 and HTML 4.0

HTML export formats are page based. The HTML 4.0 format preserves the layout and formatting of the

report by using DHTML. The HTML 3.2 format, however, cannot maintain all of the layout precisely.

The HTML 3.2 format is intended for backward compatibility with older browsers that do not support

HTML 4.0. All of the images in your report are saved externally and a hyperlink is inserted in the exported

HTML output. Therefore, this export format generates more than one file in the output.

Microsoft Excel (97-2003)

Microsoft Excel format is a page-based format. This format converts your report contents into Excel

cells on a page-by-page basis. Contents from multiple pages are exported to the same Excel worksheet.

If a worksheet becomes full and there is more data to export, the export program creates multiple

worksheets to accommodate the data. If a report object covers more than one cell, the export program

merges cells to represent a report object. Microsoft Excel has a limit of 256 columns in a worksheet;

therefore, any report object (or part of it) that is added to cells beyond 256 columns is not exported.

This export format retains most of the formatting, but it does not export line and box objects from your

report.

Microsoft Excel (97-2003) Data-only

Microsoft Excel (97-2003) Data-only is a record-based format that concentrates on data. However,

this format does export most of the formatting as well. Unlike the Microsoft Excel format, this format

does not merge cells; each object is added to only one cell. The data-only format can also export certain

kinds of summaries in Crystal Reports as Excel functions. The summaries that are supported are SUM,

AVERAGE, COUNT, MIN, and MAX.

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To get the best output from Excel export formats, you should design your reports in an Excel-friendly

way. For more information, refer to the Technical Brief called "Exporting to Microsoft Excel" found on

the SAP Business Objects Support site.

Microsoft Excel Workbook Data-only

Microsoft Excel Workbook Data-only (.xlsx) is a record-based format that concentrates on data.

However, this format does export most of the formatting as well. The data-only format does not merge

cells; each object is added to only one cell. The data-only format can also export certain kinds of

summaries in Crystal Reports as Excel functions. The summaries that are supported are SUM,

AVERAGE, COUNT, MIN, and MAX.

Microsoft Word (97-2003)

Microsoft Word is a page-based, exact format that produces an RTF (Rich Text Format) file. The

exported file contains text and drawing objects to represent report objects. Individual objects are placed

in text frames. This format is intended for use in applications such as fill-out forms where the space for

entering text is reserved as empty text objects.

Almost all of the formatting is retained in this export format. Text objects cannot, however, be placed

outside the left edge of the page. Therefore, if you have text objects in your report that are placed before

the left edge of the printable area, they will be pushed right. (This is most noticeable in reports with

wide pages.)

Microsoft Word (97-2003) - Editable

The Microsoft Word - Editable format is different from the Microsoft Word format; it is a page-based

format, but not all of the layout and formatting are preserved in the output. This format converts all of

the report object contents to text lines. Unlike Microsoft Word format, this format does not use text

frames. Text formatting is retained, but attributes such as background color, fill pattern, and so on may

not be retained. All images in your report are inlined with the textual content and, therefore, the images

automatically shift to accommodate text when the document is edited in Microsoft Word. This format

does not export line and box objects from your report. As well, the special fields Page Number and

Page N of M do not work when exported in this format.

The Microsoft Word - Editable format has an option to insert page breaks at the end of each report

page. This option may not correspond to the page breaks created by Microsoft Word; the option is used

mainly to separate your report-page contents.

ODBC

ODBC is a record-based, data-exchange format. When you use this format, you can export your report

data to any ODBC-compliant database.

PDF

PDF format is a page-based format. The exported documents are intended for printing and redistribution.

PDF format will export both layout and formatting in a manner that is consistent with how the report

looks on the Preview tab. PDF format embeds the TrueType fonts that appear in the document.

(Non-TrueType fonts are not supported.) This export format does not support Microsoft font-linking

technology—which is used to provide support for some extended character sets such as Chinese HKCS.

Therefore, the fonts used in the report must contain all of the required glyphs. These URI types are

supported for hyperlinks: "http:", "https:" and "mailto:".

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Record Style - Columns with spaces and Record Style - Columns without spaces

The record-style formats export report data as text. These formats export data only from Group and

Details areas. The output contains one line per record in the database (for the report). The record-style

formats are used mainly for data exchange.

Report Definition

The Report Definition format exports your report to a text file that contains a brief description of the

report's design view. This format is maintained only for compatibility with Crystal Reports 5.0.

Rich Text Format (RTF)

The Rich Text Format (RTF) format is similar to the Microsoft Word (97-2003) format.

Separated Values (CSV)

The Separated Values format is a record-based, data-exchange format. It exports the report object

contents as a set of values separated by separator and delimiter characters that you specify. (When a

comma (,) is used to separate fields, the format is known as Comma Separated Values (CSV); this

export format is popular among Microsoft Excel users.)

Like record-style formats, the Separated Values format also creates one line of values for each record

in your report. A record contains all of the fields in each section of your report as seen in the Design

view. That is, fields in the Report Header section are exported first, followed by the Page Header section,

the Group Header section, the Details section, the Group Footer section, the Report Footer section,

and finally, the Page Footer section.

The Separated Values format cannot be used to export reports with cross-tabs or OLAP grids; nor can

it be used to export reports with subreports in Page Header or Page Footer sections.

Note:

Standard Mode of the "Separated Values" format respects conditional suppression but only for report

content. The data is suppressed, but a row is printed in the report with the field delimiters. For example,

if your field delimiter is a comma and your report has four columns, you will see a blank row that contains

four commas.

Tab Separated Text (TTX)

The Tab Separated Text format is similar to the Text format. This format preserves the layout of your

report but with some differences. In the Text format, multi-line text objects are exported to multiple lines.

In this format, multi-line text objects are exported in a single line; all string values are surrounded by

double quotes (""); and the values themselves are separated by tab characters. TTX files can be opened

in Microsoft Excel.

Text

Text format is a record-based format. Its output is plain text; therefore formatting is not retained. However,

this format can preserve some of your report's layout. Text format assumes that a font of a constant

dimension is used throughout the export. The Characters Per Inch (CPI) option specifies the number

of characters that can be fit in a linear inch of horizontal space, and thus determines the dimension of

the font.

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This format also provides an option for pagination. If you select this option, a page break is inserted in

the output after every specified number of lines. Page breaks in this format may not correspond to the

pagination of your report.

XML Legacy

XML is used primarily for data exchange. It is a record-based format that uses the Crystal XML Schema.

18.1.3.2 Destination

The destination determines the export location of your report. Crystal Report enables you to choose

one of six destinations. They include:

• Application

• Disk file

• Exchange Folder

• Lotus Domino

• Lotus Domino Mail

• MAPI

18.1.3.3 Exporting to an application

If you export to an application, the program exports the report to a temporary file in the specified format

and then opens the file in the appropriate application.

Note:

• When exporting to an application, the output opens with the program that is associated with its file

extension as specified on the File Types tab of your operating system's Folder Options.

• When exporting in ODBC format, Application and Disk file are the same.

• You will need to specify a file path if you are exporting in HTML format.

• The file name of the report and the file name of the temporary file cannot be the same.

The sections below provide instructions on how to export a report to the Microsoft Excel (XLS) format

for each of the different destination types.

18.1.3.3.1 To export to an application

Open the report you would like to export.

On the File menu, point to Export, and then click Export Report.

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Tip:

Another way to do this is to click the Export button on the Standard toolbar.

The Export dialog box appears.

Select the export format type from the Format drop-down list.

In this case, choose Microsoft Excel (XLS).

Select Application from the Destination drop-down list.

Click OK.

The Excel Format Options dialog box appears.

Note:

• The options in the "Column width" area let you define the width of the Excel cells in your output

based on a point width (a constant width) or a width determined by objects in various sections

of your Crystal report.

• Selecting "Whole Report" does not necessarily emulate the layout of your Crystal report. Rather,

the Excel cell width is based on objects found in any section of your report. Likewise, for example,

selecting "Details" creates cell widths based on the objects found only in the report's Details

section.

Change the formatting options as needed.

Click OK.

The Exporting Records dialog box appears.

Tip:

Click Cancel Exporting to cancel the export process.

The program exports the report and opens it in the appropriate application. In this example, Microsoft

Excel opens with the exported data.

18.1.3.4 Exporting to a disk file

If you export to a disk file, the program saves the report to the disk or diskette you have specified.

18.1.3.4.1 To export to a disk file

Open the report you would like to export.

On the File menu, point to Export, and then click Export Report.

Tip:

Another way to do this is to click the Export button on the Standard toolbar.

The Export dialog box appears.

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Select the export format type from the Format drop-down list.

In this case, choose Microsoft Excel (XLS).

Select Disk file from the Destination drop-down list.

Click OK.

The Excel Format Options dialog box appears.

For more information about this dialog box, see step 5 in Exporting to an application.

Change the formatting options as needed.

Click OK.

The Select Export File dialog box appears.

Select the appropriate directory.

Enter the File name.

10.

Click Save.

Tip:

Click Cancel Exporting to cancel the export process.

The program exports the report and saves it in the designated directory.

18.1.3.5 Exporting to a Microsoft Exchange folder

Crystal Reports enables you to export a report file to a Microsoft Exchange folder. You select the folder,

and the report is stored there in the format that you specify. A Microsoft Exchange folder can contain

standard notes (mail), files, and instances of Microsoft Exchange forms.

18.1.3.5.1 To export to a Microsoft Exchange folder

Open the report you would like to export.

On the File menu, point to Export, and then click Export Report.

Tip:

Another way to do this is to click the Export button on the Standard toolbar.

The Export dialog box appears.

Select the export format type from the Format drop-down list.

In this case, choose Microsoft Excel (XLS).

Select Exchange Folder from the Destination drop-down list.

Click OK.

The Excel Format Options dialog box appears.

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For more information about this dialog box, see step 5 in Exporting to an application.

Change the formatting options as needed.

Click OK.

The Choose Profile dialog box appears.

Note:

You will be prompted by the Microsoft Outlook Setup Expert if Microsoft Exchange, Microsoft Mail,

or Internet E-mail is not set up on your machine.

Select the desired profile from the Profile Name drop-down list.

If the profile is not listed, click New to create it.

Click OK when finished.

10.

When the Select a Folder dialog box appears, select the folder in the profile in which you want the

report to appear, and click OK.

The report is exported to the Microsoft Exchange folder you selected. The exported report can now be

accessed through the Microsoft Exchange client.

18.1.3.6 Exporting to MAPI (Microsoft Mail)

Note:

This option works only if you have a mail client installed (Microsoft Outlook, Microsoft Mail, or Exchange).

Because the exported report is attached to an email message, you must also have an email account

configured properly.

Open the report you would like to export.

On the File menu, point to Export, and then click Export Report.

Tip:

Another way to do this is to click the Export button on the Standard toolbar.

The Export dialog box appears.

Select the export format type from the Format drop-down list.

In this case, choose Microsoft Excel (XLS).

Select Microsoft Mail (MAPI) from the Destination drop-down list.

Click OK.

The Excel Format Options dialog box appears.

For more information about this dialog box, see step 5 in Exporting to an application.

Change the formatting options as needed.

Click OK.

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The Send Mail dialog box appears.

Enter the address details, then click Send.

The Exporting Records dialog box appears.

Tip:

Click Cancel Exporting to cancel the export process.

18.1.3.7 Exporting to HTML

By exporting reports in HTML format, Crystal Reports provides you with a new option for rapid, convenient

distribution of important company data. Once exported, your reports become accessible with many of

the most popular Web browsers, including Netscape and Microsoft Internet Explorer.

18.1.3.7.1 To export to HTML

With the report you want exported active, go to the File menu, point to Export, and then click Export

Report.

Tip:

Another way to do this is to click the Export button on the Standard toolbar.

The Export dialog box appears.

From the Format drop-down list, select HTML 3.2 or HTML 4.0.

Select a destination from the Destination drop-down list.

The rest of this section assumes you select Disk file to store the HTML document in a directory on

a web server.

Click OK.

The Select Export Files dialog box appears. When exported to HTML format, a report is saved as

separate HTML pages. If you prefer, clear the check box to have the entire report saved to one file.

Because the report is saved as separate HTML pages by default, the program asks you for the name

of a directory for an export destination, and uses default names for the HTML files. The initial HTML

page will be saved as Base File Name.html. This is the file you open if you want to view your report

through your Web browser.

Note:

When you are exporting to a single file (that is, you have cleared the Separate HTML Pages check

box) all blank space in headers and footers, as well as top and bottom page margins, is included.

If you don't want to see blank spaces in your HTML file, suppress empty header and footer sections

and set the top and bottom page margins to zero in the Page Setup dialog box.

Select an existing directory, or create a new directory for your report.

To navigate through separate HTML files, click the Page navigator option.

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Click OK.

The program exports the report to HTML format.

18.1.3.8 Exporting to an ODBC data source

Crystal Reports allows you to export reports to any ODBC data source. If you have an ODBC data

source set up for a database or data format, you can export your report to that data format through

ODBC.

For instance, you may have an ODBC data source set up through ODBC Administrator that you normally

use to access database tables designed in Microsoft SQL Server. Using the Export dialog box, however,

you can select your SQL Server data source and export your report as a new SQL Server database

table.

Note:

You must have an ODBC data source set up through ODBC Administrator in order for the program to

export to a particular ODBC database format. See How to set up an ODBC data source.

Exporting to an ODBC data source allows you to:

• Change data from a centralized database format into a format compatible with a local DBMS

application.

• Change data from a local database format into a format compatible with a centralized database.

• Create a new database table that can be used as a separate data set in future reporting.

• Create a mini data-warehouse.

• Manipulate database data by filtering records, adding formulas, and removing fields to create a new

database table that provides the data you need most for your work.

18.1.3.8.1 To export to an ODBC data source

With the report you want exported active, go to the File menu, point to Export, and then click Export

Report.

Tip:

Another way to do this is to click the Export button on the Standard toolbar.

The Export dialog box appears.

From the Format drop-down list, select ODBC.

Note:

Destination is ignored when you are exporting a report to an ODBC data source. You do not need

to make any changes to the Destination edit box.

Click OK in the Export dialog box.

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If your ODBC data source specifies a particular database, the report will be exported to that database.

Otherwise, the ODBC Formats dialog box appears. Select the database to which this report will be

added as a new table, and then click OK.

If the ODBC data source you selected requires a Logon ID and password, the Login or SQL Server

The Enter ODBC Table Name dialog box appears.

Enter the name you want to give to the new table in the database, and then click OK.

The program exports the report as a new table to the database you specified.

Note:

If your report contains a binary field, a Cross-Tab, or an OLAP grid, you will be unable to export it to

an ODBC data source successfully.

18.1.4 Working with Web folders

You have the ability to open and save reports using Web Folders if you:

• Are running Windows 2000 (or higher) or have Office 2000 (or higher) installed.

• Have access to a web server that is configured to support Web Folders.

• Add a Web Folder from this server into your Web Folders folder.

18.1.4.1 To open your report

On the File menu, click Open.

The Open dialog box appears.

Click Web Folders.

Open the folder that contains the report.

Double-click to open the report.

18.1.4.2 To save your report

On the File menu, click Save As.

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The Save As dialog box appears.

Click Web Folders.

Locate the folder you would like to save the report to.

Enter the file name.

Click Save.

Note:

After making changes to a report in a Web Folder, you must save the changes to the same file in the

same Web Folder.

18.1.5 Working with Enterprise folders

Another way to distribute your reports is through SAP BusinessObjects Business Intelligence platform.

When you publish a report to SAP BusinessObjects Business Intelligence platform, you can deliver it

to end users via any web application—intranet, extranet, Internet or corporate portal.

Crystal Reports facilitates the publication of reports through the Enterprise option found in the Open

and Save As dialog boxes and through the Workbench. For more information about publishing through

the Workbench, see The Workbench.

When you choose the Enterprise option in the Open dialog box, you can select any published report to

make changes to it. The same option in the Save As dialog box lets you save a modified report back

to its original location, or it lets you save a new report to an Enterprise folder, which, in essence, is the

same as publishing the report to SAP BusinessObjects Business Intelligence platform.

18.1.5.1 Opening a report in an Enterprise folder

You can open reports from SAP BusinessObjects Business Intelligence platform folders in Crystal

Reports. Crystal Reports displays the appropriate SAP BusinessObjects Business Intelligence platform

folders in the Open dialog box.

18.1.5.1.1 To open a report in an Enterprise folder

On the File menu, click Open.

In the Open dialog box, click Enterprise.

If you have not already logged on to SAP BusinessObjects Business Intelligence platform, the "Log

On to SAP BusinessObjects Enterprise" dialog box appears.

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In the System field, enter or select the name of the SAP BusinessObjects Business Intelligence

platform system that you want to connect to.

Enter your user name and password.

Click the Authentication list to select the appropriate authentication type.

Enterprise authentication requires a user name and password that is recognized by SAP

BusinessObjects Business Intelligence platform.

LDAP authentication requires a user name and password that is recognized by an LDAP directory

server.

Windows Active Directory (AD) authentication requires a user name and password that is recognized

by Windows AD.

Windows NT authentication requires a user name and password that is recognized by Windows NT.

Click OK.

The Enterprise folders appear and you can select a report to open in Crystal Reports.

Note:

• To find a specific report, highlight a folder and select Find from its shortcut menu. You can then use

the Find dialog box to enter the report's name or a part of its name.

• To limit the risk of expanding a folder that contains many hundreds of reports, use the “batch” options

on the folder's shortcut menu:

• First Batch displays the first 100 objects in the selected folder.

• Next Batch displays the next 100 objects in the selected folder.

• Previous Batch displays the previous 100 objects in the selected folder.

• Last Batch displays the last 100 objects in the selected folder.

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• Select the “Update Repository Objects” option to ensure that the report's repository objects are

updated when the report is opened in the future. For more information about the SAP BusinessObjects

Enterprise Repository, see SAP BusinessObjects Enterprise Repository.

18.1.5.2 Saving a report to an Enterprise folder

You can save Crystal reports to SAP BusinessObjects Business Intelligence platform folders. Use the

Save As dialog box to save a modified report back to its original location, or use it to save a new report

to an SAP BusinessObjects Business Intelligence platform folder. (Saving a report to an SAP

BusinessObjects Business Intelligence platform folder is the same as publishing the report to SAP

BusinessObjects Business Intelligence platform.)

18.1.5.2.1 To save a report to an Enterprise folder

On the File menu, click Save As.

In the Save As dialog box, click Enterprise.

If you have not already logged onto SAP BusinessObjects Business Intelligence platform, do so

now.

For information about how to log onto SAP BusinessObjects Business Intelligence platform, see

Opening a report in an Enterprise folder.

When the Enterprise folders appear, select a folder to save your report in.

Enter a file name for your report.

Select Enable Repository Refresh if you want your report's repository objects to be updated when

the report is opened again in Crystal Reports or scheduled in SAP BusinessObjects Business

Intelligence platform.

For more information about the SAP BusinessObjects Enterprise Repository, see SAP

BusinessObjects Enterprise Repository.

Click Save to publish your report to SAP BusinessObjects Business Intelligence platform.

18.2 Viewing reports

You can view Crystal reports using a number of report viewers available through the stand-alone Report

Application Server (RAS) or SAP BusinessObjects Business Intelligence platform and the SAP

BusinessObjects Business Intelligence platform Software Development Kit (SDK). For information about

the Crystal Report Viewers, see the

Report Application Server Viewer Help

or the viewer online help

in the SAP BusinessObjects Business Intelligence platform SDK documentation.

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In general, the Crystal Report Viewers are page viewers that let you see complete pages of your Crystal

reports. However, one viewer—the Report Part Viewer—lets you see specific report objects without

viewing the entire page. Report objects displayed in such a way are referred to as Report Parts.

18.2.1 Report Parts and other Report objects

18.2.1.1 What are Report Parts?

Report objects displayed by themselves in a viewer—without the rest of the report page—are referred

to as Report Parts. More precisely, however, Report Parts are objects that use hyperlinks to point from

a home report object to a destination object.

Report Parts work with the DHTML viewer subset of the Crystal Report Viewers to expand the navigation

possibilities within and between reports. Report Part hyperlinks can link to other objects in the current

report or to objects in any other report. This linking lets you create a guided path through your reports

that shows only specific information at each stop along the path.

Viewing Report Parts instead of the whole page is a powerful feature that allows you to seamlessly

integrate reports into portal and wireless applications.

18.2.1.1.1 Report Part Viewer

The Report Part Viewer is a viewer that lets you display Report Parts without the rest of the report page.

You can integrate this viewer into web applications so that your users see only specific report objects

without having to see the rest of the report.

For the most part, you set up the Report Part hyperlinks in the Report Designer, but you take advantage

of their functionality in the report viewers.

18.2.1.2 Navigating Report Parts and report objects

The navigation functionality in Crystal Reports lets you move to other report object(s) in the same report,

or to object(s) in another report—with a specified data context. In this last case, the other report must

be managed in SAP BusinessObjects Business Intelligence platform, or must be part of a stand-alone

Report Application Server environment. This navigation is available only in the DHTML viewers

(zero-client, server-side viewers). Its advantage is that you can link directly from one object to another;

the viewer passes the required data context so you go to the object and data that is relevant.

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Report Parts use this navigation functionality when linking between Report Part objects. The key

difference between Report Part navigation and regular (page) navigation is that, when navigating with

Report Parts (using the Report Part Viewer), you see only the objects identified as Report Parts. In

regular navigation (using the page viewers or the Advanced DHTML Viewer), you go to the identified

object(s), but you see the entire page.

18.2.1.2.1 Setting up navigation

Navigation (page or Report Part) is set up on the Hyperlink tab of the Format Editor dialog box.

In the DHTML Viewer Only area of the Hyperlink tab, you can select one of two options:

• Report Part Drilldown

The Report Part Drilldown option is available for summary fields, group charts and maps, and fields

in your report's group header or group footer. This option is relevant only to Report Parts; regular

navigation (using the page view) drills down by default. For more information, see Report Part-specific

navigation.

• Another Report Object

You can use the Another Report Object option for both Report Part and page navigation. This option

lets you specify the destination object(s) you want to navigate to and the data context to pass.

When you select the Report Part Drilldown option, the "Hyperlink information" area contains these

options:

• Available Fields

The Available Fields area lists, as a tree view, all the sections in your report that contain report

objects you can use for Report Part drill down. You select objects from this area and add them to

the Fields to Display area.

• Fields to Display

The Fields to Display area lists, as a tree view, the section and objects that you have selected for

drilling down on.

See The Report Part Drilldown option for information about how to use these options.

When you select the Another Report Object option, the "Hyperlink information" area contains these

options:

• Paste the Report Part link

Use the Past Link button to add detailed information about a report object that you previously selected

and copied. The pasted information depends, in part, on the option you select from the list associated

with the button.

• Select From

After you paste link information, the Select From field contains the path and file name of the report

you selected and copied from (it is blank when the current report is referenced). You add information

to this field by pasting a report part link; otherwise it is not accessible.

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• Report Title

The Report Title field defaults to the title of the report specified in the Select From field (it contains

the text <Current Report> when the current report is referenced). If a report title was not defined in

the Document Properties dialog box, the field defaults to the report's file name. You add information

to this field by pasting a report part link; otherwise it is not accessible.

• Object Name

By adding one or more objects to this field, you are identifying the destination objects for your

navigation. In page navigation, this information determines what object you move to in the page.

For Report Part navigation, this information determines what object(s) the viewer displays upon

navigation (the viewer displays only the identified objects).

You can select any of the following report object types in the Object Name field (you can select one

or more objects from the same report section):

• Field objects

• Charts or maps

• Bitmaps

• Cross-tabs

• Text objects

You cannot select the following report object types as destinations:

• Objects inside the Page Header or Page Footer.

• Lines or boxes.

• Subreports or any object inside a subreport.

• Entire sections (you must select the objects inside the section individually).

You can add specific information in one of two ways:

• You can type the object name(s) as they appear in the Report Explorer.

• You can copy report object(s) from the current report or another and paste its information into

the object field.

• Data Context

The program normally completes the Data Context field when you paste information for the destination

object(s). You can also customize this option by using the Conditional Formula button. For more

information, see Data context formats.

See The Another Report Object option for information about how to use these options.

Note:

Report objects with hyperlinks defined are shown in the Report Explorer as blue text with a solid

underline. Objects with Report Part hyperlinks are shown as green text with a dashed underline.

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18.2.1.2.2 Report Part-specific navigation

Report Parts use the Crystal Reports navigation functionality. However, some special cases apply only

to Report Parts:

• The viewer displays only the object identified as the destination object.

• You must specify Initial Report Part Settings for each report that is the first stop on the Report Part

navigation path.

18.2.1.3 The Report Part Drilldown option

The Report Part Drilldown option lets you define a hyperlink so that the Report Part Viewer can emulate

the drill-down functionality of Crystal Reports. The Report Part Viewer displays only destination objects;

therefore, to make drill down work, you need to define a navigation path from a home object to one or

more destination objects. When you have multiple destination objects, they must all reside in the same

report section.

The Report Part Drilldown option does not affect the DHTML page viewers since the option emulates

the default Crystal Reports behavior for drill down (which the page viewers already support). Page

viewers, however, do not limit which objects are displayed—they always show all report objects.

Note:

Use the Report Part Drilldown option only to navigate between objects in the same report.

Because the Report Part Viewer shows only destination objects, you must define Initial Report Part

Settings (that is, a default home object) for a report before your Report Part Drilldown hyperlinks can

work. A report's Initial Report Part Settings define the object that appears first in the Report Part Viewer.

Think of this object as the place you'll begin your path of drill-down hyperlinks from.

18.2.1.3.1 To define Initial Report Part Settings

Open the report whose default home object you want to define.

Right-click the object you want to set as the default home object and select Copy from its shortcut

menu.

On the File menu, click Report Options.

In the Initial Report Part Settings area of the Report Options dialog box, click Paste Link.

The program pastes the name and data context of the report object you selected as your home

object into the appropriate fields.

Tip:

For more information about data contexts, see Data context formats.

Include another object from the same section of the report by entering a semi-colon (;) and typing

the name of the object.

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Click OK.

18.2.1.3.2 To create a Report Part Drilldown hyperlink

Note:

Before you begin this procedure, be sure to read Setting up navigation to acquaint yourself with the

limitations of creating this type of hyperlink.

Open a report and select the intended destination object; then click the Format button on the

Expert Tools toolbar.

Tip:

You can also do this by selecting Format Field from the Format menu.

In the Format Editor, click the Hyperlink tab.

In the DHTML Viewer Only area, select Report Part Drilldown.

The "Hyperlink information" area changes to show the fields available for this type of hyperlink.

The Available Fields area shows only the sections and report objects you can select for drill down.

In general, these objects include field objects, charts, maps, bitmaps, cross-tabs, and text objects

contained in the next section down (that is, for example, objects in group two when the object you

selected is in group one).

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Note:

The Available Fields area does not show suppressed report objects.

In the Available Fields area, select the section or report object(s) you want to use as your drill down

destination.

Tip:

Use the Report Explorer to quickly identify the default names assigned to each of your report

objects. To open the Report Explorer, click its button on the Standard toolbar.

You can add all the objects in a section by selecting the section node. If you expand the section

node, you can select one or more of the objects that it contains.

Use the arrow buttons to move the selected section or object(s) to the Fields to Display area.

For ease of identification, the program creates a section node in the Fields to Display area. This

node contains the objects that you selected in the Available Fields area.

If you want to add another object to the Fields to Display area, select it in the Available Fields list

and drag it into position.

Note:

• The position an object has in the Fields to Display area determines how it appears in the Report

Part Viewer; top to bottom in the Fields to Display area equates to left to right in the viewer. Use

the arrows above the Fields to Display area to change the order of objects. (Note that a

programmer can alter this default behavior through the PreserveLayout property of the Report

Part Viewer.)

• The Fields to Display area can contain only one section at a time. If you try to add a second

section or an object from a second section, it replaces any existing section in the Fields to Display

area.

Click OK.

You have established a hyperlink from your report's home object to a destination object or objects. In

the Report Part Viewer, you will see the home object first, and when you click it for drill down, you will

see the destination object(s).

18.2.1.4 The Another Report Object option

The Another Report Object option lets you define a hyperlink path for linking objects in the same or

different reports. If you are defining a hyperlink path to a different report, that report must be managed

in SAP BusinessObjects Business Intelligence platform, or it must be part of a stand-alone Report

Application Server environment. The Report Part Viewer displays only the objects you specify. Like the

Report Part Drilldown option, all destination objects must be from the same report section.

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Note:

• When using a stand-alone Report Application Server environment, it is recommended that all reports

navigated to and from using the Another Report Object option reside in the default Report Application

Server report directory. Placing reports in this directory ensures that the linked reports can be easily

migrated to an SAP BusinessObjects Business Intelligence platform environment.

• The DHTML page viewer also uses the Another Report Object option for navigation purposes.

• You cannot use the Another Report Object option for an entire cross-tab or OLAP grid object; you

can, however, use it for any individual cell in a cross-tab or OLAP grid.

Work flow

Because the Another Report Object option allows you to create hyperlinks between objects in different

reports managed in SAP BusinessObjects Business Intelligence platform, it requires more set up on

the Hyperlink tab. This is an overview of the steps you have to complete to set up your hyperlink

successfully.

• Open the report that contains the object you want to be the destination object and copy it.

• Open the report that contains the home object, select it, and open the Format Editor.

• On the Hyperlink tab, paste the information from the destination object into the appropriate fields.

The following procedure shows you how to do all of these steps.

18.2.1.4.1 To create an Another Report Object hyperlink

Note:

Before you begin this procedure, be sure to read Setting up navigation to acquaint yourself with the

limitations of creating this type of hyperlink.

Open your source and target reports.

Your source report is the report you copy an object from; the target report is the report you add the

hyperlink information to.

When you view your target report in the Report Part Viewer, you first see its home object. When

you drill down on that object, you go to the destination object you selected in the source report.

In your source report, right-click the intended destination object and select Copy from its shortcut

menu.

In your target report, select the intended home object; then click the Format button on the

Expert Tools toolbar.

Tip:

You can also do this by selecting Format Field from the Format menu.

In the Format Editor, click the Hyperlink tab, and then select the Another Report Object option.

In the "Hyperlink information" area, click Paste Link.

Note:

The Paste Link button is unavailable if you have not copied a destination object as shown in step

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The program pastes the identifying information from the destination object you selected in the source

report into the appropriate fields.

The Paste Link button includes a list of options that you can use when pasting a link to the destination

object. Depending on the type of link you are creating (for example, a link to a specific data context

rather than a link to a generic data context), you may see these options:

• Context Report Part

This is the default option; it is selected when you click Paste Link without viewing the other list

options. Use this option to paste a link that includes the most complete data context that the

program can determine. For more information, see Context Report Part option scenarios.

• Design View Report Part

Use this option to paste a link that includes a generic data context (that is, a data context that

does not point to a specific record). Use this option when you want a broad data context, or when

data is not yet present in your source report.

• Preview Report Part

Use this option to paste a link that includes a specific data context (that is, a data context that

points to a specific record). Use this option when you want a narrow data context, or when data

is present in your source report.

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Note:

If you choose the Design View Report Part option (or if you choose the Context Report Part option

for an object copied from a report's Design view) and your source and target reports have different

data structures, you'll see the Report Part Map Fields dialog box. Each field in the Unmapped Fields

area represents a group in your source report. Use this dialog box to map these groups to fields in

your target report. When you've mapped all the groups, the OK button is available, and you can

proceed.

If you want to add other fields from the same section of the source report, click the Object Name

field and move the cursor to the end of the existing text. Enter a semi-colon (;) and then the name

of the field(s).

Note:

The order of objects in the Object Name field determines how they appear in the Report Part Viewer;

left to right in the Object Name field equates to left to right in the viewer.

You can broaden your Data Context by using an asterisk (*) to represent all records in a group.

For example, if your Data Context is /USA/CA/Changing Gears (which will show only that specific

detail record), you could change it to /USA/CA/* to show all detail records within that group.

Tip:

• You might find it more useful to copy your hyperlink information from the Design view because

the data context will be more general (that is, you won't be copying only a specific record as you

might on the Preview view).

• If your report has a group selection formula, check the data context for your destination object

to ensure it contains the correct child index.

• For more information, see Data context formats.

Click OK.

You have established a hyperlink from your home object to a destination object or objects. In the Report

Part Viewer, you see the home object first, and when you click it for drill down, you see the destination

object(s).

18.2.1.5 Context Report Part option scenarios

When pasting linking information for a Report Part, the Context Report Part option mainly affects the

data context of the link; the Select From field (the report URI) and the Object Name field are always

the same for any of the choices available in the Paste Link list. This section provides various scenarios

and describes how the program creates a data context for each.

Scenario 1

If your source report contains data (that is, if the report is in Preview view), the Context Report Part

data context (in the target report) is the source report's Preview data context for all children of the

selected field. For example, you might see this in the Data Context field: /Country[USA]/Region[*].

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Otherwise, the program uses the source report's Design view data context as the Context Report Part

data context in the target report.

Scenario 2

If your source and target reports are the same report, and the object you choose as your source is from

the Preview view, when the target object you choose to link to is in a higher level than the source object,

the data context is left empty. For example, when the source data context is /Country[Aus

tralia]/ChildIndex[5], and the target data context is /Country[Australia], the Context

Report Part data context is left empty.

Scenario 3

If your source and target reports are the same report, and the object you choose as your source is from

the Preview view, when the target object you choose to link to is in a lower level than the source object,

the data context pasted is a Design view data context (in the form of a formula). For example, when

the source data context is /Country[Australia], and the target data context is /Country[Aus

tralia]/ChildIndex[5], the Context Report Part data context is "/"+{Customer.Country}.

Cross-tabs

If the object you copy in your source report is part of a cross-tab, the Context Report Part data context

is based on the selected object embedded in the cross-tab. Crystal Reports creates the data context

by tracking if the selected object in the cross-tab is a row, column, or cell. Next, the program retrieves

row and column names. Then it parses the Design view data context. Finally, it generates the Context

Report Part data context by adding the GridRowColumnValue function if the group in the data context

formula appears in the row or column names retrieved earlier. You might see, for example, a data

context such as:

"/"+GridRowColumnValue("Customer.Country")+"/"+GridRowColumnValue("Customer.Region")

18.2.1.6 Data context formats

• Normally, a data context formula appears as follows:

"/" + {Table.Field} + "/" + {Table.Field}

• You can also use these formats:

• XPath-like format:

/USA/Bicycle

• Strongly-Typed format:

/Country[USA]/Product Class[Bicycle]

Note:

You can add detail-level information in 0-based format:

/USA/Bicycle/ChildIndex[4]

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Note:

You can also use a wildcard to identify all instances:

/USA/*

• For cross-tab objects, you can use navigation on cells, columns, or rows. To define the data context,

use the GridRowColumnValue formatting function. For example:

"/" + GridRowColumnValue ("Supplier.Country") + "/" + GridRowColumnValue ("Product.Product Class").

18.2.1.7 Hyperlinks displayed in the viewers

This section summarizes information about the hyperlink options and how they work in the page viewers

and the Report Part Viewer.

Differences between the hyperlink options

Report Part DrilldownAnother Report Object

This option allows the selection of one or more

report objects.

This option allows the selection of one or more

report objects.

Destination objects must be from the same report

section.

Destination objects must be from the same report

section.

The location of the section that contains the des-

tination objects must be in the immediately next,

lower-group level from the source object.

The location of the section that contains the des-

tination objects has no restriction:

• The section can be located anywhere in the

report.

• The section can be in a group level above or

below the source object.

The object must be in the same report.

The object can be in a different report that is

managed in SAP BusinessObjects Business Intel-

ligence platform or is part of a stand-alone Report

Application Server (RAS).

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Differences between how the viewers display hyperlinks

Report Part ViewerPage viewers

Another Report Object:

• Navigates to destination objects and shows

only the destination objects.

Another Report Object:

• Navigates to destination objects and shows

contents of the entire page.

Report Part Drilldown:

• Navigates to destination objects and shows

only the destination objects.

Report Part Drilldown:

• Navigates (drills down) to the group and shows

the complete contents of the group.

Default drill down (no hyperlink):

• Not available.

Default drill down (no hyperlink):

• Group drill down from a group header or foot-

er, chart, or map displays the group view.

• Subreport drill down displays the subreport

view.

18.2.2 Creating an Enterprise Hyperlink

You can create hyperlinks from a report to enterprise documents such as Crystal Reports, Interactive

Analysis and other documents.

Note:

In order for this feature to work, SAP BusinessObjects Business Intelligence platform needs to be

running.

18.2.2.1 To create an Enterprise Hyperlink

Select a report object on the Design or Preview tab.

On the Format menu, click Hyperlink.

The "Format Editor" dialog box appears with the Hyperlink tab active.

On the "Hyperlink type" section, select the option A Website on the Internet.

Click Create enterprise hyperlink.

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Click Browse.

The "Open" dialog box appears.

Click My Connections to add a new connection to the Enterprise.

If you already have a connection, click Enterprise.

Navigate to the enterprise document that you wish to open and click Open.

The "Document ID" and "Document Name" fields are filled out with the CUID and name of the

selected document respectively.

On the "Hyperlink Settings" section change the different options to create the hyperlink with the

specified settings.

On the "Parameter Settings" section select the parameter values, if the selected document has

parameters.

10.

Click OK.

18.2.3 Using Smart View to view a report in the CMC

The "Smart View" setting in the Central Management Console (CMC) allows an administrator to change

BI launch pad report viewing behavior from viewing the latest instance of a report to refreshing report

content from the data source.

In the Central Management Console, click Applications.

On the "Applications" page, double-click Crystal Reports Configuration.

The "Properties: Crystal Reports Configuration" dialog box appears.

Under "Properties", select BI launch pad.

Under "Smart View", perform one of the following actions:

• To view the last successful instance when you double-click a publication in BI launch pad, select

View Latest Instance. If no successful instance exists, the publication is refreshed against its

data source. This is the default view.

• To always refresh a publication against its data source (regardless of whether an instance exists)

when you double-click the publication in BI launch pad, select View Object.

Click Save & Close.

18.3 Using smart tags

Crystal Reports lets you take advantage of smart tags in Office XP. When you paste a chart, a text

object, or a field object into an Office XP application, you can view data from the host report after

selecting a smart tag option. This table summarizes the options available to you.

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Crystal Reports object typeSmart tag optionOffice XP application

Text object

Field object

Chart

View

Refresh

Word

Text object

Field object

View

Refresh

Excel

Text object

Field object

Chart

View

Refresh (only when creating a

message)

Outlook

Before you can use smart tags, web server options must be configured on the Smart Tag tab of the

Options dialog box. As well, an .asp or .jsp page must be created for viewing report details. Normally,

these tasks should be carried out by your system administrator.

Note:

The reports you want to use with smart tags must exist on the web server named in the Options dialog

box in a directory that mirrors their real location, or the web server must be configured to accept a UNC

path.

18.3.1 To use smart tags with a Crystal Reports object

Open the Crystal report that contains the object you want to copy to an Office XP application.

On the File menu, click Options and ensure that the options in the Smart Tag Web Server Options

area on the Smart Tag & HTML Preview tab have been configured:

• Your web server must be named.

• A virtual directory must be named (a default is provided).

• A viewing page must be named (a default is provided).

On the Preview tab of Crystal Reports, right-click the text object, field object, or chart you want to

copy and select Copy Smart Tag from its shortcut menu.

Open the appropriate Office XP application, and paste the report object into a document, worksheet,

or email message.

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Note:

See the table in this section for limitations about which report objects can be pasted into each Office

XP application.

In your Office XP application, choose the appropriate smart tag from the options for the pasted report

object.

Note:

See the table in this section for limitations about which smart tags are available in each Office XP

application.

The .asp or .jsp page named in the Options dialog box appears showing the appropriate information

from the host Crystal report.

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Report Alerts

19.1 About Report Alerts

Report Alerts are custom messages created in Crystal Reports that appear when certain conditions

are met by data in a report. Report Alerts may indicate action to be taken by the user or information

about report data.

Report Alerts are created from formulas that evaluate conditions you specify. If the condition is true,

the alert is triggered and its message is displayed. Messages can be text strings or formulas that

combine text and report fields.

Once a Report Alert is triggered, it's not evaluated again until you refresh your report's data.

Because Report Alerts are specific to each report, you decide when to use them and when not to. They

can be useful to point out important information, such as sales that fall above or below a limit. And the

message is created by you, so it can be specific to your data.

19.2 Working with Report Alerts

This section focuses on the tasks you'll need to undertake in order to use Report Alerts.

19.2.1 Creating Report Alerts

You must complete three steps when creating a Report Alert:

• Name the alert.

• Define the condition that triggers the alert.

• Create the message you want to appear when the alert is triggered (this step is optional).

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19.2.1.1 To create a Report Alert

On the Report menu, point to Alerts and then click Create or Modify Alerts.

The Create Alerts dialog box appears.

Click New.

The Create Alert dialog box appears.

Enter a name for your new alert in the Name box.

Enter your alert message in the Message box.

The Message box lets you enter a message to be used as a default. If you want the same message

to appear every time your alert is triggered, enter it in the Message box.

If, however, you want to use a formula so the message is customized with data elements, see the

next step.

If you want to use a formula to create an alert message, click the formula button to the right of

Message.

The Formula Workshop appears. For information on how to use the editor, see Working with the

Formula Editor.

Enter your alert message formula.

For example, if you want to see the message "Country is a star performer" (where Country is the

name of a specific country), you might create the following formula:

({Customer.Country}) + " is a star performer"

Note:

• The result of an alert message formula must be a string.

• The DefaultAttribute function can be used to refer to a message added in the Message box. For

example, if the message in your Message box is " is a star performer," your alert message formula

might be:

({Customer.Country}) + DefaultAttribute

This formula relies on the text you enter in the Message box; that text becomes the DefaultAttribute.

Note:

Message condition formulas can be created using either Crystal Syntax or Basic Syntax.

Click Save and close to return to the Create Alert dialog box.

In the Create Alert dialog box, click Condition.

The Formula Workshop appears.

Enter your alert condition formula.

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Alert formulas can be based on recurring records or on summary fields, but cannot be based on

print-time fields, such as running totals or print time formulas. Alert formulas cannot have shared

variables.

If an alert formula is based on a summary field, any recurring fields used must be constant over the

summary field. For example, if you are grouping on Country and Region, you might create an alert

such as:

Sum ({Customer.Last Year's Sales}, {Customer.Region}) > 10000

In this case, your formula can refer to either Country or Region, but not City or Customer Name

since these are not constant.

Note:

Alert condition formulas can be created using either Crystal Syntax or Basic Syntax.

10.

Clear the Enable check box if you do not want the alert to be evaluated.

Otherwise, leave it selected.

11.

Click OK to save your alert.

You are returned to the Create Alerts dialog box and your new alert is listed. You can see its name

and status (Enabled or Disabled).

Only enabled and disabled alerts appear in the Create Alerts dialog box. If an alert is triggered, it is

seen in the Report Alerts dialog box.

19.2.2 Editing Report Alerts

On the Report menu, point to Alerts and then click Create or Modify Alerts.

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Report Alerts

In the Create Alerts dialog box, select the alert you want to edit and click Edit.

Tip:

Double-clicking an alert also lets you edit it.

Make the changes you want in the Edit Alert dialog box.

Click OK to save your changes.

Note:

If the alert has already been triggered, editing it removes it from the Report Alerts dialog box.

19.2.3 Deleting Report Alerts

On the Report menu, point to Alerts and then click Create or Modify Alerts.

In the Create Alerts dialog box, select the alert you want to delete and click Delete.

The selected alert is removed from the Create Alerts dialog box.

Note:

If the alert has already been triggered, deleting it removes it from the Report Alerts dialog box as well.

19.2.4 Viewing Report Alerts

You can view triggered Report Alerts by:

• Refreshing your report's data.

• Selecting Triggered Alerts from the Alerts submenu of the Report menu.

Note:

If you want to view alerts when report data is refreshed, you must select "Display Alerts on Refresh"

on the Reporting tab of the Options dialog box (this option is also available on the Report Options dialog

box).

19.2.4.1 To view Report Alerts

On the Report menu, point to Alerts and then click Triggered Alerts.

The Report Alerts dialog box appears.

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Select the alert whose records you want to see.

Click View Records.

A new report tab is opened showing the report record(s) that triggered the alert. If the record is

hidden, the record's group is shown but drill down is not performed.

Note:

If you select more than one triggered alert before clicking the View Records button, the results are

generated by performing a Boolean AND operation on the selected alerts.

To return to the Report Alerts dialog box, click the Preview tab.

Click Close to remove the Report Alerts dialog box.

19.2.5 Referring to Report Alerts in formulas

Alerts can be referred to in formulas. Any formula that references an alert becomes a print time formula.

The following functions are available:

• IsAlertEnabled( )

• IsAlertTriggered( )

• AlertMessage( )

These functions behave the same as alerts created in the Create Alerts dialog box:

• IsAlertTriggered("AlertName") is true only for the records on which the alert is triggered

• AlertMessage("AlertName") displays the message for a record when the alert is true.

Because alerts are not field objects (you cannot drop them into the report), alerts are represented

differently from report fields in the Formula Workshop. In the Functions tree, you'll see an Alerts heading

where the functions themselves appear. Available alerts are listed by name below that.

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Using Formulas

20.1 Formulas overview

In many cases, the data needed for a report already exists in database table fields. For example, to

prepare an order list you would place the appropriate fields on the report.

Sometimes, however, you need to put data on the report that does not exist in any of the data fields.

In such cases, you need to create a formula. For example, to calculate the number of days it takes to

process each order, you need a formula that determines the number of days between the order date

and the ship date. Crystal Reports makes it easy for you to create such a formula.

20.1.1 Typical uses for formulas

There are many uses for formulas. If you have a need for specialized data manipulation, you can do it

with a formula.

Creating calculated fields to add to your report

To calculate a price discounted 15%:

Crystal syntax example:

{Orders_Detail.Unit Price}*.85

Basic syntax example:

formula = {Orders_Detail.Unit Price}*.85

Formatting text on a report

To change all the values in the Customer Name field to uppercase:

Crystal syntax example:

UpperCase ({Customer.Customer Name})

Basic syntax example:

formula = UCase ({Customer.Customer Name})

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Pulling out a portion, or portions, of a text string

To extract the first letter of the customer name:

Crystal syntax example:

{Customer.Customer Name} [1]

Basic syntax example:

formula = {Customer.Customer Name} (1)

Extracting parts of a date

To determine what month an order was placed:

Crystal syntax example:

Month ({Orders.Order Date})

Basic syntax example:

formula = Month ({Orders.Order Date})

Using a custom function

To convert $500 from U.S. currency to Canadian:

Crystal syntax example:

cdConvertUSToCanadian (500)

Basic syntax example:

formula = cdConvertUSToCanadian (500)

20.2 Formula components and syntax

Formulas contain two critical parts: the components and the syntax. The components are the pieces

that you add to create a formula while the syntax is the rules that you follow to organize the components.

20.2.1 Formula components

Creating a formula in Crystal Reports is like creating one in any spreadsheet application. You can use

any of the following components in your formula:

Fields

Example: {customer.CUSTOMER LAST NAME}, {customer.LAST YEAR'S SALES}

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Numbers

Example: 1, 2, 3.1416

Text

Example: "Quantity", ":", "your text"

Operators

Example: + (add), / (divide), -x (negate)

Operators are actions you can use in your formulas.

Functions

Example: Round (x), Trim (x)

Functions perform calculations such as average, sum, and count. All functions available are listed with

their arguments and are arranged by their use.

Custom functions

Example: cdFirstDayofMonth, cdStatutoryHolidays

Custom functions provide a way to share and reuse formula logic. They can be stored in the SAP

BusinessObjects Enterprise Repository and then added to a report. Once in the report, custom functions

can be used in the Formula Expert when creating formulas.

Control Structures

Example: "If" and "Select", "For" loops

Group field values

Example: Average (fld, condFld), Sum (fld, condFld, "condition")

Group field values summarize a group. For example, you could use group field values to find the

percentage of the grand total contributed by each group.

Other formulas

Example: {@GrossProfit}, {@QUOTA}

20.2.2 Formula syntax

Syntax rules are used to create correct formula. Some basic rules are:

• Enclose text strings in quotation marks.

• Enclose arguments in parentheses (where applicable).

• Referenced formulas are identified with a leading @ sign.

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20.2.2.1 Crystal and Basic syntax

When creating formulas, you have the option of using either Crystal or Basic syntax. Almost any formula

written with one syntax can be written with the other. Reports can contain formulas that use Basic syntax

as well as formulas that use Crystal syntax.

Crystal syntax is the formula language included in all versions of Crystal Reports.

If you are familiar with Microsoft Visual Basic or other versions of Basic, then Basic syntax may be more

familiar to you. In general, Basic syntax is modeled on Visual Basic except that it has specific extensions

to handle reporting.

If you are already comfortable with Crystal syntax, you can continue to use it, and benefit from the new

functions, operators and control structures inspired by Visual Basic.

Note:

• Record selection and group selection formulas cannot be written in Basic syntax.

• Report processing is not slowed down by using Basic syntax. Reports using Basic syntax formulas

can run on any machine that Crystal Reports runs on.

• Using Basic syntax formulas does not require distributing any additional files with your reports.

20.2.2.2 For more information

• To learn about Basic syntax, see Creating Formulas with Basic syntax in the online help.

• To learn about Crystal syntax, see Creating Formulas with Crystal syntax in the online help.

20.3 User Function Libraries in formulas

Crystal Reports lets developers create User Function Libraries (UFLs) that are recognized by the

Formula Editor. A UFL is a library of functions that is created by a developer to address a specific need.

UFLs can be programmed in a COM or a Java environment.

Crystal Reports lets you see COM UFLs or Java UFLs in the Formula Editor, but not both at the same

time. (You can also choose to see no UFLs.)

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Note:

Java UFLs are not supported in the Report Application Server (RAS) and the Crystal Page Server, so

if a report has a formula in it, and that formula uses a Java UFL, the report may not run in SAP

BusinessObjects Businiess Intelligence platform because the formula will fail to compile.

For details about developing Java UFLs and configuring Crystal Reports to use a UFL, see the

Java

Reporting Component Developer's Guide

Note:

After you have completed the configuration outlined in the Developer's Guide, you must return to Crystal

Reports, point to the File menu, and select Options. On the Formula Editor tab, go to UFL Support and

select Java UFLs Only.

20.4 Specifying formulas

There are several different kinds of formulas in Crystal Reports: report, formatting, selection, search,

running total condition, and alert formulas. The majority of formulas in a report are report formulas and

conditional formatting formulas.

Report formulas

Report formulas are formulas that you create to stand alone in a report. For example, a formula that

calculates the days between the order date and the shipping date is a report formula.

Conditional formatting formulas

Formatting formulas change the layout and design of a report, as well as the appearance of text,

database fields, objects, or entire report sections. You format text through the Format Editor. If you

need to create a formatting formula, you access the Formula Workshop from the Format Editor. See

Working with conditional formatting.

Note:

If you open the Formula Workshop from the Format Editor, you cannot create a different type of formula,

nor can you modify or delete existing formulas. You can, however, view any formula for reference.

Selection formulas

Selection formulas specify and limit the records and groups that appear in a report. You can either enter

these formulas directly or specify the selection using the Select Expert. Crystal Reports then generates

the record selection and group selection formula. You have the option to manually edit these formulas,

but you must use Crystal syntax. See Selecting records.

Search formulas

Search formulas help you locate data in your report. Like selection formulas, you normally do not enter

these formulas directly, but instead specify the search criteria using the Search Expert. Crystal Reports

generates the formula. You have the option to manually edit these formulas, but you must use Crystal

syntax.

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Note:

If you already know Basic syntax, you need to know only a small amount of Crystal syntax to modify

most selection and search formulas.

Running Total condition formulas

Running Total condition formulas let you define the condition upon which your running total will be

evaluated or reset. See Creating conditional running totals.

Alerting formulas

Alerting formulas help you define conditions and messages for report alerts. See About Report Alerts.

20.4.1 Working with the Formula Workshop

You can create many different kinds of formulas in the Formula Workshop. The workshop consists of

a toolbar, a tree that lists the types of formulas you can create or modify, and an area for defining the

formula itself.

Note:

Search formulas and Running Total condition formulas are created and maintained through the Search

Expert and the Create (or Edit) Running Total Field dialog box. These features open the Formula

Workshop so you can work with its familiar user interface, but you cannot add or maintain these kinds

of formulas directly from the main Formula Workshop.

20.4.1.1 Accessing the Formula Workshop

There are many ways to access the Formula Workshop. You see it when you add new Formula Fields,

when you define selection formulas, when you work with custom functions, and so on.

You can open the Formula Workshop by itself before you begin adding specific kinds of formulas.

20.4.1.1.1 To access the Formula Workshop

On the Report menu, click Formula Workshop.

Tip:

Another way to do this is to click the Formula Workshop button on the Expert Tools toolbar.

The Formula Workshop appears.

Click New and select the kind of formula you want to create from the list that appears.

Tip:

You can also select the appropriate folder in the Workshop Tree, and then click the New button.

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Using Formulas

The appropriate editor or dialog box appears.

20.4.1.2 Workshop Tree

The Workshop Tree contains folders for each type of formula you can create in Crystal Reports. It also

contains folders for custom functions and SQL Expressions. If the workshop appears as the result of

using a specific command (for example, you've selected the Record command on the Selection Formulas

submenu), the appropriate folder in the tree is selected, and the appropriate version of the Formula

Editor appears.

Expand any folder in the tree to see the formulas that already exist. New formulas can be added, and

existing formulas can be edited or deleted as needed.

Tip:

The Workshop Tree can be docked. By default, it appears docked on the left-hand side of the Formula

Workshop, but you can manually dock it on the right-hand side. In free-floating mode, the Workshop

Tree can be dragged to any location in the workshop.

20.4.1.3 Formula Workshop buttons

The main toolbar in the Formula Workshop is made up of three smaller toolbars. Each of these toolbars

contains a set of buttons that is relevant to specific actions: working with the Formula Workshop as a

whole, working with the Workshop Tree, or working with an editor. Individual buttons are available or

unavailable based on the task you are undertaking. Each toolbar can be moved and docked as you

require.

The buttons for the General Toolbar of the Formula Workshop perform the following functions:

Closes the Formula Workshop after prompting

you to save changes. If you save changes, your

formula is checked for errors.

Saves the formula, SQL Expression, or custom

function.

Creates a new formula of the type selected from

the list. Also used to create a new custom function

or SQL Expression.

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Using Formulas

Shows or hides the Workshop Tree.

Toggles display between Custom Function Editor

and Custom Function Properties dialog box.

Custom functions and formulas (where possible)

are displayed in the selected mode until this but-

ton is clicked again.

Opens the Formula Expert. Use the Formula Ex-

pert to help you create a formula based on a

custom function.

Note:

This button is not available when creating a cus-

tom function.

Opens online help for the Formula Workshop dia-

log box.

The buttons for the Workshop Tree Toolbar of the Formula Workshop perform the following functions:

Lets you rename the selected formula, custom

function, or SQL Expression.

Deletes the selected formula, custom function, or

SQL Expression.

Expands the selected node in the Workshop Tree.

Also works with multiple node selections.

Shows or hides report object nodes in the Format-

ting Formulas folder if the objects do not have

formulas associated with them.

Opens the Add Custom Function to Repository

dialog box so you can select the repository to add

the custom function to.

Adds the selected repository custom function to

the report.

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The buttons for the Expressions Editor Toolbar of the Formula Workshop perform the following functions:

Tests the syntax of the formula or custom function

and identifies syntax errors if they are found.

Undoes the last action performed.

Redoes the last action.

When you select a field from the Report Fields

window and click the Browse Data button, a dialog

box appears with a list of the values for the select-

ed field.

View values for the selected field and select indi-

vidual values to insert into your formula.

Note:

This button is not available for custom functions.

Searches the Formula Editor for a specified word,

number, or formula string.

Inserts a bookmark at the beginning of a selected

formula line. Click the button again to remove the

bookmark.

Jumps to the next bookmark.

Jumps to the previous bookmark.

Deletes all bookmarks in the current formula.

Arranges all Report Fields, Functions, and Oper-

ators trees in alphabetical order.

Hides or views the Report Fields tree.

Note:

This button is not available for custom functions.

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Using Formulas

Hides or views the Functions tree.

Hides or views the Operators tree.

Hides or views the result set of a global formula

search.

Allows you to select Crystal syntax or Basic syn-

tax as your formula syntax.

Allows you to select Exceptions For Null or Default

Values For Nulls as a method for dealing with null

values in your data.

Comments out the highlighted selection of a for-

mula. Commented lines are not evaluated as part

of the formula.

20.4.2 Working with the Formula Editor

The Formula Editor is a component of the Formula Workshop. Use the Formula Editor to create and

modify the content of formulas.

20.4.2.1 Understanding the sections of the Formula Editor

The Formula Editor contains four main windows.

Description of contentsWindow

Report fields contain all database fields accessible

for your report. They also contain any formulas

or groups already created for the report.

Report Fields

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Using Formulas

Description of contentsWindow

Functions are prebuilt procedures that return val-

ues. They perform calculations such as average,

sum, count, sin, trim, and uppercase.

Custom functions are also listed in this window.

Functions

Operators are the "action verbs" you use in formu-

las. They describe an operation or an action to

take place between two or more values.

Examples of operators: add, subtract, less than,

and greater than.

Operators

Area where you create a formula.Formula text window

20.4.2.2 Choosing the syntax

The Expressions Editor Toolbar of the Formula Workshop contains the drop-down list where you choose

either Crystal or Basic syntax for the formula you are creating.

Note:

Changing the syntax from Crystal syntax to Basic syntax or vice versa will change the list of functions

in the Functions window as well as the list of operators in the Operators window. The functions and

operators differ from syntax to syntax.

The available report fields remain the same since the report fields are available to each syntax.

Setting the default syntax

When you open the Formula Editor, Crystal syntax appears as the syntax default. If you want to change

the syntax default, select Options from the File menu, then click the Reporting tab. Choose the preferred

syntax from the Formula Language drop-down list and click OK. When you access the Formula Editor,

the syntax you selected appears as the default.

20.4.2.3 Entering formula components

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Using Formulas

The Report Fields, Functions, and Operators tree at the top of the Formula Editor contain the primary

formula components. Double-click any component from these trees to add this component to your

formula.

For example, if you set the syntax to Basic syntax and double-click the Operators > Control Structures

> Multi-Line If in the Operators tree, the following text is transferred to the Formula text window with

the cursor between the If and Then:

If | Then

ElseIf Then

Else

End If

The above text helps you organize the parts needed to write your formula.

20.4.2.4 Formula Editor buttons

For a list of the buttons you can use in the Formula Editor, see the Expressions Editor Toolbar section

of Formula Workshop buttons.

20.4.2.5 Changing the font size of the Formula Editor

The Options dialog box (File menu) allows you to change the font size and the background/foreground

color of text, comments, and keywords in the Formula Editor.

20.4.2.6 Formula Editor Key Controls

The Formula Editor accepts the following key controls:

Action PerformedKeyboard Combination

Opens Browse dialog box for highlighted field.

Alt+B

Checks formula for errors.

Alt+C

Opens or closes the Shows Field tree.

Alt+F

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Using Formulas

Action PerformedKeyboard Combination

Comments out or removes comments from current

line

Alt+M

Sorts contents of trees.

Alt+O

Opens or closes the Shows Operator tree.

Alt+P

Saves formula without closing Formula Editor.

Alt+S

Opens or closes the Shows Function tree.

Alt+U

Selects all.

Ctrl+A

Copies.

Ctrl+C

Goes to the end of the last line of the formula.

Ctrl+End

Opens the Find dialog box (same as clicking the

Find or Replace button).

Ctrl+F

Sets bookmark.

Ctrl+F2

Clears all bookmarks.

Ctrl+Shift+F2

Goes to the beginning of file.

Ctrl+Home

Goes to the beginning of the left word (+Shift key

will do the selection).

Ctrl+Left Arrow

Opens Formula Name dialog box, or another ap-

propriate dialog box, to create a new formula.

Ctrl+N

Saves formula and closes Formula Workshop.

Ctrl+S

Sets focus to the syntax name list box.Ctrl+T

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Using Formulas

Action PerformedKeyboard Combination

Changes focus to next control box (reverse order

of Ctrl-Tab).

Ctrl+Shift+Tab

Changes focus to next control box.

Ctrl+Tab

Pastes.

Ctrl+V

Cuts.

Ctrl+X

Undoes an action.

Ctrl+Z

Repeats an action.

Ctrl+Shift+Z

Keyword Auto Complete—shows a list of the

functions available.

Ctrl+Space

Goes to end of line.

End

Copies a selected object from a list to the formula

text box.

Enter

Finds next item as defined in the Find dialog box.

Goes to previous bookmark.

Shift+F2

20.5 Creating and modifying formulas

20.5.1 To create a formula and insert it into a report

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Using Formulas

On the View menu, click Field Explorer.

In the Field Explorer dialog box, select Formula Fields and click New.

In the Formula Name dialog box, enter the name you want to identify the formula by, and then click

OK.

The Formula Workshop appears with the Formula Editor active.

On the Expressions Editor Toolbar, choose either Crystal or Basic syntax.

If you are unsure which syntax to choose see Formula syntax.

Enter the formula by typing in the components or selecting them from the component trees.

Tip:

• Ctrl+Space will bring up a list of the available functions. If you've already started typing it will

bring up a list of keywords that are possible matches for what you've already typed.

• A list of available fields automatically appears when you enter an open brace bracket. Ctrl+Space

will bring up the list again if you previously pressed Esc to clear it.

Click Check to identify any errors in the formula.

Fix any syntax errors the Formula Checker identifies.

When the formula has the correct syntax, click Save and close on the Formula Workshop toolbar.

Select the new formula in the Field Explorer dialog box, and drag it to where you want it to appear

on your report.

Note:

A formula that is placed on a report is indicated by @ (for example, @ProcessTime) on the Design tab.

20.5.2 Creating a formula in the Formula Expert

The Formula Expert is a component of the Formula Workshop. Use the Formula Expert to create and

modify formulas based on custom functions.

Note:

To learn about the Formula Expert's user interface, see Formula Expert in the online help.

20.5.2.1 To create a formula in the Formula Expert

Note:

Before you begin this procedure, ensure you have a custom function in your report or in the SAP

BusinessObjects Enterprise Repository you have access to.

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On the Report menu, click Formula Workshop.

Tip:

Another way to do this is to click the Formula Workshop button on the Expert Tools toolbar.

Select Formula Fields in the Workshop Tree and click New.

In the Formula Name dialog box, enter the name you want to identify the formula by, and then click

OK.

The Formula Expert appears with the Formula Editor active.

Click Use Expert/Editor on the toolbar.

The Formula Expert appears.

In the Custom Function area, choose the custom function you want to base your formula on.

You can choose a Report Custom Function (a custom function that exists in the current report) or

a Repository Custom Function (a custom function that is stored in the repository).

Note:

If you select a Repository Custom Function, that custom function is added to the current report. If

that custom function requires other custom functions from the repository, they can be added as well.

In the Function Arguments area, specify a value for each argument in the appropriate Value field.

You can enter constant values directly, or you can select predefined values or report fields from the

associated list.

Click Save to save the formula to the Formula Fields folder of the Formula Workshop.

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You can now use this formula in your report just as you would use a formula you created in the Formula

Editor.

20.5.3 Editing formulas

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Right-click the formula you want to edit and choose Edit.

The Formula Workshop appears with the Formula Editor active.

In the Formula Editor, edit the formula.

Click Check to identify any errors in the formula.

Fix any syntax errors the Formula Checker identifies.

When the formula has the correct syntax, click Save and close on the Formula Workshop toolbar.

20.5.4 Searching for formula text

You can use the Find dialog box to carry out a number of different activities:

• Search for text or characters in the Field, Function, or Operator trees.

• Search for text or characters that you want to mark or replace in the formula, Custom Function, or

SQL Expression that you have open.

• Search for text or characters across all SQL Expressions in a report.

• Search for text or characters across all formulas and Custom Functions in a report.

When you search for text across all formulas, the results appear in a pane at the bottom of the Formula

Workshop. (You can dock the results pane in other locations). When you click an item in the results

pane, Crystal Reports opens the appropriate formula and highlights the matching text.

Tip:

You can open the Formula Workshop to search across all formulas from the Field Explorer and from

the body of a report. To do this, select a formula field, right-click it, and choose the "Find in Formulas"

option.

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20.5.4.1 To search and replace text

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Right-click the formula you want to edit and choose Edit.

The Formula Workshop appears with the Formula Editor active.

On the Expressions Editor Toolbar, click Find or Replace to open a Find dialog box.

From this dialog box, you can search and replace text within the Formula text box.

Enter the text that you want to search for.

Select Edit Text from the Search list.

If you want to mark all occurrences of the search text, click Mark All.

If you want to replace all occurrences of the search text with the contents of the "Replace with" text

box, click Replace All.

20.5.5 Copying formulas

20.5.5.1 To copy an existing formula

Crystal Reports lets you copy an existing formula and then modify it to create a new formula.

Choose View from the main menu and select Field Explorer.

The Field Explorer dialog box appears.

Select an existing formula in the Formula Fields list, right-click it, and select Duplicate from the

shortcut menu.

Crystal Reports creates a copy of the formula by appending a number to the end of the formula's

name.

Click Edit to modify the formula by changing its definition.

Note:

You can also rename the formula in either the Formula Workshop or the Field Explorer.

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When the formula has the correct syntax, click Save and close on the Formula Workshop toolbar.

20.5.5.2 To copy formulas from online help

Since the formulas you develop using the Formula Editor are text, you can copy useful online formulas

directly into the Formula Editor and then modify them to fit your needs.

On the Help menu, click Crystal Reports Help.

The Crystal Reports online help appears.

Click the Index tab.

Enter formulas in the keyword field and click Display.

Scroll through the formula topics until you locate the formula you want to copy.

Highlight the formula, right-click, and choose Copy from the menu.

Windows places a copy of the selected text on the Clipboard.

Return to Crystal Reports, choose View from the main menu and select Field Explorer.

The Field Explorer dialog box appears.

Select Formula Fields and click the New button.

The Formula Name dialog box appears.

Enter the name you want to identify the formula by, and then click OK.

The Formula Workshop appears with the Formula Editor active.

Place the insertion point where you want the text to appear in the Formula text box of the Formula

Editor and press Ctrl+V to paste the text from the Clipboard.

10.

Modify the formula by changing the fields, formulas, group fields, conditional statements, and text

strings as necessary for use with the data in the new report.

11.

When the formula has the correct syntax, click Save and close on the Formula Workshop toolbar.

20.5.5.3 To copy a formula from one report to another

Select the formula field you want to copy in the report.

On the Edit menu, click Copy.

Open the report you want to copy the formula to.

Choose Paste from the Edit menu.

When the program displays the object frame, drag the formula to the new location.

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To make changes to the formula, right-click the formula and choose Edit Formula from the shortcut

menu.

The Formula Workshop appears with the Formula Editor active.

Delete the old values and type in the new values, or select them from the Fields, Functions, and/or

Operators tree.

Click Save and close on the Formula Workshop toolbar when finished.

20.5.5.4 Key points for editing a copy of a formula

When making changes, use the following points as a guide:

• All fields, formulas, and group fields referenced in the formula copy must actually exist in the new

report. This means that any database referenced in the original formula (or a database with the

same structure, field names, and alias) must be active in the new report.

• If such a database is not active, you must change the field, formula, and group field references in

the formula copy to correspond to elements in your new report.

• If the formula contains conditional elements, make certain that the conditions apply to the data in

the new report. For example, if the formula in your old report performed an action when the quantity

was greater than 100, make sure that the greater than 100 condition makes sense in the new formula.

When modifying a formula, you may find that greater than 10 or greater than 2000 makes more

sense with your new data.

• If you are using the formula with new data, and if your report contains statements similar to the

following:

If {file.FIELD} = "text string"

Make sure that the text strings used in the formula match values that actually exist in the new data.

20.6 Deleting formulas

When a formula is created and added to a report, the Report Designer:

• Stores the specification for creating the formula, using the name you assigned to it.

• Places a working copy of that formula at the point you specify in the report. A working copy is any

occurrence of the formula in the report.

In order to completely delete formulas, you must delete the specification and all working copies of the

formula.

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Note:

You cannot delete the specification without deleting all working copies of the formula.

20.6.1 Removing the working formula from your report

Right-click the formula you want to delete from the report.

Select Delete.

Note:

Even after the working copies of a formula have been deleted from the report, the formula specification

remains unchanged. The specification is listed in the Field Explorer dialog box. It is available if you wish

to enter the formula in the report again.

20.6.2 Deleting the formula specification

Choose View from the main menu and select Field Explorer.

The Field Explorer dialog box appears.

Right-click the formula you want to delete and choose Delete.

Note:

A dialog box appears if this formula is currently in use in a report. If you delete this formula, you will

delete all references of it in reports. Click Yes to delete.

20.7 Debugging formulas

For help on debugging formulas that occur when you save your formula, see the Debugging tutorial.

For help on debugging evaluation time errors that invoke the formula editor stack list and assisted

debugging, see Debugging evaluation time errors.

20.7.1 Debugging evaluation time errors

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When the Formula Workshop is being displayed as a result of an evaluation time error, the Workshop

Tree will contain a call stack. The root of the tree provides a description of the error which occurred.

The nodes in the tree provide the names of the custom functions and/or formulas which were being

evaluated when the error occurred. The custom function/formula at the top of the call stack is where

the error was detected. The custom function/formula next in the stack has invoked the custom

function/formula above it in the stack. If you select a custom function/formula node in the tree, the text

of the custom function/formula will be displayed in the editor window and the text of the expression

being evaluated when the error occurred will be highlighted. If you expand a custom function/formula

node in the tree, the variables being used in the custom function/formula will be shown along with the

value they had at the time the error occurred.

20.7.1.1 Example of an evaluation time error

Using the sample report "Custom Functions.rpt", create a new formula that divides 1 by the result of

the @Calendar Days Between function. The function would look like this in Basic syntax:

formula = 1/{@Calendar Days Between}

It would look like this in Crystal syntax:

1/{@Calendar Days Between}

Insert this formula into the details section of the report and preview it. You'll get a division by zero error

and the formula editor will be invoked with the call stack on the left hand side.

20.7.2 Debugging tutorial

Follow the example below to learn the necessary steps for debugging a formula. After completing this

exercise, use the same principles to debug your own formulas.

20.7.2.1 About this tutorial

• This tutorial uses the Xtreme.mdb sample database.

• This tutorial uses Crystal syntax.

• The following formula is the formula you will test for errors:

If ({customer.CUSTOMER NAME} [1 to 2 = "Bi" and

ToText({customer,CUSTOMER ID}) [1] = "6") Or

({customer.CUSTOMER NAME} [1] = 'Ro" and

ToText({customer.CUSTOMER ID}) [1] = "5")

"PREFERRED CUSTOMER"

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Else

"DOES NOT FIT CRITERIA"

If correct, this formula should pick out all customers whose names begin with "Bi" and whose customer

IDs begin with "6" as well as those companies whose names begin with "Ro" and whose customer IDs

begin with "5". When printing the field, those selections will read "PREFERRED CUSTOMER", while

the rest will read "DOES NOT FIT CRITERIA".

You will now break down the formula to check and see that each condition of the formula is working

individually.

20.7.2.2 Formula1

To get started, create a report using the Customer table in Xtreme.mdb and place the following

fields from left to right in the Details section:

{customer.CUSTOMER ID}

{customer.CUSTOMER NAME}

To test each portion of the formula, you will place a new formula field next to these two fields in the

report.

Create a new formula called Formula1.

Type the following in the Formula text box of the Formula Editor:

If {customer.CUSTOMER NAME} [1 to 2 = "Bi" Then

"TRUE"

Else

"FALSE"

Click Check to test for errors. You will receive the following error message:

The ] is missing.

Correct the formula by inserting the missing " ] " after the 2.

Click Check again. You will receive the following message:

No errors found.

Click Save and close on the Formula Workshop toolbar.

Insert the corrected formula field to the right of the two data fields in the Details section of your report.

Click Print Preview on the Standard toolbar to check the values in the report and compare the

fields to see if the field values returned by @Formula1 are correct.

You will find "TRUE" listed next to the customer names that begin with "Bi" and "FALSE" next to all the

others. Now you will check the other portions of the formula. Create Formula2, Formula3, and Formula4,

by following Steps 1 - 9, using the formulas specified below for each.

Insert each formula field on the same line of the Details section for easy comparison. Check each one

for errors, fix as needed, and make sure the values returned are correct before moving on to Formula2.

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20.7.2.3 Formula2

Create a new formula called Formula2.

Type the following in the Formula text box of the Formula Editor:

If ToText({customer,CUSTOMER ID}) [1] = "6" Then

"TRUE"

Else

"FALSE"

Click Check to test for errors. You will receive the following error message:

This field name is not known.

Correct the formula by replacing the comma (,) in the field name with a period (.).

Click Check again. The formula should now be error-free.

Place the formula to the right of the @Formula1 field.

Click Print Preview on the Standard toolbar to check the values in the report and compare the

fields to see if the field values returned by @Formula2 are correct.

You should see "TRUE" next to all customer numbers that begin with 6 and "FALSE" next to all customer

numbers that do not begin with 6.

20.7.2.4 Formula3

Create a new formula called Formula3.

Type the following in the Formula text box of the Formula Editor:

If {customer.CUSTOMER NAME} [1 to 2] = 'Ro" Then

"TRUE"

Else

"FALSE"

Click Check to test for errors. You will receive the following error message:

The matching ' for this string is missing.

Correct the formula by changing the single quote (') before Ro to a double quote (").

Click Check again. The formula should now be error-free.

Place the formula to the right of the @Formula2 field.

Click Print Preview on the Standard toolbar to see the values in the report and compare the

fields to check if the field values returned by @Formula3 are correct.

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You should see "TRUE" next to all Customer names that begin with "Ro" and "FALSE" next to all

Customer names that do not begin with "Ro".

20.7.2.5 Formula4

Create a new formula called Formula4.

Type the following in the Formula text box of the Formula Editor:

If ToText({customer.CUSTOMER ID}) [1] = "5"

"TRUE"

Else

"FALSE"

Click Check to test for errors. You will receive the following error message:

The word 'then' is missing.

Correct the formula by typing in the word "Then" at the end of the first line after "5".

Click Check again. The formula should now be error-free.

Place the formula to the right of the @Formula3 field.

Click Print Preview on the Standard toolbar to see the values in the report and compare the

fields to check if the field values returned by @Formula4 are correct.

You should see "TRUE" next to all Customer IDs that begin with 5 and "FALSE" next to all Customer

IDs that do not begin with 5.

Now that the formulas are error-free and the field values returned are correct, you will create a formula

that links the separate components together. You will begin by linking the first two formulas (@Formula1

and @Formula2) and then you will add @Formula3 and @Formula4 to create the final formula

@FinalFormula.

20.7.2.6 Formula1+2

Create a new formula called Formula1+2.

Type the following in the Formula text box of the Formula Editor:

If {customer.CUSTOMER NAME} [1 to 2] = "Bi" and

ToText({customer.CUSTOMER ID}) [1] = "6" Then

"TRUE"

Else

"FALSE"

Place the formula to the right of the @Formula4 field.

You should see "TRUE" next to each customer whose name begins with Bi and Id begins with 6, and

"FALSE" next to all Customer IDs that do not meet this criteria.

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If this formula is working correctly, you can create one last formula adding the code from @Formula3

and @Formula4.

20.7.2.7 FinalFormula

Create a new formula called FinalFormula.

Type the following in the Formula text box of the Formula Editor:

If ({customer.CUSTOMER NAME} [1 to 2] = "Bi" and

ToText({customer.CUSTOMER ID}) [1] = "6") or

({customer.CUSTOMER NAME} [1 to 2] = "Ro" and

ToText({customer.CUSTOMER ID}) [1] = "5") Then

"PREFERRED CUSTOMER"

Else

"DOESN'T FIT CRITERIA";

Place the formula where you want it to appear in the Details section of the report. You can now

delete all other formula fields from the report. See Deleting formulas.

You can use this same process of condition-by-condition testing for any formulas as a means of

systematically checking them.

20.8 Error Messages and Formula Compiler Warnings

A ) is missing.

Parentheses must be used in pairs; each opening parenthesis must be matched with a closing

parenthesis. One of your opening parentheses is not matched by a closing parenthesis. Insert the

missing parenthesis and recheck.

A ] is missing.

Brackets must be used in pairs; each opening bracket must be matched with a closing bracket. One of

your opening brackets is not matched by a closing bracket. Insert the missing bracket and recheck.

A Boolean range variable is not allowed.

You have entered a Boolean range variable. Range variables are allowed in all data types other than

Boolean. Either change the data type to something other than Boolean, or enter a Boolean item variable

to replace the Boolean range variable.

A day number must be between 1 and the number of days in the month.

You have entered a day number that does not fit the month. The Formula Checker displays this warning

if, for the month of January, for example, you enter a day number of zero (0) or a number 32 or greater.

Change the day number to fit the month and recheck.

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A field is required here.

You have entered something in your formula other than a field at a position where a field is expected.

Correct the problem and recheck.

A formula cannot refer to itself, either directly or indirectly.

You cannot enter a formula that refers to itself. For example, in creating the formula @Profit, you cannot

use @Profit as the argument to a function. Remove the reference and recheck.

A function is required here.

The Formula Editor is expecting a function but none was entered. Review your formula and enter the

required function or correct the formula if it is in error.

A month number must be between 1 and 12.

You have entered a month number that falls outside the allowable range. Enter a month number between

1 and 12 and recheck.

A string can be at most 65534 characters long.

The program allows strings in formulas to be up to 65534 characters long. You have entered a string

that exceeds that limit. Reduce the length of the string and recheck.

A subscript must be between 1 and the length of the string.

You have entered a subscript number that specifies a character that does not exist. If you enter a

subscript that references the 6th or the 8th character in a five character string, for example, you will get

this warning. Change the subscript to a value that exists and recheck.

Note:

A subscript can be a negative number if that number is a negative between -1 and the negative length

of the string. For example, if the string is three characters long, you can use -1, -2, or -3 as a subscript.

A subscript must be between 1 and the size of the array.

You have entered a subscript that specifies an array item that does not exist. If you enter a subscript

that references the 6th or 8th item in a five item array, for example, you will get this warning. Change

the subscript to a value that exists and recheck.

Note:

A subscript can be a negative number if that number is a negative between -1 and the negative size of

the array. For example, if the array is [1,2,3], you can use -1, -2, or -3 as a subscript.

A subtotal condition is not allowed here.

You have entered a subtotal condition for a subtotal that uses something other than a date or Boolean

field as the sort and group by field. Your subtotal does not require a condition. Delete the condition and

continue.

A subtotal condition must be a string.

You have entered a subtotal condition that is not in string format. Make certain when you enter the

condition in the formula that it is surrounded by single or double quotation marks.

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A variable cannot be redeclared with a different type.

You have declared a variable with the same name but a different data type than a variable already

declared. This is not allowed. Either change the name of the variable or change the data type so it

conforms with the original data type.

A variable is required here.

You have used the assignment operator (:=) in a formula without preceding it with a variable. The

program expects to see a variable immediately before (to the left of) the assignment operator. Enter a

variable and try again.

A variable name is expected here.

You have declared a variable data type without declaring a variable name. You must enter a variable

name to complete the declaration. Enter the variable name and continue.

Access denied.

DOS will not allow access to a file specified. Make certain the file is not in use by another program (or

another user on a network), and/or make certain you have the right network permissions and try again.

An error occurred when calling the custom function 'sampleFunction'.

An error occurred in your report when it tried to call the custom function specified. Please see the

debugger in the Formula Workshop for help with the error.

Cannot allocate memory.

This message typically indicates that there is not enough memory available. Close any reports that are

not needed, and exit any programs that are not essential. Then try again.

Cannot reallocate memory.

This message typically indicates that there is not enough memory available. Close any reports that are

not needed, and exit any programs that are not essential. Then try again.

Custom function, a return value must be specified by assigning a value to the function name.

You must assign a return value to the function.

Dates must be between year 1 and year 9999.

You have entered a date that falls outside the allowable range. Enter a date that falls within the range

of years 1 to 9999 (including the end values), and then recheck.

Disk full.

You have attempted to save a report to a disk that is full. Either save to a different disk, or delete

unnecessary files from the current disk and try again.

Division by zero.

You have entered a formula that attempts a division by zero. The program does not allow such a division.

Edit the formula so it does not attempt to divide by zero, and then recheck.

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To avoid this type of problem, you can use a test such as this:

If {file.FORECAST} = 0 Then

Else

{file.SALES} / {file.FORECAST}

Error in formula code. Please contact Business Objects, Information Management Group.

There is something unusual about the formula that was not foreseen. Please save the formula text that

produced this warning and contact the company.

Error in parse tree. Please contact Business Objects, Information Management Group.

In parsing your formula, the program encountered a situation that the parse tree could not process.

Please save the formula text that produced this warning and contact the company.

Field still in use.

The field you are requesting is currently in use. Try again once the field becomes available.

Fields cannot be used within a custom function.

You have tried to use a field within a custom function. Fields cannot be used in custom functions.

File name already in use. Please close the window for xxx before saving under this name.

You have tried to save a file under the name of a file already in use in an open report. Close that report

first, and then try again.

File not found.

The file name you specified cannot be found. Either the filename or the path is incorrect. Enter the

correct filename/path and try again. In some instances the file WBTRVDEF.DLL is missing from your

directory. This file is required for reading Data Dictionary files along with WBTRCALL.DLL.

File permission error.

You have requested a file for which you do not have permission. You must gain the necessary permission

before you can activate the file.

Incorrect Borland Custom Control DLL (BWCC.DLL) installed. Version m.n or higher required.

The program is finding and using a version of BWCC.DLL that is too old for proper program operation.

Here's how this can happen:

BWCC.DLL is installed in the CRW directory (the same directory in which CRW.EXE or CRW32.EXE

resides) during program installation.

The CRW directory is added to the end of the path statement in AUTOEXEC.BAT during installation (if

you allowed the installation program to update the path statement).

If an older version of BWCC.DLL has been installed in the Windows directory, the Windows System

directory, or a directory that appears earlier in the path than the CRW directory (the result of an earlier

installation), the program picks up that version, not the newer version in the CRW directory.

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To correct this problem

The correct version of BWCC.DLL is shipped with Crystal Reports. To correct the problem, delete older

versions of BWCC.DLL that reside in directories earlier in the path than CRW.

If this does not solve the problem, move the latest version of BWCC.DLL from the CRW directory to

the Window's directory.

Internal Error: PrintDlg fail: 4100.

There is no printer driver installed in the Windows Control Panel. When Crystal Reports opens a report,

it looks for the printer that was saved with the report. If that printer cannot be found, it looks for the

default printer. If there is no default printer set, the error message results.

Insufficient memory available.

There is not enough memory available to do what you want the program to do. Free up memory and

try again.

Invalid DOS version.

You are using a version of DOS earlier than Version 3.0. Install DOS Version 3.0 or higher and try

again.

Invalid file handle.

You have specified a file handle that does not exist. Enter the correct file handle and continue.

No default printer selected. You may use the Control Panel to select a default printer.

Please use the Control Panel to select a printer and start the program again.

You cannot begin to utilize the program unless you have a default printer selected. Trying to start the

program without a default printer results in this error message.

To select a default printer.

Click the Printers icon in the Windows Control Panel; the Printers dialog box appears with all installed

printers listed in the Installed Printers box.

If you have not yet installed the printer, install it first, and then double-click its listing.

Note:

• A printer must first be given the status Active before it can be selected as the default printer.

• For additional information in installing printers and default printers, please refer to the documentation

that came with Microsoft Windows.

Non unique table reference: tablename.

This is usually caused if a table name contains an underscore or is more than 15 characters long, or

starts with a number.

Not enough arguments have been given to this function.

The function requires more arguments than you have entered. Enter the missing argument(s) and

recheck.

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Not enough memory.

There is not enough memory available to process the command. Close any reports that are not needed,

and exit any programs that are not essential. Then try again.

Numeric overflow.

An intermediate result or the final result cannot be represented because it is too big. Restructure or

subdivide the formula to create smaller results, and then recheck.

Only local variables can be used within a custom function.

A custom function cannot refer to variables not defined in the custom function.

Physical database not found.

The program is unable to locate either a DLL or the database. Check to make certain that the directories

that hold these files are listed in the path statement.

Please cancel printing before closing.

Your Report Engine call is attempting to close a job while it is still in progress. Make certain that you

cancel the printing before you close the print job.

Printer not available.

There are problems connecting to the selected printer. Reselect the printer through the Windows Control

Panel and try again.

Report file already exists. Overwrite sample.rpt?

You are attempting to save a report under the same name as an existing report. This will overwrite the

existing report and make it no longer available. Click Yes to overwrite the report, No to stop the saving

process to give you a chance to select a different name.

Report has changed. Save changes to sample.rpt before closing?

You are attempting to close a report window without first saving it, even though you have made changes

to the report since you opened it. The changes will be lost unless you save the report before closing.

Click Yes to save the changes, No to close the report without saving the changes.

'sampleFunction' must be assigned a value within the custom function.

You must assign a value to the function within in the custom function.

Sorry, this feature is not yet implemented. Try again later.

You have attempted to use a feature that has not been implemented in the current release. Wait till an

upgrade that implements the feature and try again.

The formula cannot be evaluated at the time specified.

You are trying to force a field, formula, or function to be evaluated earlier than is possible. Evaluation

time functions can only force a later evaluation time, never an earlier one. Change the formula to

accommodate the required evaluation time.

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The formula is too complex. Try simplifying it.

The formula could not be evaluated because it exceeds the limit of 50 pending operations. Pending

operations are operations that are on hold due to order of precedence rules; they will be performed

once the operations with higher level precedence are finished.

Sometimes it is possible to rearrange the formula and calculate the same value without requiring as

many pending operations. As a very simplified example, in the formula 2+3*4, the addition cannot be

performed until the multiplication has been done. The addition thus becomes pending, on hold until the

multiplication is complete. If the formula is written as 3*4+2 instead, the operations can be performed

left-to-right with the same result, thus eliminating the pending operation.

Correct the formula and recheck.

The matching } for this field name is missing.

Field names must be enclosed in braces { }. You have entered one of the required braces but not the

other. Insert the missing brace and recheck.

The matching ' for this string is missing.

A string that begins with a ' must end with a ' before the end of the line. You have used the ' in one of

those positions but not the other. Insert the missing punctuation and recheck.

The matching " for this string is missing.

A string that begins with a " must end with a " before the end of the line. You have used the " in one of

those positions but not the other. Insert the missing punctuation and recheck.

The number of copies of the string is too large or not an integer.

Using the ReplicateString function, you have requested too many copies or you are requesting a

non-integer number of copies. Lower the number of copies requested or specify an integer number of

copies and try again.

The number of days is too large or not an integer.

When adding days to dates, or subtracting days from dates, you can use only an integer number of

days (a whole number); you cannot add or subtract non-integer numbers of days (1/2 days, 3.6 days,

and so on). Additionally, once you add or subtract days from a date, the resulting date must fall within

the allowable (year) date range, 0000-9999. If you enter a non-integer number of days or if your result

falls outside the allowable range, the Formula Editor displays this warning. Correct the problem and

recheck.

The number of decimal places is too large or not an integer.

The second argument to the Round(x, # places) or ToText(x, # places) functions must be a small integer

(whole number). You have entered a number as the second argument (# places) that specifies too

many decimal places or that is not an integer. Change the number to a small integer and recheck.

The record selection formula cannot include 'PageNumber', 'RecordNumber', 'GroupNumber',

'Previous', or 'Next'.

You cannot include the following Print State functions in your record selection formula: PageNumber,

RecordNumber, GroupNumber, Previous, or Next. Eliminate the field(s) and recheck.

2013-05-06446

Using Formulas

The record selection formula cannot include a summary field.

You have included a summary field in a record selection formula. The program does not allow this.

Remove the summary field and recheck.

The remaining text does not appear to be part of the formula.

You have provided a formula operand (the item on which a formula operation is to be performed) where

none is expected. Often this means that you have forgotten an operator, or an earlier part of a function,

or some required syntax item. Correct the error and then recheck.

The result of a formula cannot be a range.

You have created a formula that results in a range. A formula must result in a single value. Correct the

formula and recheck.

The result of a formula cannot be an array.

You have created a formula that results in an array. A formula must result in a single value. Correct the

formula and recheck.

The result of the selection formula must be a Boolean.

You have created a selection formula that returns something other than a Boolean value. Reconstruct

the formula using comparison operators (=, and so on) and recheck.

The special variable field could not be created.

This message typically indicates that there is not enough memory available. Close any reports that are

not needed, and exit any programs that are not essential. Then try again.

The string is non-numeric.

The argument to the ToNumber function must be a number stored as a string (for example, a customer

number, an ID number, and so on). The string may be preceded by a minus sign and may contain

leading and trailing blanks. You have used an argument that is non-numeric and therefore cannot be

converted to a number. Change the argument to numeric and recheck.

The summary field could not be created.

This message typically indicates that there is not enough memory available. Close any reports that are

not needed, and exit any programs that are not essential. Then try again.

The variable could not be created.

The variable you declared could not be created. Check the spelling and syntax of your declaration

statement and try again.

The word 'Else' is missing.

In an If-Then-Else expression, you have left out (or misplaced) the 'Else' component and the formula

will not function. Insert (or reposition) the 'Else' component and recheck.

The word 'Then' is missing.

In an If-Then-Else expression, you have left out (or misplaced) the 'Then' component and the formula

will not function. Insert (or reposition) the 'Then' component and recheck.

2013-05-06447

Using Formulas

There are too many characters in this field name.

A field name may have at most 254 characters. You have entered a field name that exceeds that

number. Enter a field name that has an allowable number of characters and try again.

There are too many characters in this string.

Strings in formulas are allowed to be up to 65534 characters long. You have entered a string that

exceeds that limit. Reduce the length of the string (or break it into 2 or more concatenated strings) and

recheck.

There are too many letters and digits in this name.

A variable name can have at most 254 characters. You have entered a name that exceeds that number.

Shorten the name to conform to the limit and continue.

There is an error in this formula. Please edit it for more details.

You have tried to accept a formula (via the Accept button in the Formula Editor) that contains an

uncorrected error. Correct the error that was indicated and try again.

There is an error in this custom function. Please edit it for more details.

You have tried to save a custom function that has an error in it. Correct the error that was indicated

and try again.

There must be a subtotal section that matches this field.

You have entered a subtotal in a formula without there being a corresponding subtotal in the report

itself. Any subtotal you enter in a formula must duplicate a subtotal already in your report. Add the

required subtotal to the report and then re-enter the formula, or delete the formula, and then recheck.

This array must be subscripted. For example: Array [i].

You have entered an array without enclosing it in brackets. Enclose the array in brackets and recheck.

This field cannot be summarized.

You have entered a summary field that does not already exist in your report. Any summary field you

enter in a formula must duplicate a summary field already in your report. Either enter the summary field

in your report first and then re-enter it in the formula, or do not enter the summary field in the formula

at all.

This field cannot be used as a subtotal condition field.

The field you are entering as a condition field causes the subtotal in the formula not to match any

subtotal in the report. Any subtotal you enter in a formula must duplicate a subtotal already in your

report. Either enter the subtotal in your report first and then re-enter it in the formula, or do not enter

the subtotal in the formula at all.

This field cannot be used because it must be evaluated later.

You are trying to force a field, formula, or function to be evaluated earlier than is possible. Evaluation

time functions can only force a later evaluation time, never an earlier one. Change the formula to

accommodate the required evaluation time.

2013-05-06448

Using Formulas

This field has no previous or next value.

You have used a field for which there is no "previous" value as the argument for the Previous or

PreviousIsNull function, or you have used a field for which there is no "next" value as the argument for

the Next or NextIsNull function. To use either of those functions, replace the argument with a field that

contains the appropriate values.

This field must be in the same section as the current formula.

Since the field was put into the formula as an operand, it has been moved to a section where it is no

longer a valid operand.

This field name is not known.

You have entered a field name that does not appear in any of the active databases. Correct the spelling

of the field name and/or its alias, and then recheck. Or, to enter a field name from a database that is

not currently active, activate the database first and then re-enter the field name.

This formula cannot be used because it must be evaluated later.

You are trying to force a field, formula, or function to be evaluated earlier than is possible. Evaluation

time functions can only force a later evaluation time, never an earlier one. Change the formula to

accommodate the required evaluation time.

This function cannot be used because it must be evaluated later.

You are trying to force a field, formula, or function to be evaluated earlier than is possible. Evaluation

time functions can only force a later evaluation time, never an earlier one. Change the formula to

accommodate the required evaluation time.

This function cannot be used within a custom function.

You have tried to use a function or formula that will not work in a custom function, that is it is not

"stateless".

This group section cannot be printed because its condition field is non-existent or invalid.

Your report contains a group section that is based on a condition field that is either no longer in the

report or changed so it is invalid for the group section. Review your grouping criteria to identify and

correct the source of the problem.

This subtotal condition is not known.

You have entered a subtotal condition that does not appear anywhere in your report. Any subtotal you

enter in a formula must duplicate a subtotal already in your report. Change the condition and recheck.

Too many arguments have been given to this function.

You have entered an array as the argument to a non-array function. This kind of problem can occur,

for example, if you forget to use brackets (the required syntax items for an array) to enclose an array.

The Formula Checker sees the array values as arguments to a non-array function and displays the

error message.

Too many items have been given for this array.

The program allows up to 50 values in an array. You have exceeded this limit. Reduce the number of

values in the array and recheck.

2013-05-06449

Using Formulas

Too many open files.

You have too many open files (databases, reports) given the number of files you specified in the

CONFIG.SYS FILES = statement. To prevent this error from recurring, either use fewer files or increase

the number of files specified in the FILES = statement.

Missing or incorrect operand warnings.

The following warnings appear when the Formula Checker expects to find a specific kind of operand

(the item on which a formula operation is to be performed), and finds something different. For example,

the formula 5>a is comparing a number to text (the old comparing apples to oranges analogy). When

the Formula Checker sees that the number five is being compared to something, it expects that something

to be another number. If anything other than a number appears, it displays the warning: "A number is

required here."

Depending on the formula that you enter, you might see one of the following messages:

• A number is required here.

• A Boolean array is required here.

• A Boolean is required here.

• A currency amount is required here.

• A currency array is required here.

• A currency range is required here.

• A date array is required here.

• A date is required here.

• A date range is required here.

• A number array is required here.

• A number array or currency array is required here.

• A number, currency amount, Boolean value, or string is expected here.

• A number, currency amount, Boolean, date, or string is required here.

• A number, currency amount, date, or string is required here.

• A number, currency amount, or date is required here.

• A number field or currency amount field is required here.

• A number is required here.

• A number or currency amount is required here.

• A number range is required here.

• A string array is required here.

• A string is required here.

• A string or an array of values is required here.

• An array of values is required here.

2013-05-06450

Using Formulas

• The custom function name 'sampleFunction' is expected here.

2013-05-06451

Using Formulas

2013-05-06452

Using Formulas

Parameter Fields and Prompts

21.1 Parameter and prompt overview

Parameters are Crystal Reports fields that you can use in a Crystal Reports formula. As a formula

component, a parameter must have a value before the program can process the report. By using

parameters in formulas, selection formulas, and in the report itself, you can create a single report that

changes its behavior depending on the values entered by your users. Parameter fields can also be

used in subreports.

Prompts are elements that help users set a value for report parameters. Prompts are different from

parameters in several ways:

• Prompts are not used directly by a Crystal Reports formula.

• Prompts include user-interface settings that help you determine the appearance of the prompting

dialog box that your users see.

• Prompts include an optional list of values that your users can choose from. This list of values can

be a static list that is stored in each report, or a dynamic list that is retrieved from a database (this

type of prompt includes multi-level cascading lists that are also retrieved from a database).

• Prompts can be set so that the parameter itself is optional.

When your users select values in the prompting dialog box, they are setting values for prompts. The

Crystal Reports prompting engine then assigns that value to the corresponding parameter, which is

finally used by the report.

When you create and edit a parameter field, you work with one parameter and one or more prompts.

21.1.1 Parameter field considerations

There are a number of things to keep in mind when working with parameter fields:

• Parameter fields support the following data types:

• Boolean: Requires a yes/no or true/false answer.

Example: Include planned budget numbers in the summary?

2013-05-06453

Parameter Fields and Prompts

• Currency: Requires a dollar amount.

Example: Display customers with sales over XXXXX.

• Date: Requires an answer in a date format.

Example: Enter the start and end dates of the quarter.

• DateTime: Requires both date and time.

Example: Display statistics for 07/04/1999 between 1:00pm-2:00pm.

• Number: Requires a numeric value.

Example: Enter the customer identification number.

• String: Requires a text answer.

Example: Enter the region.

• Time: Requires an answer using a time format

Example: Display the total number of calls from 1:00pm-2:00pm.

• Parameter field prompting text can be up to four lines long with approximately 60-70 characters per

line (depending on character width, up to the 254 character limit). Text over one line in length will

automatically word wrap.

• You can create a list of values from which users can choose the parameter value rather than having

them enter it manually. Lists of values can be static (embedded in each report), dynamic (refreshed

from a database on demand), scheduled (refreshed from a database on a recurring schedule), or

partially scheduled (portions of a list of values can be scheduled, while other portions remain

on-demand). Scheduled and partially scheduled lists of values are administered through the Business

View Manager. For more information, see the

Business Views Administrator's Guide

• A parameter field does not have to be placed in a report in order to be used in a record or group

selection formula. You create the parameter field and then enter it in your formula as you would any

other field.

• A parameter field does not have to be placed in a report in order to be used in a record or group

selection formula. You create the parameter field and then enter it in your formula as you would any

other field.

• A parameter field can be set to be optional so that users are not forced to enter a value when

prompted.

21.1.2 Prompt considerations

There are a number of things to keep in mind when working with prompts:

• Prompts can be static or dynamic. As well, a dynamic prompt can have a cascading list of values.

For a description of each option, see these topics:

2013-05-06454

Parameter Fields and Prompts

• Creating a parameter with a static prompt.

• Creating a parameter with a dynamic prompt.

• Creating a parameter with a cascading list of values.

• Dynamic prompts contain lists of values that you can use for a particular report or for many reports.

You share a list of values by adding it to the BusinessObjects Enterprise Repository.

• A list of values can be scheduled for automatic updates through the Business View Manager. For

more information about scheduling a list of values, see the

Business Views Administrator's Guide

• A list of values can form a cascading prompt; that is, you can create a prompt whose final value is

determined through a sequence of choices. For example, users might first be prompted to pick a

country before the choices for region appear. The users might then need to pick a region before the

choices for city appear, and so on.

21.1.3 Data and non-data parameters

Depending on how parameters are used, they are marked as either data parameters or non-data

parameters. How these parameters are used within a report will impact whether the report data will

refresh upon changing parameter values.

Data parameters are used in:

• Record selection formulas, directly or indirectly (by way of being referenced within a formula)

• Command objects

• Stored procedures

• Universe parameters

Changes made to the value of a data parameter require a report refresh to fetch new data from the

database. For example, a report will be refreshed when a data parameter is used to generate a query.

Non-data parameters are used in:

• Saved data selection formulas

• Conditional formulas

• Parameters placed on the report

Changes made to the value of a non-data parameter will filter the saved data of the report and will not

require a refresh. This process minimizes the processing demand on the database. For example, a title

is a non-data parameter.

Note:

Non-data parameters change the presentation of existing data. It is best to use them only in a way that

makes sense for the report. For example, do not filter using a saved data selection formula to display

values that are below 100,000 if you have a record selection formula that only selects values above

100,000 from the database. Using selection formulas improperly may provide confusing results, or even

blank pages.

2013-05-06455

Parameter Fields and Prompts

21.1.4 Optional parameters

Crystal Reports supports optional parameters. An optional parameter is a prompted value that does

not have to be supplied by the user.

Report designers should provide some guidance to the end user that a parameter is optional by adding

this information to the prompt text.

Optional parameters are treated by Crystal Reports as optional anywhere within the report that they

are used. You cannot set one instance of the parameter to optional and another to mandatory.

Note:

• After you set a parameter to optional, if you use the "Select Expert", the system will automatically

add the selection formula for you using the HasValue() function.

The "Formula Workshop Editor" does not automatically add the formula. Only the "Select Expert"

automatically adds the formula for you.

• If you change the parameter from optional to mandatory, the HasValue() function is not automatically

removed from your formula.

Handling a parameter with no value

When the report engine evaluates any formula which references an optional parameter that does not

have a value, it generates a runtime error. All formulas that reference an optional parameter should

first use the HasValue() function to check if that parameter has a value before evaluating it. This

includes record selection formulas and saved data formulas.

Note:

The system will not automatically drop a statement from the SQL WHERE clause. It is the report

designer’s responsibility to decide which statement to leave out based on HasValue() testing.

21.2 Understanding dynamic prompts

Both dynamic prompts and cascading lists of values are available in Crystal Reports. These features

let you populate the lists of values associated with a prompt from a data source outside of your report.

(Static lists of values that are stored in your report are also available in Crystal Reports.)

This dynamic capability is available to all Crystal Reports users—whether or not they have the added

capabilities of SAP BusinessObjects Business Intelligence platform. When Crystal report files are stored

in SAP BusinessObjects Business Intelligence platform, additional dynamic prompting features are

available. The following table shows which features are available with each product.

2013-05-06456

Parameter Fields and Prompts

Note:

In the table, and elsewhere in this section, the term managed report is used to describe reports that

are stored in a SAP BusinessObjects Business Intelligence platform environment, while unmanaged

report is used to describe reports that are stored outside such an environment.

Available when Crystal re-

ports are published to SAP

BusinessObjects Business

Intelligence platform?

Available when Crystal re-

ports are stored outside of

SAP BusinessObjects Busi-

ness Intelligence platform?

Feature

YesYes

Create dynamic prompts and

cascading lists of values.

YesYes

Reuse list of value definitions

within a single report at design

time.

YesNo

Reuse list of value definitions

within multiple reports at design

time.

YesNoSchedule lists of values.

All lists of values that are used

by managed reports are based

on Business Views; however

Business Views can themselves

be based on command objects.

In this way, lists of values can

be indirectly based on command

objects.

Yes

Populate lists of values from

command objects.

NoYes

Populate lists of values from re-

port fields.

YesNo

Populate list of values from

Business Views.

YesNo

Cache lists of values at report

run time, and share that list

among multiple executing re-

ports.

2013-05-06457

Parameter Fields and Prompts

Available when Crystal re-

ports are published to SAP

BusinessObjects Business

Intelligence platform?

Available when Crystal re-

ports are stored outside of

SAP BusinessObjects Busi-

ness Intelligence platform?

Feature

YesNo

Schedule lists of values to up-

date themselves on a regular

basis.

YesNo

Schedule portions of lists of

values to update themselves on

a regular basis, while the remain-

ing portions retrieve their values

from the database on demand.

Some components in the Crystal Reports and SAP BusinessObjects Business Intelligence platform

products support the execution of reports with dynamic prompts and cascading lists of values:

• All viewers except for the Java Applet viewer.

Note:

Reports that use dynamic prompts and cascading lists of values run in the Java Applet viewer; they

will not, however, have pick lists where dynamic lists of values should appear.

The supported viewers are as follows:

• ActiveX

• .NET Winform

• .NET Webform

• Java, COM, and JSF DHTML page viewers

• Java and COM Advanced DHTML Viewer

• The BI launch pad and Central Management Console scheduling interfaces in SAP BusinessObjects

Business Intelligence platform.

• The Report Designer Component (RDC).

• Crystal Reports XI R2 and later.

These components support the design of reports with dynamic prompts and cascading lists of values.

• Crystal Reports XI R2 and later.

• The integrated Visual Studio .NET designer.

• Business View Manager.

2013-05-06458

Parameter Fields and Prompts

Note:

While the dynamic capability is not available with SAP BusinessObjects BI Interactive Analysis or with

full-client products, Crystal reports that are based on universes can use the dynamic prompting

capabilities described throughout this section.

21.3 Understanding lists of values

List-of-values objects describe how to return a set of values from a data source:

• They provide the values for prompts in the prompting dialog box.

• They can be either static (the values are stored in the report), or dynamic (the values are stored

outside the report in a database).

• They are used for both single-level dynamic prompts, and multi-level cascading prompts.

For example, a list of countries could be a dynamic prompt, while a hierarchical list of countries,

regions, and cities could be a dynamic prompt with a cascading list of values.

Crystal Reports supports three data sources for list-of-values objects:

• Report fields (only for unmanaged reports).

• Command objects (only for unmanaged reports).

• Business Views (only for managed reports).

A list of values can have one or more levels. If there are multiple levels in the list of values, then each

level constrains the next.

You can think of a list of values as the definition of the data needed to populate all levels of a cascading

list. In Crystal Reports, a cascading relationship is defined by a single list-of-values object, not by

multiple queries that are linked together by a common key. Although the list of values is defined as a

single entity, data is not necessarily fetched from the data source in a single query.

Note:

• List-of-values objects are not affected by report record selection or group selection formulas. These

formulas affect the report data, not data used for prompt-time lists of values.

• If a data connection is broken or reset, Crystal Reports does not attempt to create or update the

dynamic list-of-values object and instead reverts to a static list.

21.3.1 List-of-values types

There are two different types of list-of-values objects:

2013-05-06459

Parameter Fields and Prompts

• Unmanaged lists of values are stored within each report file.

If you do not have SAP BusinessObjects Business Intelligence platform, or if you never publish your

reports to SAP BusinessObjects Business Intelligence platform, you use an unmanaged list-of-values

object. Unmanaged list-of-values objects can use report fields or command objects as a data source.

• Managed lists of values are stored within SAP BusinessObjects Business Intelligence platform.

Every report that you store in SAP BusinessObjects Business Intelligence platform uses managed

list-of-values objects. All managed list-of-values objects are based on a Business View, even if the

report itself does not use a Business View. Managed list-of-values objects have a number of features

that are not available to unmanaged list-of-values objects.

Managed list of val-

ues

Unmanaged list of values

Feature

Business ViewsCommand objectsReport fields

Yes

The database is

queried for each level

as the user selects

values in the prompt-

ing dialog box (provid-

ed the Business View

is not based on a

command object).

The database is

queried for all values

in all levels of the list

at one time.

Yes

The database is

queried for each level

as the user selects

values in the prompt-

ing dialog box.

Database query per

list-of-value level.

Yes

Business Views sup-

port filters.

Yes

Any filter that can be

represented in SQL

can be used.

All of the values in the

report fields that are

also in the list of val-

ues definition are

used.

At design time, specify

a filter for the list of

values.

Yes

If the Business View

contains parameters,

the value(s) are

prompted for a report-

view time.

Yes

If the command object

contains parameters,

the value(s) are

prompted for at report-

view time.

At report-view time,

prompt for additional

information needed by

the list of values.

2013-05-06460

Parameter Fields and Prompts

Managed list of val-

ues

Unmanaged list of values

Feature

Business ViewsCommand objectsReport fields

Yes

Because managed

lists of values are

based on Business

Views, they inherit the

view-time security ca-

pabilities of Business

Views.

NoNo

Display different val-

ues to different users.

Yes

The scheduling capa-

bility comes from the

Business View Manag-

er, not the Central

Management Console

(CMC) where reports

are scheduled.

NoNo

Schedule the list of

values to update on a

recurring schedule.

YesNoNo

Partially schedule the

list of values to update

only certain portions of

the list on a recurring

schedule.

21.3.2 Determining which list-of-values type to use

Different reporting problems require different prompting solutions, depending on the amount of data in

the lists of values. This table provides a rough guide to which list-of-values design you should use.

2013-05-06461

Parameter Fields and Prompts

Managed list of val-

ues

Unmanaged list of values

Description

Business ViewsCommand objectsReport fields

Well suited.

You can define filtering

within the source Busi-

ness View.

Well suited.

You can define filtering

within a command ob-

ject. (That command

objects return the data

for all levels in the list

is not a problem for

single-level lists.)

Not well suited.

Because report fields

cannot be filtered, any

filtering of the list that

you require must be

done outside of Crystal

Reports in a database

view.

Single-level code ta-

bles. (A table that has

hundreds of semi-static

values in a single lev-

el.)

Well suited.

Business-View-based

lists of values can sup-

port both filtering and

level-by-level data re-

trieval.

Well suited.

Provided that the total

data volume for all lev-

els in the list is not too

large. If there is too

much data, you could

encounter performance

issues because com-

mand-object-based

lists of values retrieve

data for all levels in one

trip to the database.

Well suited.

Provided that the data

filtering is done outside

of Crystal Reports, re-

port fields are well suit-

ed to multi-level cascad-

ing code tables be-

cause they retrieve da-

ta one level at a time.

Multi level-cascading

code tables. (A table

that has hundreds of

semi-static values in

multiple levels.)

Well suited.

Partially scheduled lists

of values excel in this

situation, where the se-

mi-static part of the da-

ta can be scheduled,

and the most dynamic

part can be retrieved

on-demand.

Not well suited.

Because command ob-

jects retrieve their data

in one trip to the

database, there could

be performance issues

when you use them

against very large ta-

bles.

Well suited.

Provided that the filter-

ing is done outside of

Crystal Reports in a

database view, and

provided that there is a

multi-level hierarchy to

the data.

Fact tables. (These ta-

bles tend to be very

large, dynamic tables

with millions of values

in multiple levels.)

21.3.3 Lists of values and prompt groups contrasted

2013-05-06462

Parameter Fields and Prompts

Lists of values are the data part of a prompt; the values from your data that your users will see and

select from.

Prompt groups, on the other hand, are the presentation part of a prompt. Crystal Reports treats prompt

groups as separate objects so that you can share the same list of values with different presentations.

For example, you can have a Shipping City prompt, and a Customer City prompt. Perhaps you allow

for multiple customer cities, but only a single shipping city in your report. You can design this report so

that it uses a single city list of values, but with two different prompt groups (or presentations styles).

For more information about using prompt groups, see Sharing common lists of values within a report.

21.4 Creating a parameter with a static prompt

A static prompt is one that always contains the same values. For example, if your parameter prompts

for a country value, you could create a static prompt because the country list represents a set of values

that does not change often.

Use the following steps to create a parameter with a static prompt that lets users see a list of customers

that they can select a specific country from.

This procedure is made up of two sets of steps. The first is creating the parameter, and the second is

using the Select Expert to incorporate the parameter into the record selection filter.

21.4.1 To create a parameter with a static prompt

Open the sample report called Group.rpt.

Sample reports are located on the SAP Business Objects Support web site.

On the View menu, click Field Explorer.

Tip:

Another way to do this is to click the Field Explorer button on the Standard Toolbar.

The Field Explorer dialog box appears.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter a name for the parameter in the Name field (up to 255 alphanumeric characters).

This example uses Country.

Select the appropriate Type from the list.

2013-05-06463

Parameter Fields and Prompts

This example uses String.

Note:

When creating a parameter whose Type is either Date or DateTime, you can change the date format

to suit your needs. For details, see Changing your default field formats.

From the Value Field list, select Country.

Click Actions and select Append all database values to move all of the countries in the sample

database to the Values area.

This example will enable the user to choose from any of the countries. If you want to limit the selection,

manually enter only the countries that you would like the user to choose from.

In the Value Options area, enter the desired prompting text in the Prompt Text field (up to 255

alphanumeric characters).

This is the text that appears in the "Enter prompt values" dialog box when the report is refreshed.

This example uses the default value.

Click OK.

10.

Return to the Field Explorer dialog box, and drag the Country parameter into your report.

The "Enter prompt values" dialog box appears.

2013-05-06464

Parameter Fields and Prompts

Note:

If you don't want to see the parameter field you dropped in your report, place it in a section you can

suppress, such as a report header or footer.

11.

Select the country to base the report on.

This example uses Brazil.

12.

Click OK.

21.4.2 To incorporate the parameter into the record selection filter

On the Report menu, click Select Expert.

Tip:

Another way to do this is to click the Select Expert button on the Expert Tools toolbar.

The Choose Field dialog box appears.

Select Country from the Customer table, then click OK.

The Select Expert appears.

Choose is equal to from the drop-down list.

Choose the parameter from the adjacent drop-down list.

This example uses {?Country}.

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Click OK.

The report appears with the information for Brazil.

With parameter fields, you can create a single report that can be customized quickly to meet a variety

of needs.

21.4.3 To incorporate the parameter into a saved data selection formula

On the Report menu, point to Select Expert and then click Saved Data.

The Choose Field dialog box appears.

Highlight the field on which you want to base record selection and click OK.

The Select Expert appears.

Use the drop-down lists to enter your selection criteria for the indicated field.

Choose the parameter from the adjacent drop-down list and click OK.

If the parameter is being referenced for the first time, the Enter Values dialog box appears.

Select your initial values and click OK.

Crystal Reports immediately filters the report data according to your selection criteria.

21.5 Creating a parameter with a dynamic prompt

The values of a dynamic prompt are retrieved from the data source and are not stored within the report.

For example, if you are prompting for customer name, you could create a dynamic prompt because the

names in your customer database probably change frequently.

Dynamic prompts can be authored in Crystal Reports. You do not need SAP BusinessObjects Business

Intelligence platform or Crystal Reports Server to author dynamic prompts. When Crystal Reports is

installed on the same machine as Microsoft Visual Studio, you can use the embedded Crystal Reports

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designer to author dynamic prompts. When Crystal Reports is used with Crystal Reports Server or the

SAP BI platform Server, additional features are available. For more information, see Managed reports.

Use the following steps to create a parameter that uses a dynamic prompt. As part of the procedure,

you will create a list of values.

21.5.1 To create a parameter with a dynamic prompt

Open the sample report called Group.rpt.

Sample reports are located on the SAP Business Objects Support web site.

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter a name for the parameter in the Name field (up to 255 alphanumeric characters).

This example uses Region.

In the List of Values area, click Dynamic.

Ensure that New is selected in the Choose a Data Source area.

Note:

If your report already contains a list of values, or if you want to pick a list of values from your

repository, you can select Existing and choose an existing list of values from the tree structure.

Click Insert, and from the Value list, select Region.

In the Value Options area, enter the desired prompting text in the Prompt Text field (up to 255

alphanumeric characters).

This is the text that appears in the "Enter prompt values" dialog box when the report is refreshed.

This example uses "Select a Region."

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Click OK.

10.

Return to the Field Explorer dialog box, and drag the Region parameter into your report.

Note:

If you don't want to see the parameter field you dropped in your report, place it in a section you can

suppress, such as a report header or footer.

When you look at your dynamic prompt within Crystal Reports, it does not seem to be much different

from a static prompt. In the background, however, Crystal Reports stores the information about the list

of values that you created for this prompt. When the report engine requires a parameter that has a

dynamic prompt, it will access the data source and populate the list of values automatically. This will

be displayed on the end user prompt page. If you choose to publish the report to SAP BusinessObjects

Business Intelligence platform or Crystal Reports Server, the list of values becomes a separate entity

that you can optionally schedule in Business Views Manager.

21.6 Creating a parameter with a cascading list of values

A dynamic prompt can include a cascading list of values, which adds additional levels of selection for

your users. For example, if you are prompting for a city value, but you also need to know which country

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and region that city comes from, you could create a dynamic and cascading prompt. In this case, you

first prompt for a country, and when that value has been selected, the program prompts for a region by

showing only the regions that apply to the selected country. Finally, when a region value has been

selected, the program prompts for a city by showing only the cities that apply to the selected region. In

this way, you can be sure that your user picks the correct city (for instance, Vancouver, Washington,

USA rather than Vancouver, British Columbia, Canada).

As with a dynamic prompt that has only one value, you are able to create or specify a cascading list of

values that you can schedule for updates as often as you like through the Business View Manager. For

more information about scheduling a list of values, see the

Business Views Administrator's Guide

Use the following steps to create a parameter that uses a dynamic prompt and a cascading list of values.

21.6.1 To create a parameter with a cascading list of values

Open the sample report called Group.rpt.

Sample reports are located on the SAP Business Objects Support web site.

On the View menu, click Field Explorer.

The Field Explorer dialog box appears.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter a name for the parameter in the Name field (up to 255 alphanumeric characters).

This example uses Supplier City.

In the List of Values area, click Dynamic.

Enter prompting text for your prompt group in the Prompt Group Text field.

This example uses "Choose the City that your supplier is located in."

Note:

Prompt groups let you use cascading list of values for other cascading prompts. For example, if you

set up such a list of values for an address prompt, you might want to use the list for both shipping

and billing addresses. In this case, you could create two prompt groups for the same list of values;

you might call one prompt group Shipping Address and the other Billing Address.

Ensure that New is selected in the Choose a Data Source area.

Note:

If your report already contains a list of values, or if you want to pick a list of values from your

repository, you can select Existing and choose an existing list of values from the tree structure.

Click Insert.

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The program automatically expands the Value list. You use this area to define the fields that make

up your cascading list of values. This example uses a cascade of Country, Region, and City.

From the Value list, select Country.

10.

Click the blank field under Country and select Region.

11.

Click the blank field under Region and select City.

12.

In the Parameters area, click City to bind the field that contains the City value to the parameter.

In this step, you are choosing the field in your cascading hierarchy that should be bound to the

parameter field that you are creating. Because this particular parameter is intended to provide Crystal

Reports with a city value, you bind the parameter to City.

13.

In the Prompt Text field (in the Value Options area), enter additional prompting text for each of the

fields in your cascading list of values.

This is the text that appears in the "Enter prompt values" dialog box when the report is refreshed.

14.

Click OK.

15.

Return to the Field Explorer dialog box, and drag the Supplier City parameter into your report.

Note:

If you don't want to see the parameter field you dropped in your report, place it in a section you can

suppress, such as a report header or footer.

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21.7 The Parameter Panel

The Parameter Panel lets users interactively format and filter report data by changing parameter values.

It is located within the Preview Panel.

In the Create New Parameter and Edit Parameter dialog boxes, you can specify parameters to display

on the Parameter Panel via the Show on (Viewer) Panel option. You can choose one of several settings:

• Do not show

The parameter is not visible on the panel. Users must refresh the report to change the parameter

values.

• Editable

Users can view and change the parameter values on the panel.

• Read only

Users can view the parameter values on the panel, but cannot change them.

Note:

Do not show is the default setting for a new parameter.

The Parameter Panel displays all parameters that have been set to Editable or Read only. Depending

on the type of parameter, users can add, delete, or modify parameter values either by using the dropdown

menus and applying their changes or by clicking the Advanced Dialog button.

The following are some of the more commonly used types of parameters that must be modified by

clicking the Advanced Dialog button:

• Parameters with ranged values.

• Dynamic parameters that use cascading prompts.

On the panel, data parameters are differentiated from non-data parameters with a database icon. When

a user modifies the value of a data parameter, the report refreshes and accesses the database to make

the corresponding changes. When a user modifies the value of a non-data parameter, the report is

formatted or filtered based on saved data within the report. It does not access the database.

21.8 Working with lists of values

Dynamic prompts use lists of values. You can create a list of values in either Crystal Reports or in the

Business View Manager. Crystal Reports refreshes the data in a list of values when you open a report

that contains a dynamic prompt; however, you can also refresh the data in a list of values by scheduling

it in the Business View Manager. For more information, see

Using Business Views

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You can add lists of values to SAP BusinessObjects Business Intelligence platform or Crystal Reports

Server in several ways:

• You can create a list of values when you design a report, and then you can save the report to an

Enterprise folder. For more information, see Saving a report to an Enterprise folder.

• You can create a list of values in the Business View Manager. For more information, see

Using

Business Views

• You can create a list of values when you design a report, and then you can add it to SAP

BusinessObjects Business Intelligence platform through the Central Management Console (CMC).

For more information, see the

SAP BusinessObjects Business Intelligence Platform Administrator

Guide

• You can migrate lists of values from one environment to another by using the Business Views

Manager Import/Export facility. For more information, see the

SAP BusinessObjects Business

Intelligence Platform Administrator Guide

21.8.1 Sharing common lists of values within a report

You can use a single list-of-values object for many unrelated prompts within a single report. For example,

in a report that shows shipments from suppliers to customers, shipments can go from a supplier in one

city to a customer in another city. You would want your report to prompt for both supplier city and

customer city; both have the same set of values. Because there are many hundreds of cities in the

database, you can break up this long list of values into countries, regions, and cities. In that way, your

users can navigate through hundreds of values by selecting from three shorter lists.

21.8.1.1 To share a common list of values within a report

Create a report that contains fields for Country, Region, and City.

In the Field Explorer, select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter a name for the parameter in the Name field.

This example uses SupplierCity.

In the List of Values area, click Dynamic.

Enter prompting text for your prompt group in the Prompt Group Text field.

This example uses "Choose the City that your supplier is located in."

Click Insert, and from the Value list, select Country.

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Click the blank field under Country and select Region, and then click the blank field under Region

and select City.

In the Parameter Binding area, ensure that only the City value is bound.

Click OK.

10.

Return to the Field Explorer dialog box, select Parameter Fields, and click New.

11.

Enter a name for the second parameter in the Name field.

This example uses CustomerCity.

12.

In the List of Values area, click Dynamic.

13.

Enter prompting text for your new prompt group in the Prompt Group Text field.

This example uses "Choose the City that your customer is located in."

14.

Select Existing, and select the list of values that you created in steps 6 through 9.

15.

Click OK.

You have created two prompts: a Country, Region, City hierarchy for the {?SupplierCity} parameter,

and a second Country, Region, City hierarchy for the {?CustomerCity} parameter. By reusing the

list-of-values object, you saved time and improved performance time in Crystal Reports.

Note:

You can also use an existing list of values if you have another parameter field that should have a country

value. For example, if you add a {?DivisionCountry} parameter to indicate the corporate division that

you want to report on, you could use the same list-of-values object in your report. You would bind this

parameter to the top-level value in your hierarchy—that is, the Country level of the Country, Region,

City hierarchy.

21.8.2 Using separate value and description fields

It is common in relational databases to make use of code fields that represent values. These codes are

often numeric or text strings that cannot be read by your users. For such cases, you can create separate

value and description fields in your list of values definition. You set the value field to the parameter; the

description field appears in the prompting dialog box. How the description field appears in the prompting

dialog box is controlled by the prompt option "Prompt with Description Only." When set to True, only

the descriptions are visible; when set to False, both the values and descriptions are visible.

21.8.2.1 To set separate value and description fields

Open the sample report called Group.rpt.

Sample reports are located on the SAP Business Objects Support web site.

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In the Field Explorer, select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter a name for the parameter in the Name field.

This example uses Customer Name.

In the List of Values area, click Dynamic.

Click Insert and, in the Value field, select Customer ID.

In the Description field, select Customer Name.

In the Value Options area, set the Prompt with Description Only option to True.

Click OK.

When your users see this prompt in the prompting dialog box, they do not see values from the Customer

ID field (the field on which the parameter is based), but rather, they see a list of customer names.

21.8.3 Using command objects as list-of-values data sources

Crystal Reports supports command objects as data sources for unmanaged lists of values. To use this

feature, you first create a command object using the Database Expert to return the values that you want

in your list-of-values object.

For more information see "Defining an SQL Command" in the online help.

The query you create should return at least one database field per level in the new list-of-values object.

For example, if you want to build a Country, Region, City list-of-values object, your query should return

at least three columns from your database: Country, Region, and City. You need to return all three

values in a single select statement. There is no need for an order by clause, because the prompting

engine sorts the values according to your specifications.

Note:

It is not necessary to link your command object to your report fields. In general, command objects that

you use only to populate lists of values do not need to be linked to your report. However, if you want

to use a column from this command object in your report, you need to link the command object to the

report.

All the command objects defined in your report appear in the value fields drop-down list, and in the

description fields drop-down list in the Create New Parameter dialog box. You can then associate your

list of values with the command object.

21.8.4 Null handling

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Null values in the data returned by the list of values are displayed as "null" in the drop-down list for that

prompt. Your users can select these values, and any parameters associated with that prompt receive

the null value. You can test for this functionality in the Crystal Reports formula language with the IsNull

function.

For more information, see "IsNull (fld)" in the online help.

21.8.5 Long lists of values

Because the number of items in a list of values (LOV) can be very large, numbering in the hundreds or

thousands, Crystal Reports handles these long LOVs by retrieving smaller batches of values at a time.

Crystal Reports displays a single batch of LOVs, and provides two options to the user to control the

list: the batch number and a simple text filter for limiting the number of items in the list.

The default number of items per batch retrieved in a long LOV is 200; however, you can change this

default number.

Changing the number of items in a long LOV

There are two methods for changing the number of items in a long LOVs.

When prompting the user, Crystal Reports retrieves the long LOV batch size from this Windows registry

location:

HKEY_CURRENT_USER\Software\Business Objects\Suite 12.0\Crystal Reports\Re

portView

If it does not already exist, create the DWord value called PromptingLOVBatchSize, and set the

value to the number of items in a batch.

Note:

Be careful to select Decimal as the base value before entering the batch size.

You can create or change a parameter in the Tomcat configuration file to set the batch size for long

LOVs. Open the following file:

{CR_install_folder}/Tomcat/webapps/CrystalReports/WEB-INF/web.xml

If it does not already exist, create this parameter:

<context-param>

<param-name>crystal_max_number_list_of_values</param-name>

<param-value>{number}</param-value>

</context-param>

Where {number} in the above example is the number of items in the batch.

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21.9 Best practices for prompting

21.9.1 Unmanaged reports

Unmanaged reports are reports that you store outside of SAP BusinessObjects Business Intelligence

platform. These reports can use lists of values that you define within the report, or lists of values that

you have stored in the SAP BusinessObjects Enterprise Repository. (You create report lists of values

in Crystal Reports when you use the "Create New Parameter" dialog box. You create repository lists

of values in the Business Views Manager.)

Lists of values defined within a report have the following properties:

• They can be based on command objects or report fields.

• They are always stored within the .rpt file.

• They cannot be shared between reports.

If your unmanaged report also uses a repository-based list of values, the report will prompt you to log

on to the repository whenever it is opened. This process is required so that Crystal Reports can locate

the list-of-values object.

To maximize performance and scalability of unmanaged reports, you should reuse list-of-value objects

within a single report wherever possible. For information about how to do this, see Sharing common

lists of values within a report.

21.9.2 Managed reports

Managed reports are reports that you store within SAP BusinessObjects Business Intelligence platform.

Lists of values used in managed reports have the following properties:

• They are always stored in the repository.

• They can be shared between reports.

• They are based on Business Views.

To maximize performance and manageability of your managed reports, the following practices are

recommended:

• Define your list-of-values objects in Business View Manager, not Crystal Reports.

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• Build a separate Business View to provide lists of values for all of your reports. The only fields that

you need in this Business View are those that you use for prompting. See the

Business Views

Administrator's Guide

for information about how to create a Business View.

• Create managed list-of-values objects for each dynamic prompt that you intend to use in your report.

These objects are visible to Crystal Reports users when they design parameters and prompts. If

you need a list of values for a Country > Region > City hierarchy, and a Country pick list, you can

satisfy both needs with a single list-of-values object.

Defining your list-of-values objects in Business View Manager has the following benefits:

• You have control over the metadata that is used to define the prompting list of values.

• You can apply row-level security (if desired) to the Business View that is used for prompting.

• You can separate metadata design from report design. A metadata designer can be responsible for

authoring the list-of-values definitions, and the report designer can be responsible for authoring the

report.

• This method minimizes the number of metadata objects you need to create to support prompting.

21.9.3 Converting unmanaged reports to managed reports

You can convert an unmanaged report to a managed report in the following ways:

• Publish one or more reports with the Publishing Wizard.

• Save the report to SAP BusinessObjects Business Intelligence platform using the Crystal ReportsSave

As command.

• Create a new report object from within the BI launch pad portal.

• Create a new report object from within the Central Management Console portal.

In all of these cases, these actions are carried out on the prompt object in your unmanaged report:

• List of values (LOV) objects that are defined in the report are converted to repository lists of values.

A Business View, Business Element, Data Foundation, and Data Connection object is created.

• If the same LOV object already exists in the repository, no duplicate object is created. Instead, your

report references the existing LOV object.

• LOV objects that are repository-based are unchanged.

• Prompt groups that are defined in the report are converted to repository prompt groups.

• Prompt groups that are repository-based are unchanged.

• All of the new repository-based Business View objects, LOV objects, and prompt-group objects are

created in the repository folder called Dynamic Cascading Prompts.

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21.9.4 Deploying managed reports with dynamic prompts

Repository-based lists of values and prompt groups are repository objects like any other. When managed

reports are migrated from one repository to another using the Import Wizard, the list-of-values and

prompt-group objects are imported as well. This functionality makes it easy to migrate reports from

system to system. SAP BusinessObjects Business Intelligence platform tracks the objects that a report

depends on, and imports these objects to the destination system if needed.

Business Views Manager has been enhanced to support the import and export of lists of values and

prompt groups. For more information, see the

Business Views Administrator's Guide

21.10 Deleting parameter fields

There are several methods for deleting parameters within a report. The type of parameter you are

deleting determines the method you can use.

21.10.1 To delete a parameter that is not used in a formula

On the View menu, click Field Explorer.

The Field Explorer appears.

Expand the Parameter Fields folder and click the parameter you want to delete.

Click Delete.

If the parameter is used in your report, a Crystal Reports dialog box appears confirming whether

you want to delete the parameter.

Click Yes.

This parameter is removed from the Parameter Fields folder and from your report.

21.10.2 To delete a parameter used with the Select Expert

On the Report menu, click Select Expert.

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Tip:

Another way to do this is to click the Select Expert button on the Expert Tools toolbar.

The Select Expert dialog box appears.

Choose the tab whose selection criteria uses the parameter you want to delete.

Click Delete.

Click OK to close the Select Expert.

On the View menu, click Field Explorer.

Expand the Parameter Fields folder and click the parameter you want to delete.

Click Delete.

21.10.3 To delete a parameter that is used in a formula

On the View menu, click Field Explorer.

The Field Explorer appears.

In the Formula Fields folder, select the formula that contains the parameter you want to delete.

Click Edit and delete the parameter field from the formula.

Note:

If the parameter is used in more than one formula, it must be deleted from each formula.

Close the Formula Workshop.

Expand the Parameter Fields folder and click the parameter you want to delete.

Click Delete.

21.11 Responding to parameter field prompts

21.11.1 Previewing a report for the first time

When you preview a report for the first time, the Enter Prompt Values dialog box appears, prompting

you for a value.

• If you specified a default value when you created the parameter field, the program will use that value

unless you specify a new one.

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• If you did not specify a default value, the program will not refresh the data until you supply a new

value.

Note:

If the parameter is a string value type, without a default value, and the "Allow discrete values" field is

True, an empty string appears.

21.11.2 Refreshing report data

When you refresh data from the Preview tab, the Refresh Report Data dialog box appears.

Select the "Use current parameter values" option to use the current parameter value.

Select the "Prompt for new parameter values" option to enter a new parameter value. When you select

this option and click OK, the Enter Prompt Values dialog box appears.

• Enter String values exactly as they will appear in the field. If the parameter field allows multiple

values, you can enter additional parameter values using the Add button.

• Enter Boolean values using the following format: TRUE or FALSE.

• Enter Number values exactly as they will appear in the field.

• Enter Currency values exactly as they will appear in the field.

• Enter Date values to match the format used on-screen. If the format is unspecified, enter as Date

(Year, Month, Day). For example, Date (1997, 5, 21). To access the calendar, click the drop-down

arrow beside the date.

• Enter Time values to match the format used on-screen. If the format is unspecified, enter as Time

(Hour, Minutes, Seconds AM/PM). For example, Time (4:32:12 PM). You can also select the unit of

time and then use the up and down arrows to scroll through the numbers.

• Enter DateTime values using the following format: Date (Year, Month, Day), Time (Hour, Minutes,

Seconds AM/PM). For example, Date (1997, 5, 21), Time (4:32:12 PM). You can also enter DateTime

values by using the associated drop-down arrow to access the calendar, and the up and down arrows

to scroll through the time.

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Note:

The drop-down arrow to access the calendar for dates and the up and down arrows to scroll for

times will only be available if you have the correct version (4.70 or later) of comctl32.dll.

To use the current value displayed, click OK, or, to use a different value from the one displayed, type

a new value in the text box, and click OK.

• If the parameter field is range limited, then you can only enter values within a certain range. The

range limit is specified in the Set Default Value dialog box when creating or editing a parameter.

• If the parameter is a string value type, you can limit the values the user is able to enter by using the

length limit option or by using an edit mask to restrict the format.

The program now runs the report using the new value(s) you specified.

21.12 Advanced parameter features

There are a variety of ways that parameters can be used within a report. This section covers some of

the advanced methods of using parameters.

21.12.1 Creating a parameter with multiple prompting values

On the View menu, click Field Explorer.

Select Parameter Fields and click New.

Enter a Name for your parameter.

Select a value type from the Type list.

From the Value Field list, select the table and field that you want to use to obtain your prompting

values.

Add the values from the field you selected by clicking Actions and choosing Append all database

values.

You can also import values, or you can create your own in the Value area under the Options button.

In the Value Options area, select the Allow multiple values option and set its value to True to

enable your uses to enter more than one prompting value for this parameter.

Both discrete and range type values are allowed individually or in combination.

Note:

For details on single or range values, see Specifying single or ranges of values.

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Click OK.

21.12.2 Applying conditional formatting using parameter fields

Parameter fields can be used to create conditional formatting formulas. You can customize these

formulas whenever you refresh the report data. A conditional formatting formula could be used for

color-flagging data that meets certain conditions. For example:

• Sales representatives who sell more than 10% over quota.

• Customers who have not ordered in the last quarter.

• Inventory items that have not had any movement in the last month.

If the conditions under which you flag these items never change, you do not need to use parameter

fields. You can just use formulas (for text flags) or conditional formatting (for border flags). However,

to change the conditions from report to report, you need to use parameter fields in formulas and

conditional formatting formulas.

21.12.2.1 To apply conditional formatting using parameter fields

Create the parameter field of the data type you need for the formula.

Create the formula and use the parameter field in place of the fixed value you would normally use.

For example, to be prompted for all the customers whose last year's sales were over a certain

value, and to print their names in red, select the Last Year's Sales field and click Format from the

Expert Tools toolbar.

The Format Editor appears.

Click the Conditional formula button next to the Color property on the Font tab, and format the

field using a conditional formatting formula like this:

If {customer.LAST YEAR'S SALES} > {?SalesTarget} Then

Red

Else

Black

Now, when you refresh the data, the program will prompt you for the value that triggers the color flag

(known as the threshold value). It then runs the report and flags all the customers that had sales last

year above the threshold figure. You can change the figure each time you run the report and the program

will flag a different set of Customer Names.

For more information see "Conditional formatting functions" in the online help.

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21.12.3 Creating a report title using parameter fields

Crystal Reports allows you to use parameter fields to create a report title that can be changed each

time the report is refreshed.

21.12.3.1 To create a report title using parameter fields

On the View menu, click Field Explorer.

The Field Explorer appears.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Type a name for the parameter field in the Name field.

Select String from the Type list.

To specify a default title, click Click here to add item in the Value area and type the desired text.

Continue adding titles as required.

Click OK.

Return to the Field Explorer, and then place the parameter field in the Page Header section of the

report to have the title appear on every page, or in the Report Header section if you want the title

to appear on only the first page of the report.

Now, when you refresh the data, the program will prompt you for a report title. If you wish, you can

change the title each time you run the report.

21.12.4 Specifying single or ranges of values

You can create parameters that require users to enter a single (discrete) value, or a range of values.

If you then include these parameters in your report's record selection, you can help users find specific

information. For example, in the case of a record selection parameter than uses a discrete value, a

user might enter a single country name to see sales figures for only that country. In the case of a record

selection parameter that uses a range of values, a user might enter a range of countries (for example,

Canada and France) to see sales figures for all the countries in the range (in this case, Chili, China,

Denmark, England, and so on).

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21.12.4.1 To specify single or range values

Select the Allow discrete values option or the Allow range values option to specify whether the

parameter field will accept a range of values.

• If you select "Allow discrete values," the parameter field will accept single values (rather than

ranges of values).

• If you select "Allow range values," then when you are prompted for parameter values, you can

enter a start value and an end value. For example, if you enter the values "5" and "10", the range

is 5-10, and a report that uses this parameter for record selection will display all records with

values between 5 and 10. This also works for string parameter fields. With a start value of "A"

and an end value of "E", a report that uses this parameter for record selection will display all

records within an alphabetical range of A-E.

Note:

If the "Allow multiple values" and the "Allow discrete values" options are selected, the parameter

field will accept multiple single values. In this case, you can enter more than one value, but these

values will be evaluated individually and will not be interpreted as a range. If the "Allow multiple

values" and "Allow range values" options are selected, the parameter field will accept multiple ranges.

If applicable, select the Min Length and/or Max Length options to designate the length of the field.

• For a Currency or Number parameter field, options for entering the "Min Value" and "Max Value"

appear.

• For a Date, DateTime, or Time parameter field, options for entering the "Start" and "End" values

appear.

21.12.5 Incorporating a parameter into a formula

On the View menu, click Field Explorer.

The Field Explorer appears.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Create a parameter field and save it.

Select Formula Fields and click New.

The Formula Name dialog box appears.

Enter the name of the formula, and then click OK.

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Create a formula using the parameter field as you would any constant value. For example, rather

than creating a formula that hard-codes the country name:

{customer.COUNTRY} = "USA"

Use a parameter field instead of "USA".

{customer.COUNTRY} = {?Country}

To do this double-click the database field, press =, then double-click the parameter.

Tip:

Identify parameter fields easily by looking for (?).

Click Save and Close on the Formula Workshop.

The Field Explorer dialog box appears. The name of the formula you have just created is highlighted

in the Formula list box.

Drag and drop the formula into the report.

Click Refresh to generate the report.

A dialog box appears, prompting you for values.

21.12.6 Defining sort order using parameter fields

To set the sort order using parameter fields, you need to first create a formula that includes a parameter

field and then sort based on that formula. For example, assume that you have a customer list report

based on the Customer table. For each customer, you show the Customer Name, City, Region, Country,

and Phone Number. You want to be able to sort the report by Country, by Region, or by City, depending

on your needs at the time.

Create a parameter field and call it SortField.

Select String from the Type list.

You may want to limit the number of characters the user can type to one.

To do this, type the numeral 1 into the Min Length and Max Length text boxes and click OK.

Now the parameter field will only accept single-character values. The field will accept "C" as a value,

but not "City."

In the Prompting Text field, enter a prompt similar to this:

Type R to sort by Region or C to sort by City; otherwise, data will be sorted by Country.

Create a formula similar to this and call it Sort:

If {?SortField} = "C" Then {customer.CITY}

Else

If {?SortField} = "R" Then {customer.REGION}

Else

{customer.COUNTRY}

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Parameter Fields and Prompts

This formula prompts for a value for the parameter field {?SortField}. If you enter "C", the formula

will sort by the City field. If you enter "R" it will sort by the Region field. If you enter anything else,

or do not enter anything at all, the formula will sort by the Country field.

For more information see "If statements" in the online help.

Place the formula in the Report Header section of the report and select Suppress (No

Drill-Down) in the Section Expert so that it does not print.

Click Sort Records.

Choose your formula and click Add.

Click OK.

Now when you run the report, the program will prompt you for a sort field, the formula will return a value

based on your selection, and the sort facility will use that value as your sort field.

21.12.7 Defining entry type and format using the Edit Mask

On the View menu, click Field Explorer.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter the Name and value Type.

For a string parameter field, you can choose to enter an edit mask in the Edit mask field, rather

than specifying a range.

An edit mask can be any of a set of masking characters used to restrict the values you can enter

as parameter values (the edit mask also limits the values you can enter as default prompting values).

You can enter any of the following masking characters, or any combination of them:

• "A" (allows an alphanumeric character and requires the entry of a character in the parameter

value).

• "a" (allows an alphanumeric character and does not require the entry of a character in the

parameter value).

• "0" (allows a digit [0 to 9] and requires the entry of a character in the parameter value).

• "9" (allows a digit or a space, and does not require the entry of a character in the parameter

value).

• "#" (allows a digit, space, or plus/minus sign, and does not require the entry of a character in the

parameter value).

• "L" (allows a letter [A to Z], and requires the entry of a character in the parameter value).

• "?" (allows a letter, and does not require the entry of a character in the parameter value).

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• "&" (allows any character or space, and requires the entry of a character in the parameter value).

• "C" (allows any character or space, and does not require the entry of a character in the parameter

value).

• ". , : ; - /" (separator characters). Inserting separator characters into an edit mask is something

like hard coding the formatting for the parameter field. When the field is placed on the report, the

separator character will appear in the field object frame, like this: LLLL/0000. This example depicts

an edit mask that requires four letters followed by four numbers.

• "<" (causes subsequent characters to be converted to lowercase).

• ">" (causes subsequent characters to be converted to uppercase).

• "\" (causes the subsequent character to be displayed as a literal). For example, the edit mask

"\A" would display a parameter value of "A." If the edit mask is "00\A00," then a valid parameter

value would consist of two digits, the letter "A," and then two additional digits.

• "Password". Allows you to set the edit mask to "Password," you can create conditional formulas

specifying that certain sections of the report become visible only when certain user passwords

are entered.

Note:

Some of the edit mask characters require that you enter a character in their place (when entering a

parameter value), while others allow you to leave a space, if needed. For example, if the edit mask

is 000099, you can enter a parameter value with four digits, five digits, or six digits, since the '9' edit

mask character does not require the entry of a character. However, since '0' does require such an

entry, you could not enter a parameter value with less than four digits.

Click OK.

Return to the Field Explorer, and drag the parameter into the report.

21.12.8 Creating a saved-data record filter using parameter fields

You can design your report so that users can filter fields and records without refreshing information

from the database. Saved-data record filters combine the use of saved data selection formulas and the

Parameter Panel.

This feature is particularly useful for several reasons:

• It allows users to filter and re-filter report data without leaving the canvas of the report.

• It eliminates processing demand on the database.

• It reduces the time users spend waiting for data to be filtered.

• It allows users to filter records in the report even if they do not have a connection or rights to access

the database at the time of viewing.

When planning to include a saved-data record filter in your report, it is important to consider the following

points:

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Parameter Fields and Prompts

• To prevent report refreshing to the database, only non-data parameters should be added to the

Parameter Panel.

• Exported reports retain all recently applied parameter changes.

• Sub-report parameters cannot be shown on the Parameter Panel.

21.12.8.1 To create a saved-data record filter using parameter fields

• Combine the tasks below to create an interactive saved-data record filter.

a. Create a parameter appearing on the Parameter Panel

b. Incorporate a parameter into a saved data selection formula

Related Topics

• To create a parameter appearing on the Parameter Panel

• To incorporate the parameter into a saved data selection formula

21.12.9 To create a parameter appearing on the Parameter Panel

On the View menu, click Field Explorer.

Tip:

Another way to do this is to click the Field Explorer button on the Standard Toolbar.

The Field Explorer dialog box appears.

Select Parameter Fields and click New.

The Create New Parameter dialog box appears.

Enter a name for the parameter in the Name field (up to 255 alphanumeric characters).

Select the appropriate Type from the list.

Note:

When creating a parameter whose Type is either Date or DateTime, you can change the date format

to suit your needs.

From the Value Field list, select a value.

Click Actions, and select Append all database values to move all of the applicable values to the

Values area.

This example will enable the user to choose from any of the values. If you want to limit the selection,

manually enter only the values that you would like the user to choose from.

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Parameter Fields and Prompts

Select Editable from the Show on (Viewer) Panel list.

This example will enable the user to edit the parameter value on the Parameter Panel. If you want

to show the parameter on the panel, but do not want to allow the user to edit it, select Read only

for this option.

Click OK.

Return to the Field Explorer dialog box, and drag the parameter onto your report.

The Enter prompt values dialog box appears.

Note:

If you don't want to see the parameter field you dropped in your report, place it in a section you can

suppress, such as a report header or footer.

Tip:

You don't need to drag the parameter onto the report if you plan on referencing it in a conditional

formatting formula or a selection formula. If you have set the parameter options to Editable or Read

only on the Parameter Panel, using the parameter in a formula will automatically activate it on the

panel.

The parameter now appears on the Parameter Panel.

21.12.10 To incorporate the parameter into a saved data selection formula

On the Report menu, point to Select Expert and then click Saved Data.

The Choose Field dialog box appears.

Highlight the field on which you want to base record selection and click OK.

The Select Expert appears.

Use the drop-down lists to enter your selection criteria for the indicated field.

Choose the parameter from the adjacent drop-down list and click OK.

If the parameter is being referenced for the first time, the Enter Values dialog box appears.

Select your initial values and click OK.

Crystal Reports immediately filters the report data according to your selection criteria.

21.12.11 Adding dynamic grouping using parameter fields

You can design your report so that users can change the grouping presentation of the report without

refreshing information from the database. For instance, users can move from a customer-focused view

of the report to either a region-focused or an order-focused view. Dynamic grouping combines the use

of group selection formulas and the Parameter Panel.

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21.12.11.1 To add dynamic grouping using parameter fields

Create a report using the sample data, Xtreme.mdb, and place the following fields from left to right

in the Details section:

{Customer.Customer Name}

{Customer.Country}

{Orders.Order ID}

{Orders.Order Date}

{Orders.Order Amount}

Create a new parameter field and call it GroupBy.

Select String from the Type list.

Add the following values to your parameter:

• Customer

• Country

• Order

Select Editable from the Show on (Viewer) Panel list, and click OK.

Create a new formula field and call it GroupField.

Type the following formula into the Formula text box.

If {?GroupBy} = 'Customer' then

{Customer.Customer Name}

Else if {?GroupBy} = 'Country' then

{Customer.Country}

Else if {?GroupBy} = 'Order' then

ToText({Orders.Order ID})

Note:

Crystal Reports formulas do not allow conditions to return different data types. Both the Customer

Name and Country fields return strings, so the ToText function must be used to convert the Order

ID from a number to a string as well.

Save your formula and close the Formula Workshop.

In the Group Expert, select the GroupField formula as your group field, and click OK.

10.

Customize summary fields and section formatting as you like.

Users can now change the grouping presentation of the report by modifying the GroupBy parameter

value on the Parameter Panel.

Note:

Changing parameter values will not cause a database refresh as long as the parameter is a non-data

parameter.

Related Topics

• Data and non-data parameters

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Subreports

22.1 What are subreports?

A subreport is a report within a report. The process for creating a subreport is similar to the process of

creating a regular report. A subreport can have most of the characteristics of a report, including its own

record selection criteria. The only differences between a subreport and a primary report are that a

subreport:

• Is inserted as an object into a primary report; it cannot stand on its own (although a subreport can

be saved as a primary report).

• Can be placed in any report section and the entire subreport will print in that section.

• Cannot contain another subreport.

• Does not have Page Header or Page Footer sections.

There are four instances in which a subreport would typically be used:

• To combine unrelated reports into a single report. See Combining unrelated reports by using

subreports.

• To coordinate data that cannot otherwise be linked. See Using subreports with unlinkable data.

• To present different views of the same data within a single report. See Showing different views of

the same data in a report.

• To perform one-to-many lookups from a field that is not indexed on the lookup field.

Note:

You can increase the performance of reports containing subreports by using on-demand subreports

instead of regular, in-place subreports.

22.1.1 Unlinked vs. linked subreports

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22.1.1.1 Unlinked

Unlinked subreports are free-standing; their data is not in any way coordinated with the data of the

primary report.

In unlinked subreports, there is no attempt to match up the records in one report with records in the

other. An unlinked subreport does not have to use the same data as the primary report; it can use the

same data source or a different data source entirely. In addition, the subreport is not limited to reporting

on a single table. An unlinked subreport can be based on a single table or on multiple tables. Regardless

of the underlying data sources, the reports are treated as unrelated.

22.1.1.2 Linked

Linked subreports are just the opposite; their data is coordinated. The program matches up the records

in the subreport with records in the primary report. If you create a primary report with customer information

and a subreport with order information and link them, the program creates a subreport for each customer

and includes in that subreport all the orders for that customer.

22.1.1.3 Database links vs. subreports in one-to-many situations

When two tables in a report have a one-to-many relationship, the program retrieves the data in different

ways depending on:

• Data source.

• Index situation.

• Record selection criteria.

• Whether you are creating a single report based on linked tables or a primary report that contains a

subreport.

When you are considering whether to use a subreport or linked tables, you need to understand the

ramifications of each. These issues are discussed fully in Performance considerations in one-to-many

links.

As a general rule, if you have indexed tables, linked indexed fields, or range limiting record selection

criteria based on the indexed fields, the program needs to read the same number of records whether

you are linking tables in a single report or using subreports. Since each subreport is run as a separate

report, linked tables may have a performance advantage. See Indexed tables.

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22.1.2 How subreport linking works

When you link a subreport to a primary report, the program creates the link by using a parameter field.

When a subreport link field is selected, the program creates:

• A parameter field in the subreport which is then used to retrieve values passed to it by the primary

report.

• A record selection formula for the subreport using the parameter field.

• The selection formula limits the subreport to those records in which the link field is equal to the

parameter field value.

When the report is run, the program finds the first primary field record it needs and passes the value

in the link field to the parameter field in the subreport. The program then creates the subreport with

record selection based on the parameter field value. Here is an example:

• You create a report that shows customer data and a subreport that shows order data and then you

link the two reports using the Customer ID field.

• When you run the report, the program finds the first customer record it needs and passes the

Customer ID value from that record to the subreport parameter field.

• The program runs the Orders subreport. Since the subreport selection formula selects only those

records in which the Customer ID value is equal to the parameter field value, and since that parameter

field value is equal to the Customer ID in the first record in the primary report, the subreport contains

only those records that have the same customer ID. Namely, those records that are orders for the

first customer.

• When the subreport is finished, the program locates the second record it needs in the primary report,

prints the customer data, and then passes this customer's ID number to the parameter field.

• The program then runs a subreport including only those order records for the second customer.

• The process continues until the report is finished.

• All of this parameter field manipulation takes place behind the scenes. You simply pick the fields

that will link the primary report with the subreport and the program does the rest. The values are

passed without the parameter field prompting you for a value.

Note:

If you have a linked subreport and you click the Print Preview button on the Standard toolbar (from

the Subreport Design tab), the program runs the subreport on its own, without waiting to receive a

parameter field value from the primary report and without evaluating the tab text formula. In this case,

the program displays the Enter Parameter Values dialog box and prompts you for a value.

The value entered in the box is the value the program uses to run the subreport.

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22.2 Inserting subreports

On the Insert menu, click Subreport.

Tip:

Another way to do this is to click the Insert Subreport button on the Insert Tools Toolbar.

The Insert Subreport dialog box appears.

To choose an existing subreport, click Choose an existing report and type the name. If you do not

know the name, click the Browse button and locate it in the dialog box that appears.

To create a new subreport, click "Create a subreport with the Report Wizard" and type a name; then

click the Report Wizard button. See Creating a new report for information about using a wizard to

create a report.

Choose On-demand subreport (similar to a hyperlink) to have the ability to retrieve the data on

the subreport when needed. Otherwise, all the subreport data will appear with the report.

Click OK.

The program displays an object frame.

Move the frame where you want it to appear in the report and click once to place it.

The program creates a Subreport Design tab, which is labeled with the subreport name. To edit the

report, click the design tab and make your modifications.

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Click the Preview tab to see your report.

If you chose On-demand subreport (similar to a hyperlink), click the subreport preview tab to see

your subreport.

This tab is labeled with the name of your subreport.

Note:

Using on-demand subreports will increase the performance of reports that contain subreports.

For information about creating a custom caption for the Subreport Preview Tab, see Adding captions

to on-demand subreports.

22.2.1 Previewing subreports

There may be times when you want to preview a subreport on its own instead of previewing it as a part

of the main report. For example, you may want to preview the subreport in order to view and analyze

the data for a particular set of parameter values.

22.2.1.1 To preview a subreport

Click the subreport's Design tab.

This tab is labeled with the name of your subreport.

Click Print Preview on the Standard toolbar.

The program displays a preview of the selected subreport.

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22.2.2 Saving a subreport as a primary report

You may find it advantageous to save a subreport as a primary report for the sake of distributing the

information to a variety of audiences. For example, the primary report containing the subreport may be

relevant for a stockholders meeting at the end of the fiscal year; however, the data contained in the

subreport may be relevant for everyday use by your managers. In such cases, it is easy to save a

subreport as a primary report.

22.2.2.1 To save a subreport as a primary report

In the Design tab, right-click the subreport and click Save Subreport As from the shortcut menu.

The Save As dialog box appears.

Search for the appropriate directory in the Save As dialog box.

Type a new name for the subreport.

Click Save.

The program saves the subreport as a primary report so that you can open it separately when

necessary.

22.2.3 Updating subreports

In order to maintain the most up-to-date subreports, you can manually update the subreport data.

However, you may want to re-import a subreport automatically when opening the main report.

Note:

Re-importing is available only for subreports that were created from a report file.

Re-importing not only updates the data, but updates the formatting, grouping, and structure of the

subreport if any changes have been made. If you change the report the subreport was originally based

on, you can have these changes reflected in the report containing the subreport.

You can either globally specify that all subreports should be re-imported, or set the automatic re-import

for an individual subreport.

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22.2.3.1 To manually update the subreport data

You can update your subreport data at any time.

On the Design tab, right-click the subreport.

Click Re-import subreport from the shortcut menu.

Click Yes to update the subreport data.

22.2.3.2 To globally update subreports when opening a main report

On the File menu, click Options.

In the Options dialog box, click the Reporting tab.

Click Re-import Subreport on Open.

Click OK.

Any subreport will be updated when its main report is opened and refreshed.

22.2.3.3 To update a specific subreport when opening a main report

From the Format menu, click Format Subreport.

In the Format Editor dialog box, click the Subreport tab.

Click Re-import When Opening.

The current subreport will be updated when the main report is opened and refreshed.

22.3 Linking a subreport to the data in the primary report

Frequently, the data in a subreport supplements the data in the primary report. You might, for example,

have customer data in a primary report and then use subreports to show the orders for each customer.

In such cases, you will need to coordinate the data in the primary report with the data in the subreport

so that the orders in each subreport match up with the correct customer.

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To do this, you need to specify a field that is common to both the subreport and the primary report. With

the Subreport Links dialog box, you create a link between the two common fields. Crystal Reports uses

the link to match up records from the primary report to those in the subreport. The link makes certain

that the "orders" data in the subreport sits on the same row as the corresponding "customer" data in

the primary report.

22.3.1 To link a subreport to the data in the primary report

If you are creating a new subreport or importing an existing report as a subreport, from the Insert

menu, click Subreport. Choose or create a report and click the Link tab.

- or -

If you have already placed a subreport in the primary report, but did not create a link at setup,

navigate to the Subreport Links dialog box by choosing Subreport Links from the Edit menu.

The Subreport Links dialog box appears.

Choose the subreport you want to link from the For subreport list (if it is not already selected).

Select the field you want used as a link field in the primary (containing) report from the Available

Fields list.

Click the > arrow.

The field is added to the "Field(s) to link to" list box, and is now selected as a link field.

Repeat steps 3 and 4 for each additional link, as desired.

Use the Field link section (which will only appear if you have selected a link field) to set up the link

for each link field:

• Select the field you want linked to the primary report from the "Subreport parameter field to use."

• Select the "Select data in subreport based on field" check box on and select a field from the

adjacent drop-down list to organize the subreport data based on a specific field (this is the quick

equivalent of using the Select Expert). If nothing is specified here, the subreport will adopt the

organization of the primary report.

Click OK.

When you run the report, the program will coordinate the data in the primary report with the data in the

subreport.

Note:

The field type of the Containing Report field determines which subreport fields are visible. Because the

Report Designer reads dates as either strings, dates, or date/time fields, you must make sure your

subreport parameter field type matches the field type set up in Report Options in the main report for

the field you want linked.

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22.4 Linking a subreport to the main report without modifying the selection formula

Crystal Reports uses a parameter field mechanism for linking subreports to main reports.

When linking a main report field that is not a parameter field to a subreport field, the program:

• Automatically creates a parameter field to complete the link.

• Modifies the subreport record selection formula to select those records in which the subreport field

is equal to the parameter field value.

The need for a parameter field is implied; it is called an "Implicit Link" situation.

At times, you may wish to use a linked parameter field in a subreport without using it as part of the

selection formula for the subreport. For instance, you may want the main report to pass in a summary

value that can be used in calculations by the subreport, or you may want the main report to pass in the

title of the subreport.

When you link a field in the main report to a parameter field that you have created in the subreport, the

program:

• Checks the link you have specified.

• Does not create any additional parameter fields.

• Does not modify the subreport record selection formula.

Specifying a link is called an "Explicit Link" situation.

22.4.1 To link a subreport to a main report without modifying the selection formula

Create a parameter field in the subreport.

Link a field in the main report to that parameter field.

22.5 Combining unrelated reports by using subreports

At times, you may wish to combine unrelated reports into a single report. For example, you may want

to create a single report that presents:

• Sales grouped by sales representative.

• Sales grouped by item.

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Subreports

While both reports deal with sales data, there is no real linear relationship between the reports.

Subreports can be used to combine unrelated reports into a single report like this. While the reports

could be based on the same data set, they do not have to be. They could each be based on entirely

different data sets.

Each of these reports is free-standing; the data in any of the reports is not linked in any way to data in

another report. This is the easiest of the subreport options to work with.

22.5.1 To combine two unrelated reports

Create the report you want printed first as the primary report.

Import an existing report for use as a subreport or create a new subreport.

Place the subreport into the Report Footer and it will print immediately after the primary report.

22.5.2 To combine three or more unrelated reports

Create the report you want printed first as the primary report.

Import or create each of the other reports you want to use as subreports.

Use the Section Expert to insert enough Report Footer sections to match the number of subreports

that you are using.

For example, if you want to use three subreports, insert two new Report Footer sections so that you

have a total of three Report Footer sections.

In Report Footer A, place the subreport you want printed immediately after the primary report. In

Report Footer B, place the subreport you want printed next, and so forth.

The primary report will print first and then the subreports in the order that you placed them in the

report.

Note:

Subreports can be placed side-by-side in the same Report Footer section. They will print next to

each other at the end of the report.

Place the subreports into the Report Footer sections and they will print sequentially after the primary

report.

22.6 Using subreports with unlinkable data

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Subreports

Tables can be linked in a report as long as the following criteria are met:

• The link fields are both database fields.

• The link fields contain similar data.

• The link fields are the same length.

• The link field in the link to (lookup) table is indexed (PC databases only).

Linking tables is rarely a problem. However, there are some circumstances in which you cannot

coordinate data from different tables because the data does not meet the linking criteria.

For example, linking to or from a formula field, or linking two unindexed tables cannot be done in a

single report. Subreports must be used.

22.6.1 Linking to/from a formula field

There are situations in which you may need to link to or from a formula (calculated) field. For example,

an employee ID could be an 11 character value that consists of a two-character department code

followed by the employee's nine-character Social Security Number (for example, HR555347487).

The formula language makes it easy to extract the Social Security Number from this field:

{employee.EMPLOYEE ID} [-9 to -1]

- or -

{employee.EMPLOYEE ID} [3 to 12]

For the value HR555347487, either formula would return the value 555347487.

While the return value is a valid Social Security Number, the fact that it comes from a formula prevents

you from using the field to link to a Social Security Number field in another table. You can report on

and coordinate the values in the two tables, however, by using a subreport.

22.6.1.1 To link to/from a formula field

Create the primary report using a table that includes the Social Security Number field.

Create (or import) a subreport using the formula that extracts the Social Security Number from the

Employee ID field (for this example, {@EXTRACT}).

See Inserting subreports.

Place the subreport where you want it to appear in the primary report.

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Subreports

Link the subreport to the primary report by linking the Social Security Number field in the primary

report ({file.SSN}) to the formula that extracts the number in the subreport ({@EXTRACT}). See

Linking a subreport to the main report without modifying the selection formula.

22.6.2 Linking unindexed tables

When using PC (not SQL or ODBC) databases, the link field in the lookup database needs to be indexed

in order to create a valid link. You cannot link the tables in a single report when two tables contain

related data yet neither is indexed on the field which you want to use as a link field, or when the primary

table is indexed but the lookup table is not. You must use subreports if you want to coordinate the data

in both tables.

Note:

It is important to note that linking unindexed tables or linking from an indexed primary table to an

unindexed lookup table may cause inefficient reporting. If your data set is large, this kind of report will

take considerable time to run. Use this technique only if you do not have other options.

22.6.2.1 To link unindexed tables

Create the primary report.

Create (or import) the subreport and insert it into the primary report.

See Inserting subreports.

Use the unindexed fields (or the indexed field in the primary table and the unindexed field in the

lookup table) to link the subreport to the primary report. See Linking a subreport to the data in the

primary report.

22.7 Creating an on-demand subreport

On-demand subreports can be especially useful when you want to create a report that contains multiple

subreports. In this case, you can choose to have these subreports appear only as hyperlinks.

The actual data is not read from the database until the user drills down on the hyperlink. This way only

data for on-demand subreports that are actually viewed will be retrieved from the database. This makes

the subreports much more manageable.

Note:

Data for an on-demand subreport is not saved unless the subreport is actually open in a preview window.

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22.7.1 To create an on-demand subreport

Place an ordinary subreport in your primary report.

Click the Format button on the Expert Tools toolbar.

The Format Editor dialog box appears.

Click the Subreport tab and select the On-demand subreport check box.

Click OK.

22.8 Adding captions to on-demand subreports

To further organize a report, captions can be created for the Subreport Preview tab and for the

placeholder frame of an on-demand subreport.

Captions are written by using formulas. Both placeholder frame captions and Subreport Preview tab

captions can include field names from the main report.

A tab text caption replaces the subreport file name caption on the Subreport Preview tab.

Note:

Placeholder frame captions only apply to on-demand subreports, while tab text captions apply to both

on-demand subreports and regular subreports. Since the data from a regular subreport is visible on the

Preview tab, there is no need for a frame caption when you format a regular subreport.

22.8.1 To add a caption

Select the subreport and click the Format button on the Expert Tools toolbar.

The Format Editor dialog box appears.

Click the Subreport tab.

You can enter either an on-demand subreport caption or a preview tab caption by clicking the

appropriate Formula button and opening the Formula Workshop.

Enter your formula in the Formula text box.

Crystal syntax formula example:

"More Information About " + {Customer.Customer Name}

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Basic syntax formula example:

formula = "More Information About" + {Customer.Customer Name}

Using the Xtreme.mdb sample database, these formulas would give you a caption like "More

Information About Pathfinders" or "More Information About Rockshocks for Jocks."

Click Check to check the formula for errors. If the program finds an error, it will prompt you

with a message box detailing the nature of the error.

After fixing any errors, click Save and close.

Click OK to return to the report.

Note:

A tab text formula is only evaluated when you drill-down on a subreport. If you preview a subreport

separately from the primary report, the formula will not be evaluated.

22.9 Showing different views of the same data in a report

Subreports can be used to provide a different view of the data in the primary report. For example, you

might want to show summary values at the top of a report and details at the bottom.

This can be done in a variety of ways. The two easiest methods are:

• By creating the summary report as the primary report and the details report as the subreport. In this

method, the details subreport would be placed in the Report Footer section.

• By creating the details report as the primary report and the summary report as the subreport. In this

method, the summary report would be placed in the Report Header section.

Use the appropriate link fields to link the report and coordinate the data.

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23.1 Databases overview

Though there are hundreds of Database Management Systems (DBMS) available, Crystal Reports

eliminates many of the differences once it connects to the actual database files. The process of working

with database files, tables, fields, and records is much the same, regardless of the actual type of data

being accessed.

This section discusses several concepts and tasks common to working with database files. Using

database aliases, locating moved or renamed database files, working with indexed tables, and linking

tables are subjects common to anyone who designs reports in Crystal Reports. Using SQL and SQL

databases, is especially important for anyone who accesses data in SQL databases and other database

formats that are accessed through ODBC.

23.1.1 Relational database basics

The most popular architecture for database files used in the corporate world is based on the relational

model. Applications that allow you to create databases with the relational model are, therefore, often

referred to as Relational Database Management Systems (RDBMS).

In a relational database, data is organized in a system of rows and columns. The rows are called records,

and the columns are called fields. Each record contains a collection of related data, all information

relating to a specific customer, for example. Each field refers to a common type of data that exists in

all records, the names of the customers, for example. Records and fields are stored in a database table.

The following diagram illustrates the basic relational database model:

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Often, data in two different tables can be related by a common field. For example, a Customers table

will have a Customer ID for each customer, and an Orders table will have the Customer ID of each

customer who placed an order, demonstrating a relationship between tables. The two tables can be

linked by a common field see Linking tables.

The following diagram displays how two tables can have a relationship:

23.1.2 Indexed tables

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Creating indexes for database tables can increase the speed of data access and reduce the time it

takes for the program to evaluate data. Some DBMS applications automatically index your database

tables, while others require that you create an index yourself. For the best report generation performance,

make sure each of your database tables has a corresponding index.

Note:

Some DBMS applications do not support indexed tables. Refer to the documentation for your DBMS

to find out if it supports indexes and how to create them. If your DBMS documentation does not mention

indexed tables, it may not support them, and you should link tables based on common fields. The Links

tab of the Database Expert can also help you determine if your tables include indexes.

Indexes organize the records in a relational database table so that data can be located easier. For

example, assume you have a table with the following data:

AmountCustomerOrder#

25141.50Allez Distribution10444

19164.30BG Mountain Inc.10470

8233.50Sierra Mountain10485

24580.50Mountain Toad10488

7911.80SFB Inc.10495

1956.20La Bomba de Bicicleta10501

1683.60BG Mountain Inc.10511

19766.20Sierra Bicycle Group10544

29759.55Mountain Tops Inc.10568

12763.95Sierra Bicycle Group10579

The information in this table is organized according to the Order# field. This is fine anytime you want

to look up information in the table based on order numbers. However, what if you want to look up

information specific to a certain customer?

Say you want to look up all orders made by Sierra Bicycle Group. The database engine must begin by

looking at the first order number in the list and checking to see if the customer name matches the

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request. If not, it goes to the second order number, and checks that customer name. When an order

number is reached that contains the correct customer name, the database engine retrieves the

information, then continues to the next order number. Using this technique, both the Order# field and

the Customer field must be read for every single record in the table. This takes a long time and a large

amount of computer processing effort for examining extensive database tables with thousands, or even

millions of records.

Instead, you can create an index for the table based on the Customer field. Such an index might look

like this:

Pointer to Order#Customer

10444Allez Distribution

10470BG Mountain Inc.

10511BG Mountain Inc.

10501La Bomba de Bicicleta

10488Mountain Toad

10568Mountain Tops Inc.

10495SFB Inc.

10544Sierra Bicycle Group

10579Sierra Bicycle Group

10485Sierra Mountain

In this index, information is organized by customers, not order numbers. Also, notice that the second

column actually contains pointers to specific order numbers in the original table. By using this index,

the database engine can search just the information in the Customer column until it finds the customer

you are interested in, Sierra Bicycle Group.

For each correct customer entry the database engine finds in the index, it looks up the matching order

in the table according to the pointer in the second column of the index. Only the orders for the correct

customer are read. Finally, since information in the index is organized according to the customer names,

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the database engine does not need to continue searching through the index or the table as soon as it

finds an index entry that does not match the requested customer.

The advantage of this highly organized search through a database table according to an index is speed.

Using indexes speeds up data retrieval and report generation, important factors when reporting on large

database files.

23.2 Using SQL and SQL databases

Perhaps the most popular and most powerful database formats are DBMS applications based on the

Structured Query Language (SQL). SQL databases usually work over a client/server network architecture,

providing an SQL Server to create, store, and manipulate database files, tables, fields and records,

and an SQL Client interface allowing workstation users not only to design and work with database files,

but also to retrieve useful and meaningful data that will help them in their everyday work.

23.2.1 What is SQL?

SQL is a query language designed for organizing, managing, developing and querying large relational

databases over computer networks. SQL is a common language in the Information Science (IS) and

Information Management industry. The language has been standardized by the American National

Standards Institute (ANSI) and the International Standards Organization (ISO), meaning that there are

specific features that must be present in any version of SQL produced by a software company in order

for that version to be officially called SQL. Many software vendors add more advanced features to their

version of SQL in an effort to improve the language and attract customers, but it must retain the original

standards established by ANSI and ISO.

SQL is not a true computer language. It cannot be used to create stand-alone computer applications

or operating systems. SQL is often referred to as a sub-language, since it can be used within other

languages or applications. Most importantly, the purpose of the SQL language is specific to working

with relational databases.

The syntax of the SQL language is built on a system of sending SQL statements to the SQL database

server. Each statement is a request to perform a database operation, such as creating a database file,

adding tables and fields to a database, adding records to tables, or retrieving data from databases. The

SQL server analyzes the SQL statement and performs the required operation. For example, if the

statement is a request for data, the server gathers the data and returns it to the client workstation for

the user to view.

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An SQL query is an SQL statement designed specifically to request data from one or more SQL

databases. Some SQL applications require that you type in an SQL query directly using a text editor,

while others provide graphical user interfaces that lead you through the process of querying an SQL

database. In the latter case, the application must create an SQL statement based on the information

you provide. This statement is the actual SQL query, and it is the SQL query that is used to request the

data. Crystal Reports falls into both categories of SQL-compliant applications.

23.2.1.1 Client/server architecture

One of the most powerful features of SQL DBMS applications is their ability to efficiently use the

client/server architecture of a network.

A simple network structure consists of one or more network servers that provide a common location

where all users on the network can obtain data and applications. Many network servers also provide

network security, automated services such as backing up data, and network resource monitoring to

provide the best service possible to all workstations on the network. Because of the high processing

demands required by a network server, the computer used as the server is often a high-powered, fast

machine that may contain multiple processors, multiple hard drives, and multiple CD-ROM drives.

A network client is a single computer workstation that is used regularly by one or more company

employees. A user works on the client and accesses data and applications from the server over the

network. Large processing jobs that require a lot of time and resources are handled by the server, and

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the finished results are sent back to the client. This provides more efficient time management for users

because the local workstation has less processing time and more "up" time available to the user.

Many modern computer applications are based on this client/server architecture. A simple client/server

application has two parts: a server-based application that is located on a network server machine, and

a client-based application that is located on a user's workstation. The server application handles complex,

time-consuming, or power-demanding processes, taking advantage of the network server's power and

resources, while the client application provides an easy-to-use user interface designed to help get the

work done faster and better than it could otherwise be done.

Often, a client/server application will be available with a certain number of seats, depending on the cost

of the application. Each seat represents either a single client workstation, or a single client user

(depending on the software vendors' specifications) that can be connected to the client/server software.

Software vendors often sell additional seats for their applications, each seat coming with a complete

set of client application software.

Do not confuse server applications with network server computers. Both are often referred to as servers.

However, a server application resides on a network server, taking advantage of the hardware and

operating system capabilities of the server machine, while a network server is a physical machine to

which network clients are connected by cables or some other connection device.

23.2.2 SQL DBMS

An SQL Database Management System is a common example of a client/server software package. A

standard SQL DBMS will include an SQL server application that handles all the actual work of building

and working with databases and database data. The DBMS will also include at least one set of SQL

client software (one seat) that can connect to the SQL server over your network. SQL client software

usually consists of, at the very least, an SQL statement editor that you can use to write and execute

SQL statements, and an underlying communications layer that works with the SQL server application

over the network.

When you execute an SQL statement, the client software passes the statement to the communications

layer, which sends the statement over the network to the server software. The SQL server analyzes

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the statement, performs the requested operation, and returns any data requested to the client software.

If the server returns any data, the client software displays the data to the user.

23.2.2.1 Stored procedures

In addition to the common relational database attributes (tables, fields, records, and so on) many SQL

DBMS systems support stored procedures. A stored procedure is a compiled SQL program consisting

of one or more SQL statements. A stored procedure can be used to define an SQL query that you can

use over and over again. Furthermore, variables, conditional expressions, and variable arguments can

be defined in the stored procedure so that you are prompted to provide information before the procedure

is executed.

Since stored procedures can return a result set, they can provide a specific set of data when executed.

In fact, Crystal Reports allows you to execute a stored procedure on an SQL database and use the

returned data to design a report. If the stored procedure is designed to prompt a user for information

to base its query on, Crystal Reports will prompt you for that information when you select the stored

procedure for your report.

23.2.2.1.1 To select an SQL stored procedure

Choose Options from the File menu.

The Options dialog box appears.

Click the Database tab and ensure that Stored Procedures is selected.

Selecting "Stored Procedures" automatically displays any available stored procedures when you

log on to an SQL database.

In addition, you can specify Table name LIKE and Owner LIKE options if you wish.

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• "Table name LIKE" is based on the SQL LIKE clause. This option allows you to specify the kinds

of table names you want to appear in the Choose SQL Table dialog box. You can use the

underscore character (_) or the percent sign character (%) as wildcards with this function. The

underscore character specifies any single character, while the percent sign signifies any character

string. For example, DAV_ matches DAVE only, while DAV% matches DAVE and DAVID. Table

name LIKE C% would display only those tables that have a table name beginning with the letter

• "Owner LIKE" is also based on the SQL LIKE clause. The Owner LIKE option allows you to select

the Owner (or Creator or Alias) of the table, not the table name itself. For example Owner LIKE

C% would display only those tables that have an owner beginning with the letter C.

Note:

For more information on the SQL LIKE clause, refer to your SQL documentation.

Click OK to exit the Options dialog box.

On the Start Page, click Blank Report.

Locate and select the SQL Server data source that contains the stored procedure you want to use.

Click Next to go to the Connection Information dialog box.

Enter the required information to log in.

Note:

You can also connect the SQL data source by selecting the Integrated Security checkbox. No user

ID or password is required with this option, but it does require that Database Authentication is enabled

on the server. Please consult your Database Administrator on how to enable and configure this

function.

Click Finish.

23.2.2.1.2 To change a parameter in a stored procedure

Highlight an SQL stored procedure in the Stored Procedures folder, and click the > arrow to add it

to the Selected Tables list.

The Enter Parameter Values dialog box appears.

Highlight a parameter in the Parameter Fields list.

Assign a value by typing into the Discrete Value box and then click OK.

You are returned to the Database Expert.

Click OK and create your report using the fields in the stored procedure.

The first time you refresh your report's data the parameter you entered is used. Only the records that

satisfy that value are used in your report. Subsequent refreshing prompts for new parameter values.

23.2.3 How does Crystal Reports use SQL?

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When you connect to an SQL database, Crystal Reports acts as an SQL client application, connecting

to your SQL server through your network.

When you design a report that accesses SQL data, Crystal Reports builds an SQL query. This query

can be seen by choosing Show SQL Query from the Database menu.

This SQL query is a representation of the SQL statement that Crystal Reports sends to the SQL server.

By interpreting as much as possible from the report design into an SQL query, Crystal Reports can

off-load much of the report processing onto the server machine. Rather than having to sift through an

entire database to find the data you requested, Crystal Reports lets the server do the sifting and gets

back a much smaller set of data, thus reducing the time and resources your workstation must use in

order to finish the report.

23.2.4 The SQL language

Since Crystal Reports uses the SQL language to access client/server databases through ODBC, you

can better understand the report generating process by understanding some of the SQL clauses

(commands) used:

23.2.4.1 SELECT

The SELECT clause indicates specific data items to retrieve from the database tables. The item retrieved

may be the values in a database field (column), or it may be the result of a calculation performed while

gathering the data. For example:

SELECT

TABLEA.'CUSTNAME',

TABLEA.'STATE'

23.2.4.2 DISTINCT

The DISTINCT clause forces the query to retrieve only unique (distinct) sets of data. When using the

DISTINCT clause, a row of results will be retrieved only once. The previous SELECT statement can

be modified to use the DISTINCT clause:

SELECT DISTINCT

TABLEA.'CUSTNAME',

TABLEA.'STATE'

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23.2.4.3 FROM

The FROM clause indicates the sources of the database fields specified in the SELECT clause. FROM

lists actual database tables that include the fields and records containing the requested data. The FROM

clause generated by Crystal Reports precedes the name of each table with the alias it uses to identify

the table in your report. The following example illustrates the FROM clause used with the SELECT

clause:

SELECT

TABLEA.'CUSTNAME',

TABLEA.'STATE'

FROM

'TABLEA' TABLEA

23.2.4.4 WHERE

The WHERE clause has two purposes:

• To specify record selection criteria.

• To show how two database tables are joined.

When WHERE is used to specify record selection criteria, it includes a search condition in order to

determine which records (rows of data) are to be retrieved. For example:

SELECT

MYTABLE.'SALESPERSON',

MYTABLE.'SALESTOTAL'

FROM

'MYTABLE' MYTABLE

WHERE

MYTABLE.'SALESTOTAL' < 10000.00

When WHERE is used to specify how two tables are linked, an SQL join operator sits between the two

table names. See Linking options.

The following is an example of the WHERE clause joining two tables:

SELECT

CUSTOMER.'CUST_ID',

CUSTOMER.'CUST_NAME',

ORDERS.'AMOUNT'

FROM

'CUSTOMER' CUSTOMER,

'ORDERS' ORDERS

WHERE

CUSTOMER.'CUST_ID' = ORDERS.'CUST_ID'

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23.2.4.5 ORDER BY

The ORDER BY clause specifies that the database records retrieved be sorted according to the values

in a specific field. If you do not use the ORDER BY clause, the program retrieves records in the order

in which they appear in the original database. If you specify more than one field after the ORDER BY

clause, the program sorts the records according to the values in the first field specified, then, within

that sort, the program sorts the records by the values in the second field specified, and so on. The

following SQL statement uses the ORDER BY clause:

SELECT

MYTABLE.'COMPANY',

MYTABLE.'CITY',

MYTABLE.'STATE'

FROM

'MYTABLE' MYTABLE

ORDER BY

MYTABLE.'STATE' ASC,

MYTABLE.'CITY' ASC

Note:

ASC indicates that the values in the field are sorted in ascending order rather than descending order

(DESC). Ascending order sorts letters from A to Z and numbers from 0 to 9.

23.2.4.6 GROUP BY

The GROUP BY clause retrieves a set of summary data. Instead of retrieving the data itself, GROUP

BY groups the data and summarizes each group with an SQL aggregate function. The server returns

only the summarization information for each group to Crystal Reports.

For example:

SELECT

MYTABLE.'STATE',

MYTABLE.'ZIPCODE',

SUM (MYTABLE.'SALES')

FROM

'MYTABLE' MYTABLE

GROUP BY

MYTABLE.'STATE',

MYTABLE.'ZIPCODE'

23.2.5 Defining an SQL Command

If the database you are using supports a query language such as SQL, you can write your own command

which will be represented in Crystal Reports as a Table object. This allows database users complete

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control of the data processing that gets pushed down to the database server. A user who has experience

with databases and the SQL language can write a highly optimized command that can considerably

reduce the size of the set of data returned from the server.

You can write your own command by using the "Add Command" node in the "Database Expert" to

create a virtual table which will represent the results of processing the command. Once the command

has been created, you can store it in the SAP BusinessObjects Enterprise Repository so that it can be

shared between many users.

When you use a virtual table that was created as a Command, or when you use a Command from the

SAP BusinessObjects Enterprise Repository, Crystal Reports does not alter the syntax of the SQL

submitted to the server (that is, it does not automatically add quoting or escape characters). This

behavior also applies to parameters used in Commands. Therefore, you must add the quoting and

escape characters that are necessary for your database driver.

Note:

• Some of the Crystal Reports native database drivers do not support the Add Command feature:

• DB2 Server

• Sybase Server

• Informix Online Server

• The Add command feature is susceptible to SQL Injection attacks.

Many web pages use SQL Injection to insert user parameters into SQL queries that run against the

relational database. For example, a login webpage takes a user name and password and executes

an SQL Injection to the database to authenticate the information. An attacker can put a value in the

username or password field that adversely changes the SQL query that runs against the database.

23.2.5.1 To create a command object

In the Database Expert, expand the Create New Connection folder and browse the subfolders to

locate your data source.

Log on to your data source if necessary.

Under your data source, double-click the Add Command node.

In the "Add Command to Report dialog box", enter an appropriate query/command for the data

source you have opened.

For example:

SELECT

Customer.`Customer ID`,

Customer.`Customer Name`,

Customer.`Last Year's Sales`,

Customer.`Region`,

Customer.`Country`,

Orders.`Order Amount`,

Orders.`Customer ID`,

Orders.`Order Date`

FROM

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Customer Customer INNER JOIN Orders Orders ON

Customer.`Customer ID` = Orders.`Customer ID`

WHERE

(Customer.`Country` = 'USA' OR

Customer.`Country` = 'Canada') AND

Customer.`Last Year's Sales` < 10000.

ORDER BY

Customer.`Country` ASC,

Customer.`Region` ASC

Note:

The use of double or single quotes (and other SQL syntax) is determined by the database driver

used by your report. You must, however, manually add the quotes and other elements of the syntax

as you create the command.

Optionally, you can create a parameter for your command by clicking Create and entering information

in the "Command Parameter dialog box".

For more information about creating parameters, see To create a parameter for a command object.

Click OK.

You are returned to the Report Designer. In the Field Explorer, under Database Fields, a Command

table appears listing the database fields you specified.

Note:

• To construct the virtual table from your Command, the command must be executed once. If the

command has parameters, you will be prompted to enter values for each one.

• By default, your command is called Command. You can change its alias by selecting it and

pressing F2.

23.2.5.2 To edit a command object

In the Selected Tables area of the Database Expert, select the command you want to edit.

Right-click the command and select Edit Command from the shortcut menu.

Note:

If the command is stored in the BusinessObjects Enterprise Repository, you must disconnect it

before editing. For more information, see Modifying objects in the repository.

Make the changes you want in the Modify Command dialog box and click OK when you're done.

23.2.5.3 To create a parameter for a command object

You can create a parameter field while working in the Add Command to Report dialog box or the Modify

Command dialog box.

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In the Parameter List area of the appropriate command dialog box, click Create.

In the Command Parameter dialog box, enter the following information in the fields provided:

• Parameter Name

Enter the name you want to identify your parameter by.

• Prompting Text

Enter the text you want to appear when the program prompts you.

• Value Type

Select the data type of the parameter field.

• Default Value

Enter the value you want the program to use if you do not supply a new value. This is an optional

step.

Click OK.

Your parameter is added to the Parameter List. You can modify or delete it by returning to the Modify

Command dialog box.

23.2.5.4 To add a parameter to a command object

Place the cursor in the query text in the spot where you want to insert the parameter.

Double-click the parameter's name in the Parameter List.

The parameter is added where your cursor is sitting. It should look like this:

WHERE

Customer.`Country` = '{?CountryParam}'

Note:

You must manually add quotes and other elements of syntax as you create your command.

If you want to change the parameter field you've created, go to the Field Explorer dialog box and select

it from the Parameter Fields node. See Parameter Fields and Prompts for more information.

23.3 Changing data sources

When a database file is moved or renamed, Crystal Reports will not be able to find the data the next

time the report is printed. On other occasions, a report may be created on one machine where all of

the database data is stored in a certain directory, then the report is copied or moved to another machine

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that stores the same data in a different directory. In any of these events, you need to verify the location

of the database files accessed by the report and reset the alias pointers to the new database location

or name.

The Verify Database command on the Database menu checks the alias pointers stored in a report file

to verify that the database files expected are located in the indicated directories. If the databases are

not found in the specified location, the program notifies you of the discrepancies.

Use the Set Datasource Location command on the Database menu to change the alias pointers stored

by Crystal Reports. The Set Datasource Location command provides a simple way to indicate the new

name or location of database files. In addition, the Set Datasource Location command automatically

converts your database driver to the data source you have chosen. For example, you can automatically

convert a direct access data source to an ODBC data source using the Set Datasource Location

command.

23.3.1 To change the data source

On the Database menu, choose Set Datasource Location.

The Set Location dialog box appears with the database tables currently used in the report shown in

the Current Data Source area. The main report is shown as the root node.

Highlight the database or table in the Current Data Source area that you want to replace.

Tip:

If you want to set the database location to the location of the active report, expand the report's

Properties node and right-click the Database Name field. Select "Edit" to manually enter a location,

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"Same as Report" to set the location to a local drive, or "Convert to UNC" to set the location to a

mapped drive.

Highlight the database or table in the "Replace with" area that you want to use instead.

Click Update.

This button is available only when like items are selected (that is, if you select a table in the upper

list, you must select a table in the lower list).

Once the Update button is clicked, the new data source information is updated in the Current Data

Source list.

Repeat steps 2 to 4 if necessary.

23.4 Working with aliases

For a variety of reasons, database names and locations get changed. If you create a report, then change

the name or location of a table or file, the Report Designer must be able to find the new name or location.

This is especially important when you create formulas in your report that access a table that has been

renamed or moved. To fix the reference for a single field would not be difficult, but to find every formula

that uses that field could be a difficult and time consuming task.

To solve this problem, the Report Designer uses aliases to refer to database tables and files. Aliases

are pointers, internal devices that tell the program where it should look for a database field. Now, if you

change the name or location of the database, you simply reset the pointer. See Changing data sources.

The name of the alias does not change, so your formulas are not affected. The Report Designer looks

to the alias for the location and name, goes to the new location for the database field, and executes

the formula without a problem.

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Understanding Databases

The Report Designer automatically assigns default alias names to database tables when you first select

the table or file. By default, an alias matches the original name of the table. In databases where the

database table is a separate file (for instance, dBASE), the name of the database file is used without

the file name extension. For example, if you are using the dBASE database file Company.dbf, the

program will assign a default alias name of Company to the file. You can accept the default alias or

assign a new one to the database table.

You can change an alias at any time using the Database Expert. However, if you have already created

formulas in your report using the original alias name, you will need to edit the formulas to use the new

alias.

23.5 Linking tables

You link tables so records from one table will match related records from another. For example, if you

activate an Orders table and a Customers table, you link the tables so that each order (from the Orders

table) can be matched up with the customer (from the Customer table) that made the order.

When you link, you are using a field that is common to both tables. Crystal Reports uses the link to

match up records from one table with those from the other. In this example, the link assures that the

data in each row of the report refers to the same order.

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Understanding Databases

23.5.1 Link from and link to

When you link two tables, you link from one table to another table. The from table is used as a primary

table, while the to table acts as a lookup table where records are looked up by the primary table. In a

simple link, the Report Designer examines the first record in the primary table and finds all matching

records in the lookup table. Once all matches have been found in the lookup table for the first record

in the primary table, all matches in the lookup table for the next record in the primary table are found.

23.5.2 Link relationships

When you link records from one table to another table, the records will typically fall under one of two

relationship types: one-to-one or one-to-many.

23.5.2.1 One-to-one relationships

In a one-to-one relationship between records in two linked tables, for every record in the primary table

there is only one matching record in the lookup table (based on the linked fields). For example, in the

Xtreme.mdb database, the Employee table can be linked to the Employee Addresses table based on

the Employee ID field in each table. The Employee table contains information about employees at the

company, the positions they hold, their salaries, hiring information, and so on. The Employee Addresses

table contains each employee's home address. There is only one record for each employee in each of

these tables. Therefore, if the Employee table is linked to the Employee Addresses table, only one

record will be found in the Employee Addresses table for each record in the Employee table. This is a

one-to-one relationship.

23.5.2.2 One-to-many relationships

In a one-to-many relationship between records in two linked tables, for every record in the primary table,

there may be more than one matching record in the lookup table, based on the linked fields. In the

Xtreme.mdb database, the Customer table can be linked to the Orders table based on the Customer

ID field in each table. The Customer table contains information about each customer that has placed

an order with the company. The Orders table contains information about orders that customers have

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Understanding Databases

placed. Since customers can place more than one order, there may be more than one record in the

Orders table for each customer record in the Customers table. This is a one-to-many relationship.

23.5.3 Performance considerations in one-to-many links

The information provided in this section is intended to help you maximize processing speed and minimize

network traffic when you are running your reports. You will learn about the best ways to use selection

formulas and indexes in one-to-many situations to make your reporting more efficient. If you do not use

the information in this section, your reports may end up processing dozens or even thousands more

records than necessary.

When a one-to-many situation exists between two database tables and the program matches up records

from the tables, there are a number of factors that determine how many records the program reads and

evaluates.

The tables that follow show the effects of the different factors on the number of records the program

ultimately has to read. The charts are based on these assumptions:

• Table A contains 26 records (one for each letter in the alphabet).

• Table B contains 2600 records (100 matching records for every record in Table A).

• The scenario is to produce a report that finds two specific records in Table A and the 200 records

(100+100) in Table B that match those two records in Table A.

In a best case scenario, the program would only have to read about 200 records to accomplish the

task.

In a worst case scenario the program would have to read about 67,600 records to accomplish the

same task.

Note:

The performance considerations for data files are different from the considerations for SQL databases.

A data file is any non-SQL database that is accessed directly from Crystal Reports. For the purpose of

this discussion, an SQL database is any database capable of accepting SQL commands accessed

directly from Crystal Reports or through ODBC as well as any other database types that are accessed

through ODBC.

For a better understanding of the difference between direct access databases and ODBC data sources,

see Accessing Data Sources in the online help.

23.5.3.1 Extended descriptions of chart columns

The performance charts use the following columns:

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Understanding Databases

• Linking or Subreport

Are you creating a report from linked databases or are you inserting a subreport and binding it to

the data in your primary report?

• Selection Formula

Does your primary report include a record selection formula that sets range limits on the key (indexed)

field in Table A?

• Index A

Is Table A on the field you are going to use indexed to match up the records?

• Index B

Is Table B on the field you are going to use indexed to match up the records?

• Reads A

How many records does the program have to read out of Table A to find the two records it is looking

for?

• For each A reads in B

How many records does the program have to read in Table B to find the 200 records it is looking

for?

• Total Records Read

What is the total number of records the program has to process to complete the task?

PC Data

Total

Records

Read

For each A

reads in B

Reads AIndex BIndex A

Selection

Formula

Link

ing/Subre

port

2600

100

(26*100)

26YesYes or NoNoLinking

2600

100

(26*100)

26YesNoYesLinking

200100 (2*100)2YesYesYesLinking

67,600

2600

(26*2600)

26NoNoNoSubreport

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Understanding Databases

Total

Records

Read

For each A

reads in B

Reads AIndex BIndex A

Selection

Formula

Link

ing/Subre

port

67,600

2600

(26*2600)

2NoYesNoSubreport

2600

100

(26*100)

26YesYesNoSubreport

5200

2600

(2*2600)

2NoNoYesSubreport

2600

100

(26*100)

26YesNoYesSubreport

200100 (2*100)2YesYesYesSubreport

SQL Data

Total Records

Read

For each A

reads in B

Reads A

Selection Formu-

Linking/Subre

port

2600100 (26*100)26NoLinking

200100 (2*100)2YesLinking

2600100 (26*100)26NoSubreport

200100 (2*100)2YesSubreport

23.5.4 Data file considerations

When working with data files, one-to-many links can occur when you link tables in a single report or

when you add a subreport to your report.

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23.5.4.1 Linking data files

When retrieving data from linked data files in one-to-many situations, the program uses the following

process:

• If there is a selection formula, the program parses the selection formula and passes what it can

down to the database DLL. This is generally range limit information. Consider the following record

selection formula:

{customer.REGION} in "CA" to "IL" AND

Remainder ({customer.CUSTOMER ID},2)=0

In this formula, the part before the "and" operator contains range selection criteria for the Region

field. The region must fall alphabetically between "CA" and "IL." The program passes this kind of

condition down to either the database DLL (for PC data) or the server (for SQL data). See Record

Selection.

The second half of the selection formula, however, requires processing that must be done in the

Report Engine. It uses a built-in function to manipulate and evaluate a field value and it cannot be

done in the database DLL or the server. The program does not pass this condition to the database

DLL.

• If there is an index on Table A, and the range limit selection condition is based on the indexed field

({customer.REGION} in this example), the program goes directly to the record it is seeking in Table

A (the first CA record) and reads it.

• For that record, the program locates the first matching record in Table B, using the Table B index.

• The program passes this merged record (A+B) back to the Report Designer, which tests the

record against the entire selection formula.

• The program then reads the second matching record and passes the merged record on, and

then reads the third matching record, and so on, until it has read all of the matching records.

• The program then returns to Table A and reads the next record. There is no need to test the

record to see if it meets the CA condition; the field is indexed and the records are in alphabetic

order. But the program tests the record to see if it goes beyond the "IL" condition (for example,

could the next record be from Mississippi or Tennessee?). If the record is still within the specified

range, the program begins the matching process again for that record.

• The program continues the process until it has located all targeted Table A records and the

matching Table B records.

To find two records in Table A and the 100 records in Table B that match the Table A records,

the program reads 200 records.

• If there is no index on Table A, or if there is an index but the range limit selection condition is not

based on the indexed field, the program reads the first record it finds.

• For that record, the program uses the Table B index to locate the first matching record in Table

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Understanding Databases

• The program passes this merged record (A+B) back to the Report Engine, which tests it against

the entire selection formula.

• The program then locates the second matching record in Table B and passes that merged record

back, then the third record, and so on, until it has located, merged, and passed back all the

records in Table B that match the first record in Table A.

• The program then moves on to the next record in Table A and begins the matching and merging

process all over again.

To find two records in Table A and the 100 records in Table B that match the Table A records,

the program reads 2600 records.

23.5.4.2 Subreports and data files

If your primary report is based on Table A, the subreport is based on Table B, and the records are

linked, your primary considerations are as follows:

• The number of subreports that are run by the program is determined by the index and the selection

formula situation in the primary report:

• If Table A is indexed, and if the primary report has a selection formula that passes down range

limit conditions for the indexed field, the program runs two subreports.

• If Table A is not indexed, or if Table A is indexed but the selection formula does not pass down

range limit conditions for the indexed field, the program runs 26 subreports.

• The number of records read for each subreport is determined by the index situation on Table B:

• If you have an index on Table B, the program will read only the matching records (100) when it

runs a subreport.

• If you do not have an index on Table B, the program will always read every record in Table B

(2600) when it runs a subreport.

23.5.5 SQL database considerations

Since indexes are not critical with SQL data, the primary concern with both linked tables and subreports

is whether or not there is a selection formula in the primary report that puts range limits on Table A.

See Linking data files .

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Understanding Databases

23.5.5.1 Linked SQL tables

If there are range limit conditions in the selection formula, the program passes those conditions down

to the server.

• If there is a selection formula that puts range limits on Table A, the server locates the records in

Table A that satisfy the selection criteria (2), matches them up with the appropriate records in Table

B (100), and returns 200 merged records to the Report Engine.

• If there is no selection formula, or if there is a selection formula that does not put range limits on

Table A, the server matches up each record in Table A (26) with the appropriate records in Table

B (100), and returns 2600 merged records to the Report Engine.

In either case, the Report Engine will then apply the entire selection formula to the merged records.

23.5.5.2 Subreports and SQL databases

If you are creating a primary report based on Table A and a subreport based on Table B:

• The number of subreports that are run is determined by the selection formula situation in the primary

report:

• If there is a selection formula and it passes down range limits on Table A, the program runs a

subreport only for those records that satisfy range limit conditions (2).

• If there is no selection formula, or if the selection formula does not pass down range limits on

Table A, the program runs a subreport for every record in Table A (26).

• The number of records read by each subreport remains the same regardless of whether there was

range limit selection on Table A. Each subreport will read only those records in Table B that match

each record read in Table A (100).

23.5.6 Performance considerations for all reports

23.5.6.1 Consideration 1

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Understanding Databases

With both data files and SQL databases, the program parses the entire selection formula and passes

down whatever parts of the criteria it is able to translate (pass), wherever they may physically appear

in the formula. Thus, if the formula finds criteria it can pass, then criteria that it cannot, then criteria that

it can, it passes down the first part, skips the second, and then passes down the third.

• In the case of data files, the program passes down the criteria that it can to the database translation

layer.

• In the case of SQL databases, the program passes down to the server the criteria that it can in the

form of a WHERE clause.

While there are exceptions, as a general rule the program can pass down any part of the record selection

formula that compares a field with a constant. Typically, this means that it can pass down any kind of

record selection criteria that can be set up in the Select Expert (equal to, one of, less than, greater than,

less than or equal, greater than or equal, between, starting with, or like constant).

There are two special selection formula situations that you need to consider. In these situations, the

record selection formula includes multiple conditions, some of which can be passed down while others

cannot.

• AND situations

{customer.REGION} = "CA" and

{customer.CUSTOMER ID}[3 to 5] = "777")

In this situation, the program sees that it can pass down the condition before the And operator but

not the condition after. Since the only records that will meet the second condition will have to meet

the first as well, the program passes down the first condition, retrieves the data set that satisfies the

condition, and then applies the second condition only to the retrieved data. The rule for AND situations

is that the program passes down whatever conditions it can.

Note:

If all of the conditions in an AND situation can be satisfied on the server or in the database DLL, the

program passes them all down.

• OR situations

{customer.REGION} = "CA" or

{customer.CUSTOMER ID}[3 to 5] = "777")

In this situation, the program also sees that it can pass down the condition before the Or operator

but not the condition after. Since there are records that can satisfy the second condition without

satisfying the first, passing the first condition down does not make any sense because it will retrieve

an incomplete data set. In other words, even if it retrieves all the data that satisfies the first condition,

it will still have to retrieve all the data in the table(s) before it can apply the second condition in Report

Designer. Thus, instead of duplicating parts of the data retrieval, the program passes nothing down.

It retrieves all the data and then runs both tests in Report Designer. The rule for OR situations is

that the program either passes down all the tests, or none of the tests.

Note:

If all the tests in an OR situation can be performed on the server or in the database DLL, the program

passes them all down.

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Understanding Databases

23.5.6.2 Consideration 2

To make certain the program can use the index on Table A to enhance performance, make certain:

• There is a selection formula.

• There are range limits in the selection formula on the key (indexed) field in Table A.

• Use Indexes is selected in the Options dialog box.

23.5.6.3 Consideration 3

If the fields you are using from Table A are not indexed, but there is an indexed field that you can use

in your record selection request, use that field. For example, assume that you have three products

(Product 1, Product 2, and Product 3) and you want to identify all sales of Product 2 in the U.S. There

is no index on the Product field but there is an index on the Order Date field. Since you know that

Product 2 did not begin shipping until July of 1995, you can improve speed by limiting your report to

orders placed in and after July 1995 using the selection formula. In such a case, the program uses the

Order Date index to retrieve only those orders from July 1995 and afterward (a small subset of the

entire database) and then searches for the occurrences of Product 2 in that subset, not in the entire

database.

23.5.7 The Database Expert Links tab

The Database Expert Links tab lets you easily link two or more tables. Choose the Database Expert

from the Database menu to display all current tables; then choose the Links tab to display all current

links.

The easiest way to link database tables is to select Auto Link in the Database Expert Links tab. Auto

Link automatically chooses links for your tables based on common fields in tables or indexed fields (if

your database supports indexed fields).

23.5.8 Linking indexed tables

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Understanding Databases

When you are linking direct-access database tables, you link from a primary table to a field in the lookup

table. The link field in the primary table can be indexed, but does not have to be. The link field in the

lookup table does not have to be indexed, either, unless you aren't using a native driver for your

connection.

In addition, the fields used to link two tables must have the same data type. For example, you can link

a string field in one table to a string field in another table, or a numeric field in one table to a numeric

field in another table, but you cannot link a numeric field in one table to a string field in another table.

• Some DBMS applications allow you to convert the field value to another data type in the index. For

instance, the field in the table can be numeric, while the index converts the field value to a string.

However, if you choose to use that field to link to another table, you must link to a field of the original

data type. You cannot link a string value to a numeric field that has been converted to a string in the

index.

• If you are linking tables from two different ODBC data sources, MS SQL Server and Oracle, for

example, you can only use string fields to link the tables. String fields are stored in databases in the

same manner, regardless of the data source. Other types of values, however, may not be stored

the same way in different data sources, so you cannot link different data sources in Crystal Reports

using anything other than string values.

• When linking direct-access database tables using native drivers (non-SQL), the only join type

available is Left Outer join.

23.5.8.1 Changing the index used in linking

When using the Smart Linking feature to link tables using a field that is a component of multiple indexes

(two or more), Crystal Reports selects one of the indexes for the link. That index may or may not be

the one you want to use. Delete the link made by the Smart Linking feature and manually link the tables.

See Linking multiple tables for more information.

Note:

Not all DBMS applications support indexed tables. Verify that your database uses indexes before trying

to select an index for linking. Refer to your DBMS documentation to find out if your DBMS can use

indexes, and to learn how to create them.

23.5.9 Link processing order

When there is more than one link, Crystal Reports needs to know in what order it should process the

links. By default, the processing order matches the order in which the links appear on the Links tab.

Use the arrow buttons in the Links Order dialog box to change the default order.

For example, if you have chosen the Credit, Customer, Orders, and Orders Details tables from the

Xtreme sample database, the links tab shows the tables linked as follows.

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Understanding Databases

In this case, the links will be processed first between the Credit/Customer tables, then between the

Customer/Orders tables, and finally between the Orders/Orders Details tables. The Links Order dialog

box shows you this default order and allows you to change the positions in the processing hierarchy

as you require.

Note:

Different link orders may result in different data sets returned for use in your report. As well, link order

has a significant effect on performance.

23.5.10 Linking options

Crystal Reports enables you to specify the type of join and type of link you want to use when linking

tables. You can also enforce the use of tables in your joins. Joins and links indicates how linked fields

in two tables are compared when records are read. Join, enforce, and link options can be specified in

the Link Options dialog box. Using the various join enforcement options can ensure that linked tables

are included in the SQL query, even when none of the fields in the table are used in the report.

Note:

When you link fields using joins, no indexed fields are required.

The join types are:

• Inner join

• Left Outer join

• Right Outer join

• Full Outer join

The enforce join options are:

• Not Enforced

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Understanding Databases

• Enforced From

• Enforced To

• Enforced Both

The link types are:

• Equal [=] link

• Greater Than [>] link

• Greater Than Or Equal [>=] link

• Less Than [<] link

• Less Than Or Equal [<=] link

• Not Equal [!=] link

23.5.10.1 Inner join

An Inner join is the standard type of join. The result set from an Inner join includes all the records in

which the linked field value in both tables is an exact match. For instance, you can use an Inner join to

view all customers and the orders they have placed. You will not get a match for any customer who

has not placed orders.

Orders TableCustomer TableCustomer Table

Order AmountCustomer NameCustomer ID

25141.50Allez Distribution52

19164.30BG Mountain Inc.53

1683.60BG Mountain Inc.53

15716.40Hansen MTB Inc.57

1956.20La Bomba de Bicicleta58

24580.50Mountain Toad60

7911.80SFB Inc.62

19766.20Sierra Bicycle Group63

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Understanding Databases

Orders TableCustomer TableCustomer Table

Order AmountCustomer NameCustomer ID

12763.95Sierra Bicycle Group63

8233.50Sierra Mountain64

23.5.10.2 Left Outer join

The result set from a Left Outer join includes all the records in which the linked field value in both tables

is an exact match. It also includes a row for every record in the primary (left) table for which the linked

field value has no match in the lookup table. For instance, you can use a Left Outer join to view all

customers and the orders they have placed, but you also get a row for every customer who has not

placed any orders. These customers appear at the end of the list with blanks in the fields that would

otherwise hold order information:

Orders TableCustomer TableCustomer Table

Order AmountCustomer NameCustomer ID

25141.50Allez Distribution52

19164.30BG Mountain Inc.53

1683.60BG Mountain Inc.53

15716.40Hansen MTB Inc.57

1956.20La Bomba de Bicicleta58

24580.50Mountain Toad60

7911.80SFB Inc.62

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Understanding Databases

Orders TableCustomer TableCustomer Table

Order AmountCustomer NameCustomer ID

19766.20Sierra Bicycle Group63

12763.95Sierra Bicycle Group63

8233.50Sierra Mountain64

Bicicletas Aztecas54

Deely MTB Inc.55

Note:

Left Outer and Right Outer joins are handled differently in the SQL language from other join types. If

the database is accessed through ODBC, Crystal Reports uses ODBC syntax in the SQL statement.

If you are connecting to an SQL database directly (not through ODBC), Crystal Reports uses a syntax

native to the database. For more information about what an Outer join looks like in an SQL statement,

refer to Microsoft ODBC documentation or to the documentation for your SQL database.

23.5.10.3 Right Outer join

The result set from a Right Outer join includes all the records in which the linked field value in both

tables is an exact match. It also includes a row for every record in the lookup (right) table for which the

linked field value has no match in the primary table. If you link the Customer table to the Orders table,

you get one row in the table for each order a customer has placed. You also get a row for every order

found that cannot be linked to a customer. Theoretically, this should not happen, but if an inexperienced

sales person forgot to assign a customer ID to an order, you can quickly locate that order with a Right

Outer join. The resulting table leaves a blank in any of the Customer fields for the order without a

customer.

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Understanding Databases

Orders TableOrders TableCustomer Table

Order AmountOrder IDCustomer ID

25141.50652

19164.301153

1683.602153

15716.40457

1956.202058

24580.501660

7911.801962

19766.202863

12763.953263

8233.501464

10320.8725

Note:

Left Outer and Right Outer joins are handled differently in the SQL language from other join types. If

the database is accessed through ODBC, Crystal Reports uses ODBC syntax in the SQL statement.

If you are connecting to a SQL database directly (not through ODBC), Crystal Reports uses a syntax

native to the database. For more information about what an Outer join looks like in an SQL statement,

refer to Microsoft ODBC documentation or to the documentation for your SQL database.

23.5.10.4 Full Outer join

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A Full Outer join is a bidirectional outer join where you can see all records in your linked tables. The

result set from a Full Outer join includes all the records in which the linked field value in both tables is

an exact match. It also includes a row for every record in the primary (left) table for which the linked

field value has no match in the lookup table, and a row for every record in the lookup (right) table for

which the linked field value has no match in the primary table. If you link the Customer table to the

Orders table, you get one row in the table for each order a customer has placed. You also get a row

for every order found that cannot be linked to a customer, and a row for every customer for whom an

order cannot be found.

Orders TableOrders TableCustomer Table

Order AmountOrder IDCustomer ID

25141.50652

19164.301153

1683.602153

15716.40457

1956.202058

24580.501660

7911.801962

19766.202863

12763.953263

8233.501464

10320.8725

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Understanding Databases

23.5.10.5 Not Enforced

When you select this option, the link you've created is used only if it's explicitly required by the Select

statement. Your users can create reports based on the selected tables without restriction (that is, without

enforcement based on other tables). This is the default option.

23.5.10.6 Enforced From

When you select this option, if the to table for the link is used, the link is enforced. For example, if you

create a link from TableA to TableB using Enforce From and select only a field from TableB, the Select

statement will still include the join to TableA because it is enforced. Conversely, selecting only from

TableA with the same join condition will not cause the join to TableB to be enforced.

Note:

For an explanation of from and to tables, see Link from and link to.

23.5.10.7 Enforced To

When you select this option, if the from table for the link is used, the link is enforced. For example, if

you create a link from TableA to TableB using Enforce To and select only a field from TableA, the join

to TableB will be enforced, and the Select statement that is generated will include both tables.

Note:

For an explanation of from and to tables, see Link from and link to.

23.5.10.8 Enforced Both

When you select this option, if either the from table or the to table for this link is used, the link is enforced.

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Understanding Databases

23.5.10.9 Equal [=] link

The result set from an Equal link includes all the records where the linked field value in both tables is

an exact match. In the following example, the Customer table is linked to the Orders table by the

Customer ID field. When the program finds a Customer ID in the Orders table that matches a Customer

ID in the Customer table, it displays information for the corresponding records in both tables.

SQL uses the following syntax to describe an Equal link:

SELECT Customer.'Customer ID',

Customer.'Customer Name',

Orders.'Order Amount'

FROM 'Customer' Customer,

'Orders' Orders

WHERE Customer.Customer ID =

Orders.Customer ID

This statement produces the following data:

Orders TableCustomer TableCustomer Table

Order AmountCustomer NameCustomer ID

25141.50Allez Distribution52

19164.30BG Mountain Inc.53

1683.60BG Mountain Inc.53

15716.40Hansen MTB Inc.57

1956.20La Bomba de Bicicleta58

24580.50Mountain Toad60

7911.80SFB Inc.62

19766.20Sierra Bicycle Group63

12763.95Sierra Bicycle Group63

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Understanding Databases

Orders TableCustomer TableCustomer Table

Order AmountCustomer NameCustomer ID

8233.50Sierra Mountain64

23.5.10.10 Greater Than [>] link

The result set from a Greater Than link includes all records in which the linked field value from the

primary table is greater than the linked field value in the lookup table. As an example, a company may

want to compare the salaries made by all their sales representatives to the salaries made by all their

sales managers. The company executives want to make sure no sales representative is making more

money than any manager.

With this in mind, you can link the SalesRep table to the Manager table by the Salary field in each table

using a Greater Than link:

SELECT SalesRep.'Last Name',

SalesRep.'Salary',

Manager.'Last Name',

Manager.'Salary'

FROM 'SalesRep' SalesRep,

'Manager' Manager

WHERE SalesRep.'Salary' >

Manager.'Salary'

This SQL statement might produce data similar to this:

Manager TableManager TableSalesRep TableSalesRep Table

SalaryLast NameSalaryLast Name

$32,000.00Fuller$35,000.00Davolio

$30,000.00Brid$35,000.00Davolio

$29,500.00Buchanan$35,000.00Davolio

$45,000.00Hellstern$48,300.00Dodsworth

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Manager TableManager TableSalesRep TableSalesRep Table

SalaryLast NameSalaryLast Name

$32,000.00Fuller$48,300.00Dodsworth

$30,000.00Brid$48,300.00Dodsworth

$29,500.00Buchanan$48,300.00Dodsworth

$35,000.00Martin$48,300.00Dodsworth

$29,500.00Buchanan$30,000.00Patterson

In this table, there is no relationship established between sales representatives and sales managers.

Since all managers have seniority over all sales representatives, a company might find it necessary to

check if any representatives make more money than any managers, evidence of a salary problem that

needs to be remedied.

23.5.10.11 Greater Than Or Equal [>=] link

The result set from a Greater Than Or Equal link includes all records in which the linked field value in

the primary table is greater than or equal to the linked field value in the lookup table. The example here

is identical to the example for the Greater Than join, except that it uses the Greater Than Or Equal link:

SELECT SalesRep.'Last Name',

SalesRep.'Salary',

Manager.'Last Name',

Manager.'Salary'

FROM 'SalesRep' SalesRep,

'Manager' Manager

WHERE SalesRep.'Salary' >=

Manager.'Salary'

This statement might produce data such as this:

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Manager TableManager TableSalesRep TableSalesRep Table

SalaryLast NameSalaryLast Name

$32,000.00Fuller$35,000.00Davolio

$30,000.00Brid$35,000.00Davolio

$29,500.00Buchanan$35,000.00Davolio

$35,000.00Martin$35,000.00Davolio

$45,000.00Hellstern$48,300.00Dodsworth

$32,000.00Fuller$48,300.00Dodsworth

$30,000.00Brid$48,300.00Dodsworth

$29,500.00Buchanan$48,300.00Dodsworth

$35,000.00Martin$48,300.00Dodsworth

$30,000.00Brid$30,000.00Patterson

$29,500.00Buchanan$30,000.00Patterson

23.5.10.12 Less Than [<] link

The result set from a Less Than link includes all records in which the linked field value in the primary

table is less than the linked field value in the lookup table. Using the Less Than link, you can compare

sales representative and manager salaries in a different direction. Once again, the Salary field in each

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table is used as the link field. This time, though, you link from the Manager table to the SalesRep table

using a Less Than link on the linked Salary fields:

SELECT Manager.'Last Name',

Manager.'Salary',

SalesRep.'Last Name',

SalesRep.'Salary'

FROM 'Manager' Manager,

'SalesRep' SalesRep

WHERE Manager.'Salary' <

SalesRep.'Salary'

This SQL statement produces a slightly different table than that produced by the Greater Than link:

SalesRep TableSalesRep TableManager TableManager Table

SalaryLast NameSalaryLast Name

$35,000.00Davolio$32,000.00Fuller

$48,300.00Dodsworth$32,000.00Fuller

$35,000.00Davolio$30,000.00Brid

$48,300.00Dodsworth$30,000.00Brid

$35,000.00Davolio$29,500.00Buchanan

$48,300.00Dodsworth$29,500.00Buchanan

$30,000.00Patterson$29,500.00Buchanan

$48,300.00Dodsworth$35,000.00Martin

$48,300.00Dodsworth$45,000.00Hellstern

23.5.10.13 Less Than Or Equal [<=] link

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The result set from a Less Than Or Equal link includes all records in which the linked field value in the

primary table is less than or equal to the linked field value in the lookup table. The example here is

identical to the example for the Less Than link, except that it uses the Less Than Or Equal link:

SELECT Manager.'Last Name',

Manager.'Salary',

SalesRep.'Last Name',

SalesRep.'Salary'

FROM 'Manager' Manager,

'SalesRep' SalesRep

WHERE Manager.'Salary' <=

SalesRep.'Salary'

This SQL statement produces data similar to the following:

SalesRep TableSalesRep TableManager TableManager Table

SalaryLast NameSalaryLast Name

$35,000.00Davolio$32,000.00Fuller

$48,300.00Dodsworth$32,000.00Fuller

$35,000.00Davolio$30,000.00Brid

$48,300.00Dodsworth$30,000.00Brid

$30,000.00Patterson$30,000.00Brid

$35,000.00Davolio$29,500.00Buchanan

$48,300.00Dodsworth$29,500.00Buchanan

$30,000.00Patterson$29,500.00Buchanan

$35,000.00Davolio$35,000.00Martin

$48,300.00Dodsworth$35,000.00Martin

$48,300.00Dodsworth$45,000.00Hellstern

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23.5.10.14 Not Equal [!=] link

The result set from a Not Equal link includes all records in which the linked field value in the primary

table is not equal to the linked field value in the lookup table. This type of link can be used to find possible

combinations of items when a table is joined to itself (a self-join). For example, a company can have a

table listing all products they sell. When they decide to hold a sale where their customers buy one item

and get the second item half price, they may need a list of all possible two item combinations:

SELECT Product1.'Product Name',

Product2.'Product Name',

FROM 'Product' Product1

'Product' Product2

WHERE Product1.'Product Name' !=

Product2.'Product Name'

In this SQL statement, the Product table is opened twice. The first time, it is given the alias name

Product1. The second time, it is given the alias name Product2. Then the Product Name field is used

to link from the Product1 table to the Product2 table. This is the same table, but since it has been opened

twice using different aliases, Crystal Reports considers it two separate tables. A Not Equal link is used

to link the tables by the Product Name field. As a result, each product is paired with every other product

offered, but is not paired with itself:

Product2Product1

Product NameProduct Name

Xtreme Mtn LockXtreme Adult Helmet

InFlux Lycra GloveXtreme Adult Helmet

Roadster Micro Mtn SaddleXtreme Adult Helmet

Xtreme Adult HelmetXtreme Mtn Lock

InFlux Lycra GloveXtreme Mtn Lock

Roadster Micro Mtn SaddleXtreme Mtn Lock

Xtreme Adult HelmetInFlux Lycra Glove

Xtreme Mtn LockInFlux Lycra Glove

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Product2Product1

Product NameProduct Name

Roadster Micro Mtn SaddleInFlux Lycra Glove

Xtreme Adult HelmetRoadster Micro Mtn Saddle

Xtreme Mtn LockRoadster Micro Mtn Saddle

InFlux Lycra GloveRoadster Micro Mtn Saddle

Note:

The symbol != is used to represent a Not Equal link, if the ODBC data source driver for the data being

accessed supports this symbol. If not, the default symbol <> is used to represent a Not Equal link.

23.6 Server-side processing

Server-side processing allows you to set up a report that performs the majority of its processing on the

server and pushes only relevant details to your computer.

Server-side processing provides you with a number of benefits:

• Less time connected to the server.

• Less memory needed to process the report on your computer.

• Lower transfer time from the server to the client.

Here's how server-side processing works: by using SQL pass-through technology to send an SQL

statement to the database server and retrieve an initial set of data, Crystal Reports off-loads much of

the data retrieval and sorting work onto the server system, thus freeing up local memory and resources

for more important tasks. That is why server-side processing works only for reports that have been

sorted and grouped; if a report has not been sorted and grouped (for example, if it is a simple list report),

then there is no processing to push to the server. You should also note that server-side processing

works only for reports based on SQL data sources.

Note:

• This description applies only to off-loading grouping and sorting to the server.

• Large amounts of server resources can be used for the temporary databases required when pushing

grouping to the server.

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Keep in mind that in order to perform the grouping on the server, your report must conform to the

following conditions:

• The Perform Grouping on Server option (in the Options dialog box) is enabled. For more information,

see Enabling server-side processing.

• The report uses some form of grouping.

• The report is at least partially hidden (at the very least, the Details section must be hidden). Since

the server will process those sections that are hidden, the greater the portion of the report that is

visible, the greater the amount of processing that must take place on the client side. If the Details

section is shown, server-side processing will not be possible.

• In some cases, formula fields must be processed on the client side. If grouping is based on a formula

field, or if a formula is used in a summary field, then all the records must be transferred to the client

side before the formula can be evaluated. This will increase the amount of time required to run the

report. Therefore, you may want to use SQL expressions as an alternative to formulas.

Note:

Formulas used for record selection are an exception and can be pushed down to the server.

• For a report to be processed on the server, any running totals appearing in the report must be based

on summary fields (since the data needed for the running totals will be pulled over to the client side).

• For a report to be processed on the server, the report must contain only summary fields of these

types: Sum, Maximum, Minimum, Count.

• The report does not contain specified value grouping.

Note:

• When you drill-down on a hidden section of a report, with the processing being done on the server,

connection to the server will be automatically initiated. If the client is disconnected from the server

(for example, if you download a report onto your laptop and you work on it from a remote location),

then drilling-down on data will produce an error since the database is not available.

• If you save a report that has been partially processed on the server using the Save Data with Report

option, the program will save only those records that have been transferred to the client side. In

other words, if you have drilled-down on a hidden section and there is a tab for that data in Crystal

Reports (indicating the data has been transferred), those records will be saved with the report.

23.6.1 How server-side grouping affects the SQL query

When a report pushes most of its processing to the server, this by necessity alters the SQL query. Thus,

when the Perform Grouping on Server option is enabled, individual aspects of server-side processing

will modify the SQL statement in different ways.

• If you select Use Indexes Or Server For Speed (in the Report Options dialog box), the program adds

an ORDER BY clause to the SQL statement and a WHERE clause for the record selection formula,

if possible.

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• If you group on a linkable data type in the DBMS, the program adds a GROUP BY clause to the

SQL statement. The program uses the GROUP BY clause to perform the grouping on the server.

• If you summarize on a linkable data type, the program adds a summary field to the SELECT clause

of the SQL statement.

• If you drill-down on a linkable data type, the program adds a WHERE clause to the SQL statement.

• If you group in descending order on a linkable data type, the program adds an ORDER BY clause

to the SQL statement.

The statement also varies between tabs:

• If you are working in the Preview tab, the statement includes the GROUP BY clause, as well as any

aggregates that the report is pushing to the server.

• If you are drilling-down, the statement varies depending on the underlying data and the level of

drill-down. With each drill-down, the WHERE criteria changes. Also, if you drill-down to the details,

the statement will not include a GROUP BY clause (since you no longer have any groups on that

drill-down tab).

To view the current SQL statement for the active tab, choose Show SQL Query from the Database

menu. The Show SQL Query dialog box appears, displaying the SQL statement.

Note:

You can use the Formula Workshop to edit SQL expressions to be processed on the server.

23.6.1.1 Enabling server-side processing

On the File menu, click Report Options.

Select Perform Grouping on Server on the Report Options dialog box.

This check box is inactive if Use Indexes or Server for Speed is not selected.

Click OK.

Note:

You can also enable or disable this option quickly by selecting or deselecting Perform Grouping on

Server on the Database menu as needed. If Use Indexes or Server for Speed is not selected in the

Report Options dialog box, this command is inactive.

23.7 Mapping database fields

The Map Fields dialog box allows you to link report fields to their corresponding database fields when

you have made changes to the structure of the database, or when you have created a report based on

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one database from a template of another report based on some other database that has the same table

and field structure. In this way, the dialog box helps you to make sure your reports print with the current

version of the active database.

When you first create a report, the report draws its fields from the database as it exists at the time. If

you change the structure of the database after you create the report, the program needs to adapt the

report to the new structure.

23.7.1 About the Map Fields dialog box

The Map Fields dialog box contains four boxes:

• The upper-left box displays the names of all unmapped report fields (for which the program detects

a change in the active database). The top name is selected by default.

• The upper-right box displays the names of unmapped database fields (in which the program detects

a change). Since the Match Type box is selected by default, this box displays only the names of

unmapped database fields of the same type as the unmapped report field you selected in the

upper-left box. To display all unmapped database fields, regardless of type, clear the Match Type

box.

• The lower-left box displays the names of mapped report fields. When you map fields in the upper

boxes, they appear in the lower boxes.

• The lower-right box displays the names of mapped database fields. When you map fields in the

upper boxes, they appear in the lower boxes.

For each database field that you have changed, highlight the report field and the database field in the

upper sections and click Map. The field names move from the upper boxes to the lower boxes.

You do not have to remap every report field. For example, if you delete a database field, it is not

necessary to remap its corresponding report field, since you will not need that field in your report. You

can click OK to close the dialog box without remapping each field listed in the upper-left box.

On some occasions, you might want to unmap or unlink report and database fields that you have already

mapped. For example, you might mistakenly map the wrong fields or want to map a report field to a

database field that you have already mapped. In these cases, you can select a report field in the lower

boxes (the program then automatically selects the database field) and click Unmap. The field names

will move from the lower boxes to the upper boxes.

Note:

Crystal Reports does not automatically refresh the report data when you close the Map Fields dialog

box. To refresh your data, click Refresh on the Standard toolbar.

23.7.2 Remapping processes

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If you make changes to the active database or universe fields that require you to remap the corresponding

report fields, you can display the Map Fields dialog box by choosing any of these commands from the

Database menu:

• Verify Database

• Verify on First Refresh

• Set Datasource Location

Note:

There is also a global option called Verify When Database Driver Upgraded (set on Database tab of

the Options dialog box) that can make the Map Fields dialog box appear when you first refresh a report's

data after updating its database driver.

You can use each of these commands for a specific function; however, any of these commands will

open the Map Fields dialog box if the program detects a mismatch between the field names in the report

and the field names in the database or universe. In order to detect any possible mismatches, the program

checks each field name in the report against the field names in the database or universe. If one of the

field names does not match any of the field names in the database or universe, the Map Fields dialog

box appears.

Note:

Report fields that are left unmapped are removed from the report.

23.7.2.1 Using the Verify Database process

When you choose Verify Database from the Database menu, the program checks the active databases

or universes, and reports. If it detects changes, the report must be adapted to prevent errors.

The program displays the Map Fields dialog box when it detects either of these types of changes to the

database or universe:

• The name of a field that is used in the report has changed.

• The database or universe has been upsized from a PC data source to an SQL data source.

For a tutorial on the Map Fields dialog box, see Remapping altered database fields. Crystal Reports

automatically adapts the report (and does not display the Map Fields dialog box) if it detects any of

these changes:

• Fields have been added to the database or universe.

• Fields that are not used in the report have been deleted from the database or universe.

• Field positions have changed in the database or universe.

• Data types have changed for fields in the database or universe.

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23.7.2.2 Using the Verify on First Refresh process

Verify on First Refresh triggers the Verify Database command the first time you refresh your report data

per session:

• If there is a check mark beside Verify on First Refresh, the option is active (the option is active by

default for new reports).

• If there is no check mark beside it, the option is inactive.

23.7.2.3 Using the Set Datasource Location process

When you choose Set Datasource Location from the Database menu and specify a new location for

the active database or universe, the program checks the database or universe for changes.

Set Datasource Location displays the Map Fields dialog box when it detects any of the following changes

in the database structure:

• A field has been deleted.

• A field has been renamed.

• The database or universe is completely new.

Note:

The program checks for these changes only if the databases or universes have different names or if

the name has changed. If the databases or universes have the same name, the Map Fields dialog box

does not appear, and you need to verify the database or universe when you have finished setting the

location. For more information, see Using the Verify Database process.

23.7.3 Remapping altered database fields

Use the Map Fields dialog box to remap existing report fields in the active database or universe if they

have been altered.

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23.7.3.1 To remap an altered database field

With the report active in the Design tab, choose Verify Database from the Database menu.

The Verify Database message box appears.

• If the program detects no changes in the active database, the message box displays this message:

"The database is up to date." In this case, click OK and return to your work.

• If the program detects a change(s) in the active database, the message box displays this message:

"The database file ["table name"] has changed. Proceeding to fix up the report!"

Click OK.

If the program detects that a field name has been altered in the active database, the Map Fields

dialog box appears.

Note:

The program automatically adapts the report to changes in other data within the database (number

of fields, field position, data type, and so on). It is not necessary to remap fields in which these

changes have been made.

Highlight the first report field that you want to remap in the upper-left box.

In the upper-right box, highlight the unmapped database field to which you want to remap the selected

report field.

Click Map.

The highlighted report and database fields no longer appear in the upper boxes. Instead, they appear

in the corresponding lower boxes.

Repeat Steps 3 through 5 for each unmapped report field you want remapped.

Note:

If the names of any report fields remain in the upper-left box when you exit the dialog box, the

program removes them from your report.

Click OK.

The program remaps the report fields to the altered database fields.

23.8 Saved Data Indexes

You can increase the performance of a Crystal report by indexing its saved data. When you create a

Saved Data Index on a particular field, Crystal Reports can more efficiently filter on that field. In particular,

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you will achieve considerable performance gains—especially in larger reports—by indexing fields that

are referred to by record selection formulas.

Note:

The benefits of Saved Data Indexes are largely unnoticeable in reports whose record selection returns

fewer than 10,000 records.

Saved Data Indexes are especially useful when you schedule your Crystal reports for viewing through

SAP BusinessObjects Business Intelligence platform. For example, you want to provide your users with

information about yearly sales for North America, so you create a report. You also want sales

representatives to see figures for their individual regions, but you don't want them to see figures for

other regions, so you create a selection formula to limit the report. After you schedule the report in SAP

BusinessObjects Business Intelligence platform and sales representatives view its instances, they see

only figures for their own regions. If you had also created Saved Data Indexes, the representatives

would see their records without having to wait for all records to be loaded.

In other words, the Saved Data Indexes allow a subset of the report's data to be accessed by a user.

The indexes are invoked by applying a selection formula in SAP BusinessObjects Business Intelligence

platform at view time (that is, the selection formula applies a filter to an indexed field). These selection

formulas can be applied by setting them in a report viewer, or by setting them through a report processing

extension. (For information about report processing extensions, see the

SAP BusinessObjects Business

Intelligence Platform .NET SDK Developer Guide

23.8.1 How Report Indexing works

With a non-indexed report, Crystal Reports has to look at every record in order to locate values that

meet specified criteria. For instance, when a user requests a particular subset of the saved data, or

when a user requests the report but only has rights to access certain records, Crystal Reports filters

the saved data by checking each record for the appropriate values.

If you have indexed the saved data by one or more fields, however, Crystal Reports already knows

which records contain particular values. Consequently, when a user accesses a particular subset of

the saved data from the indexed field, Crystal Reports can locate and format the appropriate records

more efficiently.

Once you have created Saved Data Indexes, they work entirely in the background. Users don't know

that the saved data is indexed, and the grouping, sorting, or formatting of the report doesn't change at

all. The indexes merely allow Crystal Reports to locate particular records quickly, without passing

through the saved data in its entirety.

23.8.2 Considerations for using Saved Data Indexes

There are some things that you should consider before deciding to use Saved Data Indexes:

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• Indexes work best in scenarios where a report contains a large set of data, but only small subsets

of the data are viewed at one time.

• Large, complex reports can overload the Crystal Reports report engine.

For example, creating a large report with a selection formula that returns 90% of the report's data

will probably take up more memory and disk space than a report file without indexes. In such a case,

report processing will be slower.

• Indexes require disk space; this disk space can add up to more than the space required for the data

itself. You trade the speed of applying selection formulas for the size of your report files.

• The Crystal Page and RAS servers are limited in how much caching occurs for different users when

selection formulas are applied. Therefore, when a user views a report file with a selection formula

and the Page Server takes up a certain amount of RAM, adding more users could cause the Page

Server to use even more RAM.

23.8.3 Indexing the right field(s)

These guidelines describe the best ways to index saved data and what to avoid when indexing:

• Index fields that users frequently add to their record selection formulas.

• Index fields that are referred to by the report's record selection formula.

• Don't index all of the fields in the report.

Doing so can result in increased processing times. It is best to index only on the fields that meet the

criteria specified above. If all of the fields meet these criteria, then you should prioritize the fields

and index only some of them.

• Don't index fields that contain unique values only.

For instance, don't index a field such as "Last Year's Sales," whose values are likely to be distinct

from one another. If you do so, a separate index is created for each and every value in the field.

23.8.3.1 To index saved data

Open your report in the Crystal Reports.

On the Report menu, click Report Bursting Indexes.

In the Saved Data Indexes dialog box, select the fields that you want indexed within the saved data.

Click OK to return to Crystal Reports.

If you want to create the index immediately, refresh and save the report.

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23.9 Unicode support in Crystal Reports

Crystal Reports supports Unicode by converting data from non-Unicode databases as it accesses it

(this data conversion happens within Crystal Reports; the data in your database is not affected).

Conversion is done using the identifier of the non-Unicode data and the machine's locale setting (usually

found in the Control Panel's Regional Settings). To take advantage of the Unicode support in Crystal

Reports, ensure the locale setting is correct on each machine that uses Crystal Reports.

23.10 Working with databases

This section introduces several common procedures related to accessing database files from within

Crystal Reports. Where practical, step-by-step instructions are provided.

23.10.1 Using Access queries

23.10.1.1 Opening Access queries through DAO

Microsoft Access queries can be used in Crystal Reports as separate data sets, just like Access tables.

When you open an Access database through the DAO engine, any queries in the database can

automatically be read.

23.10.1.1.1 To open an Access query through DAO

On the Start Page, click Blank Report.

In the Database Expert dialog box, locate, highlight, and then expand the Microsoft Access database

(*.mdb) file that contains the query you want to use in your report.

Note:

If your database requires a user name and password, or any other log on information, a log on dialog

box appears.

Highlight the query in the Views folder and any tables you want to include in your report and click

the > arrow.

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Click OK when you are finished with the Database Expert dialog box.

The Field Explorer dialog box appears.

Note:

The Links tab appears in the Database Expert if you have selected several queries and tables.

All of the queries and tables you highlighted from your Access database appear in the Field Explorer

dialog box.

Locate your query in the Database Fields list, and double-click its name.

The query expands to display all the fields it contains.

Highlight any fields you want to use in your report and add them to the Design tab.

Note:

You cannot use Access Action queries or Update queries in Crystal Reports. However, you can use

Access Select queries, Cross-tab queries, and Parameter queries. For more information about Parameter

queries, see Opening Access Parameter queries.

23.10.1.2 Opening Access queries through ODBC

ODBC gives you more control over which parts of a database you can use. For this reason, using an

Access query through ODBC may require a few extra steps.

23.10.1.2.1 To open an Access query through ODBC

On the File menu, click Options.

Click the Database tab.

Ensure that the Views check box is selected.

Selecting "Views" automatically displays any available queries in your Access database.

In addition, you can specify Table name LIKE and Owner LIKE options, if you wish.

• "Table name LIKE" is based on the SQL LIKE clause. This option allows you to specify the kinds

of table names you want to appear in the Choose SQL Table dialog box. You can use the

underscore character (_) or the percent sign character (%) as wildcards with this function. The

underscore character specifies any single character, while the percent sign signifies any character

string. For example, DAV_ matches DAVE only, while DAV% matches DAVE and DAVID. Table

name LIKE C% displays only those tables that have a table name beginning with the letter C.

• "Owner LIKE" is also based on the SQL LIKE clause. Owner LIKE allows you to select the Owner

(or Creator or Alias) of the table, not the table name itself. For example Owner LIKE C% displays

only those tables that have an owner beginning with the letter C.

Click OK to exit the Options dialog box.

Create a new report and choose ODBC as the data source for your Access database.

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Locate and select the data source that contains the Access query you want to use.

Note:

If your database requires a user name and password, or any other log on information, click Next to

go to the Connection Information dialog box.

Tip:

Choosing an ODBC data source and entering connection information automatically logs you onto

the server.

Highlight your query in the Views folder, click the > arrow, and then click OK.

The Design tab appears along with the Field Explorer dialog box. Your Access query, and all fields

associated with that query, appear under "Database Fields."

Note:

You cannot use Access Action queries or Update queries in Crystal Reports. However, you can use

Access Select queries and Cross-tab queries.

23.10.1.3 Opening Access Parameter queries

Access Parameter queries can be opened only when you open an Access database via ODBC. Make

sure you have an ODBC data source set up for your Access database before attempting this procedure.

See Setting up an ODBC data source.

Note:

When you design a Parameter query in Access, you must provide a prompt for the query and specify

a data type for the parameter. First, with your query open in Design View in Microsoft Access, enter a

prompt in the Criteria cell for the field that will act as a parameter. Then, choose Parameters from the

Query menu in Access, and specify a data type for the parameter you just created. Make sure the

prompt appears exactly as it does in the Criteria cell. For complete instructions, refer to your Access

documentation. If you do not set up your Parameter query correctly, Crystal Reports will not be able to

use it.

23.10.1.3.1 To open an Access Parameter query

In Crystal Reports, choose Options from the File menu.

The Options dialog box appears.

Click the Database tab.

Ensure that the Stored Procedures check box is selected.

Selecting "Stored Procedures" automatically displays any available stored procedures when you

log on to an ODBC data source. Crystal Reports treats Access Parameter queries much like it treats

SQL stored procedures. So, to use a Parameter query, the Stored Procedures check box must be

selected.

2013-05-06558

Understanding Databases