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CRYSTAL REPORTS 2008

Design Introduction

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CRYSTAL REPORTS
Design Introduction

Prerequisites:
Crystal Reports Design by Report Wizard.

Objectives:
The purpose of this guide is to provide an example walk through of creating a Crystal
Report from scratch.

After going through this guide the audience will be able to use basic Crystal Reports
functionality to create a Crystal Report.

This guide may be used as a baseline for presenting Crystal Reports creation; NOTE you
should only demo report creation to a technical audience upon request.

The Crystal Reports creation wizard in general should be considered as the presentatio
script prior to this.

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CRYSTAL REPORTS
Design Introduction

Step 1) Launch Crystal Reports 2008, Start – Programs – Crystal Reports 2008.

Step 2) Select “Blank Report” on the Start Page under “Start A New Report”.

Step 3) Expand the Create New Connection & expand “Access/Excel (DAO).

Note: This example uses the xtreme.mdb (Access DB)

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Design Introduction

Step 4) Navigate your directory & select the xtreme.mdb file

Step 5) Select “Access” as the “Database Type” & then click “Finish”

Note: If your Access db is secured, you would check the “Secure Logon” & enter in
the db password, the user id & pwd to query with and the location of the Access
Security file

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Design Introduction

Step 6) Expand the db icon & the “Tables” icon and select the “Customers”, “Orders”
& “Orders Detail” tables and move them to the right hand side.
Note: You can also report off View, Stored Procedures and even write your own SQL
to be executed.
Step 7) Select the “Links” to proceed.

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Design Introduction
Step 8) The tables should be automatically linked based on either keys or field
names. Ensure the same relationships as below & click “Ok”.
Note:

Crystal Reports will automatically detect relationships based on db Keys or Field Names.

You may also delete these by highlighting a join and pressing delete.

You may create your own simply by dragging and dropping a field in one table to another.

You may also specify the type of join and cardinality simply by double clicking on any of the relationships.

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CRYSTAL REPORTS
Design Introduction (Grouping)

Step 9) Add a Grouping to the report. Select “Report” from the menu and then
“Group Expert”.

Step 10) In the new window, move “Country”, “Region” and “City” to the right hand
side.

Note: You can sort in either ascending or descending order.

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Design Introduction (Formula)

Step 11) Create a new Formula. Right click on “Formula Field” and select “New…”

Step 12) Enter “Total Amount” and click “Ok”.

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Design Introduction (Formula)

Step 13) In the Formula Workshop, create the below formula either by typing the
syntax or expanding the Report, Function & Operators fields and double clicking
the desired elements. Then verify, save and close.

Note: You may also create your own Custom Functions which can be saved to
Crystal Reports Server. Other reports can then reutilize these functions. In
addition, any changes to those functions will automatically update any reports
using those functions.

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Design Introduction (Summary)
Step 14) Create a summation on all group levels. Select “Insert” and “Summaries”
from the menu bar.

Step 15) Select “Total Amount”, “Sum” and “Add to all group levels”. Then select
“Ok”.

Note: By default the summations will be placed in the group footers. You can drag
and drop these to the headers.

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Design Introduction (Charts)

Step 16) Add a chart. Select “Insert” then “Chart” from the menu bar. Place this in
the Report Header section.

Note: By right clicking on the chart and selecting “Chart Expert” you can alter the
properties of the chart.

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Design Introduction (Sections)

Step 17) Insert a new section below “Group Header #3a” to provide more room.
Right click on “Group Header #3a” and select “Insert Section Below”.

Step 18) You may hide (drill) or suppress (no drill) sections. Hide all the Group
Header sections, by right clicking and selecting “Hide”. Suppress all the Group
Footer sections, by right clicking and selecting “Suppress”.

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Design Introduction (Fields)

Step 19) Drag and drop “Customer Name”, “Unit Price”, “Quantity” and “Total
Amount” fields into the “Details” section.

Note: Titles appear on the reports as well. Drag these into “Group Header #3b”.

Step 20) If desired expand “Special Fields” in the “Field Explorer” and add “Page Nof
M” and “Print Date”.

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Design Introduction (Sorting)

Step 21) Add a Sort Control by clicking “Insert” then “Sort Control” from the menu.

Step 22) Choose “Country” and select “Ok”.

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Design Introduction (Sorting)

Step 23) Place the sort control in the Report Header section. Type “Countries: “ and
drag and drop the Report Footer’s summation within the sort control text.

Note you can add fields into text objects. This is great for forms, etc..

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Design Introduction (Parameters)

Step 24) Add a Static Parameter, by right clicking “Parameter Fields” and selecting
“New…”.

Step 25) Call it “Country”, select “Country” field and append all values. Also set
“Allow custom values” to false and “Allow multiple values” to true. Click “Ok”.

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Design Introduction (Parameters)

Step 26) Select “Report”, “Select Expert” and then “Record” from the menu.

Step 27) Select “Country” field and click “Ok”.

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Design Introduction (Parameters)

Step 28) Select “is equal to” and select our “Country” parameter. Click “Ok”.

Note: You may choose to code your own parameter logic.

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Design Introduction (Parameters)

Step 29) Add a Dynamic Parameter by right clicking the “Country” parameter and
selecting “Edit…”.

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Design Introduction (Parameters)

Step 30) Change the “List of values” type to “Dynamic”. Add the prompt text as seen
below.

Step 31) Add the “Country”, “Region” & “City” fields as well as create the parameters,
then click “Ok”.

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Design Introduction (Parameters)

Step 32) Modify the record selection by selecting “Report”, “Select Expert” then
“Record” from the menu.

Step 33) Delete the Country selection and create a new selection based on “City”.
Set it equal to the “City” parameter and click “Ok”.

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Demo Considerations

Things to emphasize:

Drag & Drop, WYSIWYG interface

No coding / development required

Powerful set of formulas & functions

Wide range of charting options

Static, Dynamic, refreshable & non refreshable parameters

Lots of end user interactivity, sort, drill etc…

Wide range of export options

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