Crystal Reports Secrets. 20 Secret Shortcuts and Workarounds for Crystal Reports Designers and Developers

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1 Crystal Reports Secrets 20 Secret Shortcuts and Workarounds for Crystal Reports Designers and Developers

2 This guide is for your personal use, compliments of Business Objects Education Services. It contains a concise summary of answers to the most common Crystal Reports questions, along with links to more detailed explanations. Created to help report designers and developers quickly improve their skills, this guide was:.. Developed by the people who wrote the code experts who can explain their secrets, step by step Based on the most common questions identified by Technical Support Designed to help you get the most out of Crystal Reports. Learn to unlock the value inside your information to help your organization improve business performance. ii Business Objects Crystal Reports Secrets

3 Contents Why these secrets are so important i.) Critical skill deficit...5 ii) Cost of inadequate preparation...6 iii) Impact on IT project success...7 iv) Training resources available...8 Top 20 Secrets Secrets for Report Designers: #1. How to display every nth record in Crystal Reports...9 #2. How to display only the report file name on a report...11 #3. How to suppress a blank subreport from displaying...12 #4. How to share subreport data with the main report...15 #5. Evaluate null field values in formulas or record selection...18 #6. How different 'Keep Together' options affect the report...23 #7. How to export to PDF or RTF in Crystal Reports...28 #8. Suppress a section that contains a blank subreport...30 #9. How to create a table of contents for a report...39 #10. How to add time fields...43 #11. What font types are supported in Crystal Reports?...47 #12. How to format specific words or characters within a string...50 #13. How to display a date range parameter on a report...52 #14. How to suppress a blank subreport...54 iii Business Objects Crystal Reports Secrets

4 Contents Secrets for Developers: #15. How to deploy an application that uses Crystal Reports and VS.NET...56 #16. What is Unicows.dll and where can you find it?...59 #17. How to change the data source using CR for VS.NET application...60 #18. How to pass Database logon info to a Crystal Report at runtime in VB.NET...65 #19. How to create a report and add a parameter field using Report Creation API...70 #20. Crystal Reports for Visual Studio.NET...76 Summary:...78 More resources available Worldwide contact information:...79 iv Business Objects Crystal Reports Secrets

5 Critical Skill Deficit Fact: Many users are not adequately prepared Organizations around the world invest in business intelligence (BI), enterprise resource planning (ERP) and customer relationship management (CRM) solutions yet frequently fail to arm their people with the training they need to get the most out of the implementation. According to Meta Group research, three out of every four ERP users raise the white flag they do not have the skills they require. The good news is that the time you invest in learning the secrets presented in this document and in formal learning will pay off right away in greater efficiency, boosted confidence, and better reports. Overlooked: Let s learn a lesson from ERP Three out of four ERP users lack competency 76% user competency substandard or failing 24% user competency satisfactory 83% didn t institute a comprehensive training plan 42% no end-user training beyond that provided at the end of the implementation Source: Meta Group research, August 2003 as cited in ZD Net online article Three out of four ERP users raise the white flag. 5 Business Objects Crystal Reports Secrets

6 Cost of Inadequate Preparation Fact: Preparation and skill development are key project success factors The impact of inadequate preparation may be greater than you think. We all suffer from the tyranny of the urgent putting off learning critical skills even though we will desperately need these very skills in the middle of a demanding project. Here is the question: What is the cost of failure or delay on your project? Why do IT Projects fail? Incomplete Requirements 13.1% Lack of User Involvement 12.4% Lack of Resources 10.6% Unrealistic Expectations 9.9% Lack of Executive Support 9.3% Changing Requirements & Specifications 8.7% Lack of Planning 8.1% Didn t Need it any longer 7.5% Lack of IT Management 6.2% Technology Illiteracy 4.3% Source: Chaos Report N= 365 IT Managers 6 Business Objects Crystal Reports Secrets

7 Impact on IT project success Fact: The real cost of skill deficit is high Organizations often believe that users are resourceful enough to find their own way through new programs and systems. While this may be true, an unguided learning process is much less effective than a systematic approach to training. Learning the techniques that make a user proficient requires a one-time investment whereas failure to master these techniques requires a time investment every time the user performs a task. On average, most individuals spend 50 percent of their time gathering and collecting the information for standard report analysis and the remaining time analyzing the information. At those companies where BI tools and technologies have been implemented in a consistent manner, roughly 20 percent of an individual's time is spent gathering and collecting, while 80 percent is spent reporting and analyzing the information for trends, business opportunities, forecasting and other related value-based analysis Hackett Best Practices Strategic Decision Making benchmark, % of IT executives said training of users would improve information access Business Week Survey 7 Business Objects Crystal Reports Secrets

8 Training Resources Available Fact: Continuous learning yields exponential benefit Once you ve had a chance to digest these tips and tricks, you ll probably want to take your skills to the next level. Trained users take advantage of 20% more product features and have both greater competence and higher confidence as a result of their training. Learn from the experts, the people who created the software. Both classroom and e- learning training is available. Business Objects Education group has trained over 200,000 users. Only the creators of the software have in-depth understanding of all of the software features. We employ only the most experienced instructors professionals with a proven track record in sharing time-saving tips and best practices. 95% of trainees rank their experience as good to excellent in terms of job relevance. 1 Courses for Crystal Reports Designers: Report Design I: ( ) Fundamentals of Report Design Report Design II: ( Business Reporting Solutions Courses for Crystal Enterprise Administrators: Crystal Enterprise: ( Administering Users and Content Crystal Enterprise: ( Administering Servers Crystal Enterprise: ( Designing and Deploying a Solution Crystal Enterprise: ( Building and Creating Business Views 1 Source: Analysis of post class evaluations Business Objects Crystal Reports Secrets

9 #1 How to display every nth record in Crystal Reports #1 How to display every nth record in Crystal Reports The information in the article refers to: Crystal Reports 10 Applies to: Reported version and lower Formulas Conditional Suppression Format Section Synopsis: In Crystal Reports (CR), is it possible to display every nth record without indexing the database table? For example, you have a report with 100 records but you only want to see every 25th record. Your report connects to a database table that does not contain an indexed field. Solution: A formula can be created that will display every nth record by conditionally suppressing all other records. The example below shows how to display every 25th record. Example Formula: Remainder((recordnumber),25) <> 0 You will employ this formula in the Section Expert. To apply this formula in the Section Expert: 1. Right-click on the details section and click 'Section Expert'. 2. On the 'Sections' list, click the details section. 3. Leave the check box cleared and click the 'X+2' command button next to 'Suppress (No Drill-Down)'. The formula editor opens. 9 Business Objects Crystal Reports Secrets

10 #1 How to display every nth record in Crystal Reports 4. Type the formula provided by this article. 5. Save your formula and close the formula editor. 6. Click OK in the Section Expert. You will now only see every 25th record. All other records do not display on the report because of the conditional suppression at the details level. Background Information This formula returns a value of true for all records not divisible by 25 and a value of false for all records that are divisible by 25. CR reads the results of the formula to determine if a record will appear. More Information For more information about the 'Remainder' function or 'Record Number' special field, refer to the Crystal Reports Online Help by pressing the 'F1' key. Training: Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at: 10 Business Objects Crystal Reports Secrets

11 # 2 How to display only the report file name on the report # 2 How to display only the report file name on the report The information in the article refers to: Crystal Reports 10 Applies to: All versions Formulas Return File Name Synopsis When using the special field called 'filename' the report shows the entire path including the file name. NOTE: How do you display just the report file name on the report? Solution The report must be saved before the formula will return a value, or it will return an empty string. This formula is not version-specific and can be placed in any report, because it uses the special field 'filename', which exists in Crystal Reports 8.5, 9, and 10. To display just the report file name on a report, use a formula similar to this: //This is the formula name StringVar Array File:=Split(filename,'\'); NumberVar i := Ubound(File); File[i]; Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at: 11 Business Objects Crystal Reports Secrets

12 #3 Suppressing a blank subreport from displaying on the main report NOTE: New to Crystal Reports 9 is the 'Suppress Blank Subreport' check box. For more information on how to suppress blank subreports in CR 9, refer to our knowledge base article c #3 How to suppress a blank subreport from displaying on the main report The information in the article refers to: Seagate Info, Seagate Crystal Reports 5 Applies to: Reported version and lower Hiding subreports that have no records Using 'Suppress Printing if No Records' checkbox Synopsis How can you suppress a blank subreport from displaying on the main report. Moreover, you want to suppress the sections within a subreport, if there is no data, so that it does not display on the main report? For example: There is a subreport contained in the main report. If the subreport does not contain any data, you do not want it to display in the main report. You want to suppress the sections of the blank subreport. Solution NOTE: This workaround applies to Crystal Reports 8.5 and earlier. A subreport is an object within the Crystal Reports designer. Since the subreport is inserted into the main report, it cannot be entirely suppressed. Even when a subreport does not have any records, the subreport object still exists within a section of the main report. This means the Crystal Reports designer does not consider a section that contains a subreport as a blank section. You notice that by selecting the 'Suppress if blank' option, from the 'Section Expert' does not work. To workaround this, you must first suppress the blank subreport, then shrink the blank section. 12 Business Objects Crystal Reports Secrets

13 #3 Suppressing a blank subreport from displaying on the main report NOTE: This only suppresses the subreport from printing, so you will not see the contents of the subreport; the subreport still exists as an object in the main report. This means you still cannot format the main report section that contains the blank Suppressing a Blank Subreport To suppress the blank subreport, complete the following: 1. In the main report, right-click the subreport object and click 'Edit Subreport'. This takes you to the 'Subreport' tab of the main report. 2. On the 'File' menu, click 'Report Options'. 3. Select the 'Suppress Printing if No Records' checkbox, and then click 'OK'. 4. Return to the 'Preview' tab of the main report. 5. Refresh the report. Blank subreports now appear as empty boxes on the report. Shrinking a Blank Section To shrink the blank section, complete the following: 1. Format the subreport object so there are no borders: on the main report, right-click the subreport object and click 'Format Subreport'. on the 'Borders' tab, select 'None' from the Top, Bottom, Right and Left boxes. Click 'OK' to return to the report. 2. In 'Design' tab of the main report, resize the height of the subreport object so it is as short as possible. 3. Move the subreport object so it is at the very top of the section. 4. On the 'Format' menu of the main report, click 'Section'. 5. Select the section containing the subreport, select the 'Fit Section' checkbox, and then click 'OK' to return to the report. 13 Business Objects Crystal Reports Secrets

14 #3 Suppressing a blank subreport from displaying on the main report Now when you preview the main report, the blank subreports are hidden from view. CAUTION: If you want to actually suppress the section in the main report that contains the blank subreport, instead of merely concealing the blank subreport on the main report, refer to knowledge base article c Keep in mind, however, that the solution in knowledge base article c requires inserting another subreport, which will significantly increase the time it takes to process and display your report. Training: Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at: 14 Business Objects Crystal Reports Secrets

15 #4 How to Share Subreport Data with the Main Report #4 How to Share Subreport Data with the Main Report The information in the article refers to: Seagate Info, Crystal Reports 7 Applies to: Reported version and higher Shared variables Passing data between subreport and main report Synopsis A report contains a subreport. Data from the subreport is required for calculations in the main report. How can you share subreport data with the main report in version 7 (or higher) of the Crystal Reports Designer? Solution NOTE: This is not possible with On Demand Subreports in Crystal Reports. Shared variables, introduced in Crystal Reports version 7, make it easier to pass values from a subreport to the main report. Using shared variables requires two formulas: one to store the value in a shared variable, the other to retrieve the value from the shared variable. The most important thing to remember when using shared variables is that Crystal Reports must first evaluate the formula where the value is stored before evaluating the formula that retrieves the shared variable. For example if you want to pass a grand total from the subreport to do a calculation in the main report, follow these steps: 1. In the subreport, create a formula similar to the one below: //Stores the grand total of the //{Orders.Order Amount} field //in a currency variable called 'mytotal' 15 Business Objects Crystal Reports Secrets

16 #4 How to Share Subreport Data with the Main Report WhilePrintingRecords; Shared CurrencyVar mytotal := Sum ({Orders.Order Amount}) 2. Place this formula in your subreport. 3. In the main report, create a formula that declares the same variable name: //Returns the value that was stored //in the shared currency variable called //mytotal in the subreport WhilePrintingRecords; Shared CurrencyVar mytotal; mytotal 4. in a main report section that is beneath the section containing the subreport. For the shared variable to return the correct value in the main report, you must in a main report section that is beneath the section containing the subreport. This ensures Crystal Reports evaluates One way to do this is to insert a section below the section containing the subreport, and in this new sub-section: On the 'Format' menu, click 'Section'. On the 'Sections' list, click the section containing the subreport. Click 'Insert' (at top of dialog box). This inserts an additional subsection. Click 'OK' to return to the report, and into this new subsection. The next time you preview the displays the value from the subreport. In this particular example, that value was the grand total of the {Orders.Order Amount} field. 16 Business Objects Crystal Reports Secrets

17 #4 How to Share Subreport Data with the Main Report 5. Once you have verified is returning the correct value from the subreport, you can include this formula in other main report formulas, such as: //includes data from subreport Sum ({Customer.Last Year's Sales}) Place this formula in the same section or in a section further down on the report. You have now successfully shared data from a subreport with the main report. Training Learn more about subreports in the Crystal Reports - Report Design III training course. Refer to 'Courses & Schedules' at: 17 Business Objects Crystal Reports Secrets

18 #5 How to evaluate null field values in formulas or record selection criteria #5 How to evaluate null field values in formulas or record selection criteria The information in the article refers to: Crystal Reports 9 Applies to: All versions Record selection criteria Formula displays unexpected results IsNull function Synopsis A database field contains values and null values. In Crystal Reports (CR), when previewing the report, a list of values and blank values appears in the Details section. How can you evaluate this database field in formulas or record selection criteria to return the expected result set? Example Scenario 1. Add a Number field, {YourDatabaseTable.NumberField}, to the Details section of the report. NOTE: The <blank space> in CR represents the null values from the database field. Field values contained in the database 1 <Null> <Null> 2 3 Field values that appear in CR 1 <blank space> <blank space> Business Objects Crystal Reports Secrets

19 #5 How to evaluate null field values in formulas or record selection criteria 2. Add the following record selection criteria to the report: {YourDatabaseTable.NumberField} < 3 3. Upon adding the record selection criteria, the values that appear on the report are not what you expected. Expected field values based on record selection criteria 1 <blank space> <blank space> 2 Field values that appear in CR based on the record selection criteria 1 2 Why do the null values not appear in the result set based on the record selection criteria? How can you evaluate the null values in the Number field to return the expected result set? Why do blank values or incorrect values appear in the result set of a formula? Solution The expected result set does not appear because the example of record selection criteria does not evaluate the null values. Null values in the Number field are not evaluated as zero (0) values by default. In CR, to evaluate fields that contain null values to return the expected result set, use one of the following solutions: Option A) Convert the null value to the default value of their data type. EXAMPLE DEFAULT VALUES BY DATA TYPE * The null values in a Number field are converted to a zero (0) number value. * The null values in a String (Text) field are converted to an empty string ("") value. 19 Business Objects Crystal Reports Secrets

20 #5 How to evaluate null field values in formulas or record selection criteria * The null values in a Date field are converted to zero (0, 0, 0) date values. * The null values in a Date-time field are converted to zero (0, 0, 0, 0, 0, 0) date-time values. - OR - Option B) Evaluate the null value within record selection criteria or within formulas using the IsNull function. Follow the steps below for A) or B) to evaluate null values to return the expected result set. Also, with regards to the related issue, blank values or incorrect values appear because the formula includes a database field that contains null values. Follow the steps below for A) or B) to correctly evaluate the null values to return the expected result set. A) STEPS TO CONVERT NULL FIELD VALUES TO DEFAULT VALUE FOR ALL FIELDS IN CR 1. Click File > Report Options 2. Select the 'Convert NULL Field Values to Default' check box. NOTE: The IsNull function evaluates the database field(s) for null values. It is important to evaluate every database field included in the formula or record selection criteria for null values. 3. Click 'OK'. Selecting 'Convert NULL Field Values to Default' affects all database fields on the report. CR is now able to successfully evaluate any null or blank values contained in the database fields according to the default value of their data type. B) STEPS TO EVALUATE THE NULL FIELD VALUES IN CR 1. Create formula or record selection criteria. 2. Use the IsNull function at the beginning of the formula or record selection criteria. 3. If applicable, specify a value or action if the IsNull function evaluates a null record. 20 Business Objects Crystal Reports Secrets

21 #5 How to evaluate null field values in formulas or record selection criteria EXAMPLES OF THE ISNULL FUNCTION IN A FORMULA OR RECORD SELECTION CRITERIA Evaluate for null values in a Date field //Date values that are not null are returned based on this record selection criteria. //Also, date values are returned where it is less than the current date. Not IsNull({YourDatabaseTable.DateField}) And {YourDatabaseTable.Datefield} < CurrentDate; b) Evaluate for null values in a Number field to create a total //This formula evaluates if the Number field contains null records. If the record contains a //null value, the total is increased by a zero value. If the record is not null, the total is //increased by the value of the record. Whileprintingrecords; Numbervar Total; If IsNull({YourDatabaseTable.NumberField}) Then Total := Total Else Total := Total + {YourDatabaseTable.NumberField}; c) Evaluate for null values in a String or Text field //This formula evaluates if the String field contains null records. Additionally, the Trim //formula function is used to account for a blank space caused by pressing the Space Bar. WhilePrintingRecords; Stringvar Message; If IsNull({YourDatabaseTable.StringField}) or Trim({YourDatabaseTable.StringField}) = "" Then Message := "Your Message" Else Message := {YourDatabaseTable.StringField} Upon completing the above steps, CR will successfully evaluate null field values in a formula or record selection criteria to return the expected result set. Background information If the 'Convert Null Field Values to Default' check box is not selected or if the database field has not been evaluated using the IsNull function, the following behavior occurs in CR when a null value is encountered: * Formulas or record selection criteria stop evaluating the null value. For example, if the 21 Business Objects Crystal Reports Secrets

22 #5 How to evaluate null field values in formulas or record selection criteria formula is incrementing a value based on the database field, the value does not increment nor does the remainder of the formula continue to evaluate. However, the formula continues on to evaluate the next record. * Formulas or record selection criteria return a blank value. If the formula's calculations are based on the field values, it is possible to return incorrect values. Training: Learn more about additional functions in the Crystal Reports - Report Design II training course. Refer to 'Courses & Schedules' at: 22 Business Objects Crystal Reports Secrets

23 #6 How Different 'Keep Together' Options Affect the Report #6 How Different 'Keep Together' Options Affect the Report The information in the article refers to: Seagate Info, Crystal Reports 8.5 Applies to: Reported version and lower Keep Group Together Keep Columns Together Keep Object Together Synopsis In the Crystal Reports (CR) Designer, how do the different 'Keep Together' options affect the report? The 'Keep Together' options in CR are as follows: * Keep Together * Keep Group Together * Keep Object Together * Keep Columns Together Where do you find the 'Keep Together' options in CR and how do they affect your report? Solution The 'Keep Together' options are available to format objects and sections of the report. The 'Keep Together' options affect how the report displays the particular object or section. Based on the report sections and commonly used report objects, this article provides the following: * Where to find the 'Keep Together' options * Example report details * How the report is affected based on the example report details Report sections and commonly used report objects that include the 'Keep Together' 23 Business Objects Crystal Reports Secrets

24 #6 How Different 'Keep Together' Options Affect the Report options: A) Report Header/Report Footer, Group Header/Group Footer, Details B) Group Options C) Subreports, Text Objects, Ole Objects, And Other Database Fields D) Cross-tabs A) REPORT HEADER/REPORT FOOTER, GROUP HEADER/GROUP FOOTER, DETAILS To locate the 'Keep Together' option for the different sections of the report, follow these steps: 1. Click Format > Section. NOTE: 'Keep Together' is unavailable for the Page Header and Page Footer sections. This is by design. Each Page Header and Page Footer is already designed to keep together at the top and bottom of each page. NOTE: Do not use this option if your intention is to keep the entire group together. Use the 'Keep Group Together' option as described in B) 2. In the Section Expert, select the section. 3. Under the Common tab, select 'Keep Together' check box. When the 'Keep Together' option is selected, CR keeps the entire instance of the particular section on the same page. EXAMPLE REPORT DETAILS: * The Group Footer is three inches in height. * The 'Keep Together' option is selected for the Group Footer section. * There is only one inch available at the end of the page. Based on the EXAMPLE REPORT DETAILS, the entire Group Footer section will begin at the top of the next page. 24 Business Objects Crystal Reports Secrets

25 #6 How Different 'Keep Together' Options Affect the Report B) GROUP OPTIONS NOTE: If the group instance spans multiple pages, 'Keep Group Together' option starts on a new page and continues through the multiple pages until the particular group instance is completed. If more than one group instance can fit on one page, more than one group instance will display on the same page. Do not use this option if the intended purpose is to have each group start on a new page. If the intended purpose is to have each groupstarton To locate the 'Keep Group Together' option for inserting or changing a group, follow these steps: 1. Click the following options depending on whether you are inserting a new group or changing an existing group: * Insert > Group for inserting a new group * Report > Change Group Expert > Options for changing an existing group 2. Under the "Group Options" heading, select the 'Keep Group Together' check box. 3. Click 'OK'. EXAMPLE REPORT DETAILS: * The Group Header, Details and Group Footer are displayed for each group instance. * The amount of space required to display for a group instance exceeds the remaining space available on the report page. Based on the EXAMPLE REPORT DETAILS, the entire group instance will start on a new page. The entire group instance includes the Group Header, Details and Group Footer. C) SUBREPORTS, TEXT OBJECTS, OLE OBJECTS, AND OTHER DATABASE FIELDS To locate the 'Keep Object Together' option for formatting subreports, text objects, OLE objects, and other database fields, follow these steps: 1. Right-click the report object. 2. Select the one of following available options depending on the object type: * 'Format Subreport' for subreports * 'Format Text' for text objects * 'Format Graphic' for OLE objects * 'Format Field' for database fields 25 Business Objects Crystal Reports Secrets

26 #6 How Different 'Keep Together' Options Affect the Report 3. Under the Common tab, select the 'Keep Object Together' check box. When the 'Keep Object Together' option is selected, CR keeps the entire instance of the particular object on the same page. EXAMPLE REPORT DETAILS: The Group Footer contains a subreport and a text object. The Group Footer contains a subreport and a text object. The text object is placed above the subreport. The subreport in the Group Footer instance exceeds the remaining mount of space available on that page. The Group Footer section is not formatted with the 'Keep Together' option. The Group is not formatted with the 'Keep Group Together' option. The text object is not formatted with the 'Keep Object Together' option. The subreport is formatted with the 'Keep Object Together' option. Based on the EXAMPLE REPORT DETAILS, the subreport will start on a new page. However, the Group Footer instance and the text object will start on the previous page. The 'Keep Object Together' option is only applicable to the particular object. D) CROSS-TABS: To locate the 'Keep Columns Together' option for formatting a cross-tab, follow these steps: 1. Right-click the cross-tab. 2. Select 'Format Cross-tab'. 3. Under the Customize Style tab, select the 'Keep Columns Together' check box. When the 'Keep Columns Together' option is selected, CR keeps the columns together if a column width spans across to a second page. EXAMPLE REPORT DETAILS: The Report Footer contains a cross-tab. The cross-tab columns span multiple pages. Based on the EXAMPLE REPORT DETAILS, the 'Keep Columns Together' option is 26 Business Objects Crystal Reports Secrets

27 #6 How Different 'Keep Together' Options Affect the Report selected, the columns that would span across the edge of the pages start on a new page. A cross-tab column is not divided between two pages. Training Learn more about object and section formatting options in these courses: Crystal Reports - Report Design I Crystal Reports - Report Design II Refer to 'Courses & Schedules' at: 27 Business Objects Crystal Reports Secrets

28 #7 Exporting to PDF or RTF in Crystal Reports NOTE: This export DLL is designed to work with Adobe Acrobat #7 Exporting to PDF or RTF in Crystal Reports The information in the article refers to: Crystal Reports 9 Applies to: Reported version and lower Report Design Exporting to PDF and RTF Synopsis Can I export my report to Adobe Acrobat PDF (Portable Document Format) or RTF (Rich Text Format) from the Crystal Reports report designer? If so, how? Solution Crystal Reports 8.5 and later allows exporting to PDF. Exporting to PDF in Crystal Reports 8 and earlier is not supported. Crystal Reports 8 and later allows exporting to RTF. Exporting to PDF or RTF in Crystal Reports 8.5 retains the best WYSIWYG (What-yousee-is-what-you-get) format of the original report. Exporting to PDF and RTF in Crystal Reports 8.5 support many features that other exporting formats cannot. Export to PDF 1. On the 'File' menu, click 'Export'. 2. In the 'Export' dialog box, click 'Acrobat Format (PDF)' from the 'Format' drop-down box. 3. Click the destination of your choice from the 'Destination' drop-down box. (To save to a file on your computer, click 'Disk file'.) 4. Click 'OK'. 28 Business Objects Crystal Reports Secrets

29 #7 Exporting to PDF or RTF in Crystal Reports Export to RTF 1. On the 'File' menu, click 'Export'. 2. In the 'Export' dialog box, click 'Rich Text Format' from the 'Format' drop-down box. 3. Click the destination of your choice from the 'Destination' drop-down box. (To save to a file on your computer, click 'Disk file'.) 4. Click 'OK'. More Information For information on troubleshooting errors exporting to PDF and RTF refer to our knowledge base article c For information on ALL the formats that Crystal Reports has exporting functionality to, download the applicable document. For Crystal Reports version 7 - SCR7ExportLimitations.zip For Crystal Reports version 8 - SCR8_ExportLimitations.zip For Crystal Reports version cr85_exportlimitations.zip For Crystal Reports version 9 - cr9_exportlimitations.pdf These documents also list all supported and unsupported exporting features in Crystal Reports 7, 8, and 8.5. These information sources are available on our website: Training Learn more about exporting in the Crystal Reports - Report Design I training course. Refer to 'Courses & Schedules' at 29 Business Objects Crystal Reports Secrets

30 #8 Suppress a section that contains a blank subreport #8 Suppress a section that contains a blank subreport The information in the article refers to: Seagate Info, Seagate Crystal Reports 8.5 Applies to: Reported version and lower Seagate Info Blank Subreports Conditional Suppression Synopsis In Crystal Reports (CR) 8.5 and earlier, how do you suppress a section in the main report that contains a blank subreport? For example: A subreport is placed in the group header of the main report. You notice that if the subreport does not return data the group header contains a blank space the size of the subreport. You want to suppress the group header of the main report when the subreport is blank. NOTE: New to Crystal Reports 9 is the 'Suppress Blank Subreport' check box. For more information on how to suppress blank subreports in CR 9, refer to our knowledge base article c Solution The group header that contains the blank subreport does not shrink because the subreport is an object within the Crystal Reports designer. A section containing a subreport is never blank even if the subreport is because it contains a subreport object. You notice that by selecting the 'Suppress if blank' option, from the 'Section Expert' does not work. This knowledge base article provides a solution to suppress a section that contains a blank subreport for CR 6, 7, 8 and 8.5. The following procedures must be completed in order to achieve the desired results: creating a duplicate subreport placement of a duplicate subreport 30 Business Objects Crystal Reports Secrets

31 #8 Suppress a section that contains a blank subreport creating a formula to test if the subreport is blank conditionally suppressing a section that contains original subreport minimizing a duplicate subreport and resizing the section NOTE: Crystal Reports 7, 8 and 8.5 You must create another subreport based on the original subreport. To create a duplicate subreport, complete the following steps: 1. From the main report in CR, rightclick the subreport. 2. From the fly-out menu, select 'Save Subreport As'. 3. Provide a name for the duplicate subreport and click 'Save'. Placement of a Duplicate Subreport To suppress a section that contains a blank subreport in CR 7, 8 and 8.5, complete the following: Creating a Duplicate Subreport Place the duplicate subreport into the section above the original subreport. For example, if the original subreport is contained in the group header of the main report, create another group header and place the duplicate subreport into it. To insert a section into the report, complete the following steps: 1. In design mode, right-click the left gray margin where the subreport is located. For example, if the subreport is located in the group header, right-click the left gray margin at the group header level. 2. From the fly-out menu, select 'Insert Section Below'. You notice another section is inserted into the report labeled 'b'. For example, by inserting another group header you notice that there is group header A and group header B. 3. Select the original subreport, drag and drop it into the second section. 4. Insert the duplicate subreport by selecting 'Subreport', from the 'Insert' menu. 5. Select 'Choose a report', from the 'Insert Subreport' dialog box. 6. Browse to find the duplicate subreport. 7. Select the report and click 'Open'. 31 Business Objects Crystal Reports Secrets

32 #8 Suppress a section that contains a blank subreport 8. Click 'OK'. The duplicate subreport will be attached to the cursor. 9. Insert the subreport in the new section (such as group header b from step 2). 10. In the main report, on the 'Edit' menu click 'Subreport Links'. The top drop-down box will contain both the original and duplicate subreports. Compare these two subreports and enure that the fields in the 'Filed(s) to link to' box are the same. Also, check that the parameter in the bottom-left drop-down box and the field in the bottom-right dropdown box are the same. Creating A Formula To Test If The Subreport Is Blank In the duplicate subreport, you must create a formula to test whether the contents of the subreport are blank. The results of this formula are going to be stored as a shared variable and shared with the main report. To create this formula, complete the following steps: 1. Right-click on the duplicate subreport and from the fly-out menu, select 'Edit Subreport'. 2. From the 'Insert' menu, select ' select 'Field Object'. This launches the 'Field Explorer'. 3. Select 'Formula Fields' and select the 'New' icon. 4. Type a name into the 'Formula Name' box and click 'OK'. For example, CheckForNull. This launches the formula editor. 5. Create a formula similar to the following: Whileprintingrecords; Shared BooleanVar Suppress; If IsNull(Count({Table.field})) or Count(Table.field) = 0 then Suppress:= TRUE Else Suppress:= FALSE 6. in the Report Header of the duplicate subreport. 32 Business Objects Crystal Reports Secrets

33 #8 Suppress a section that contains a blank subreport Conditionally Suppressing a Section Containing Original Subreport To conditionally suppress the section that contains the original subreport, complete the following steps: 1. From the 'Format' menu, select 'Section'. This launches the 'Section Expert'. 2. From the 'Section Expert' dialog box, select the section that contains the original subreport. 3. Click the 'X+2' button beside the 'Suppress (No drill down) check box. Ensure the checkbox is clear. 4. In the 'Format Formula Editor', create a formula similar to the following: // The section will be suppressed if // variable Suppress is True Whileprintingrecords; Shared BooleanVar Suppress = True Now when you preview the report, you notice that the sections that contain a blank subreport are suppressed. However, the section that contains the duplicate subreport is visible on the main report. In order to suppress the section still visible you must minimize and resize the section. Minimizing the Duplicate Subreport & Resizing the Section To minimizing the duplicate subreport on the main report and resize the section, complete the following steps: 1. From the main report, right-click the duplicate subreport. 2. From the fly-out menu, select 'Edit subreport'. 3. Suppress all of the sections in the duplicate report. 4. Select the main report. 5. Right-click the duplicate subreport, and from the fly-out menu, select 'Format Subreport'. 6. From the 'Format Editor', select the 'Border' tab. 33 Business Objects Crystal Reports Secrets

34 #8 Suppress a section that contains a blank subreport 7. From 'Line style', select 'None' for Left, Right, Top, Bottom. 8. Select the main report. 9. Resize the section that contains the duplicate subreport to be as small as possible. Crystal Reports 6 Before you begin this process, you will need to download uflstore.zip from our website at: The reason you need to obtain this file is because shared variables were introduced in Crystal Reports 7. In order to suppress a section that contains a blank subreport in Crystal Reports 6, you will need to use the store and fetch function. To suppress a section that contains a blank subreport in Crystal Reports 6, complete the following: Creating a Duplicate Subreport You must create another subreport based on the original subreport. To create a duplicate subreport, complete the following steps: 1. From the main report in CR, right-click the subreport. 2. From the fly-out menu, select 'Save Subreport As'. 3. Provide a name for the duplicate subreport and click 'Save'. Placement of a Duplicate Subreport Place the duplicate subreport into the section above the original subreport. For example, if the original subreport is contained in the group header the main report, create another group header and place the duplicate subreport into it. To insert a section into the report, complete the following steps: 1. In design mode, right-click the left gray margin where the subreport is located. 34 Business Objects Crystal Reports Secrets

35 #8 Suppress a section that contains a blank subreport For example, f the subreport is located in the group header, right-click the left gray margin at the group header level. 2. From the fly-out menu, select 'Insert Section Below'. You notice another section is inserted into the report labeled 'b'. For example, by inserting another group header you notice that there is group header A and group header B. 3. Select the original subreport, drag and drop it into the second section. 4. Insert the duplicate subreport by selecting 'Subreport', from the 'Insert' menu. 5. Select 'Choose a report', from the 'Insert Subreport' dialog box. 6. Browse to find the duplicate subreport. 7. Select the report and click 'Open'. 8. Click 'OK'. The duplicate subreport will be attached to the cursor. 9. Insert the subreport in the new section (such as group header b from step 2). 10. In the main report, on the 'Edit' menu click 'Subreport Links'. The top drop-down box will contain both the original and duplicate subreports. Compare these two subreports and enure that the fields in the 'Filed(s) to link to' box are the same. Also, check that the parameter in the bottom-left drop-down box and the field in the bottom-right dropdown box are the same. Creating a Formula to Test if the Subreport is Blank In the duplicate subreport, you must create a formula to test whether the contents of the subreport are blank. The results of this formula are going to be stored as a shared variable and shared with the main report. To create this formula, complete the following steps: 1. Right-click on the duplicate subreport and from the fly-out menu, select 'Edit Subreport'. 2. From the 'Insert' menu, select ' select 'Field Object'. This launches the 'Field Explorer'. 35 Business Objects Crystal Reports Secrets

36 #8 Suppress a section that contains a blank subreport 3. Select 'Formula Fields' and select the 'New' icon. 4. Type a name into the 'Formula Name' box and click 'OK'. For example, CheckForNull. This launches the formula editor. 5. Create a formula similar to the following: Whileprintingrecords; If IsNull(Count(Table.field)) or Count(Table.field) = 0 then StoreBooleanVar ("Suppress", True) else StoreBooleanVar("Suppress", False) 6. in the Report Header of the duplicate subreport. Conditionally Suppressing a Section Containing Original Subreport To conditionally suppress the section that contains the original subreport, complete the following steps: 1. From the 'Format' menu, select 'Section'. This launches the 'Section Expert'. 2. From the 'Section Expert' dialog box, select the section that contains the original subreport. 3. Click the 'X+2' button beside the 'Suppress (No drill down) check box. Ensure the checkbox is clear. 4. In the 'Format Formula Editor', create a formula similar to the following: // Conditional suppression on section containing original subreport Whileprintingrecords; FetchBooleanVar("Suppress") = True Now when you preview the report, you notice that the sections that contain a blank subreport are suppressed. However, the section that contains the duplicate subreport is visible on the main report. In order to suppress the section still visible you must minimize and resize the section. 36 Business Objects Crystal Reports Secrets

37 #8 Suppress a section that contains a blank subreport Minimizing the Duplicate Subreport & Resizing the Section TIP: To minimize the duplicate subreport on the main report and resize the section, complete the following steps: 1. From the main report, right-click the duplicate subreport. 2. From the fly-out menu, select 'Edit subreport'. 3. Suppress all of the sections in the duplicate report. 4. Select the main report. 5. Right-click the duplicate subreport, and from the fly-out menu, select 'Format Subreport'. 6. From the 'Format Editor', select the 'Border' tab. 7. From 'Line style', select 'None' for Left, Right, Top, Bottom. 8. Select the main report. 9. Resize the section that contains the duplicate. To distinguish between the section containing the duplicate subreport and the section containing the original subreport, you can format one of the sections with a different background color. To format a section with a background color, follow these steps: 1. Right click the section to select it and from the fly out menu select 'Format Section'. 2. In the 'Section Expert' select the section containing the duplicate subreport from the 'Sections' dialog box. 3. Click the 'Color' tab and select the 'Background Color' check box. 4. Select the desired color from the list. 37 Business Objects Crystal Reports Secrets

38 #8 Suppress a section that contains a blank subreport Training: Learn more about subreports in the Crystal Reports - Report Design III training course. Refer to 'Courses & Schedules' at: 38 Business Objects Crystal Reports Secrets

39 #9 How to create a table of contents for a report #9 How to create a table of contents for a report The information in the article refers to: Crystal Reports 9 Applies to: Reported version only Table of Contents Subreports Add Command Synopsis In Crystal Reports (CR) 9, is it possible to create a table of contents at the beginning of a report? A table of contents would be in the Report Header, showing group names next to the page numbers the groups start on. Solution You can make a table of contents using a subreport with a command object. Using a command object it is possible to write to a database from CR. The following example will use a subreport to write group names and page numbers to a new table in your database. WARNING: Crystal Reports is not recommended as a tool to write to, update or delete from a database. Database clients or applications designed specifically to edit databases should be used instead. However, now that CR has full SQL functionality it is possible to write to, update and delete from databases. This article is provided as a tip. Before attempting to implement the steps in this article, consult your Database Administrator (DBA). Your DBA needs to grant specific rights to your database. 39 Business Objects Crystal Reports Secrets

40 #9 How to create a table of contents for a report Create a Table of Contents 1. Create a new table in your database called TableOfContents. Create three fields in this table: Grouper (String data type)(ensure this field is at least as large as your longest group field value) Page (Number data type) DateTime (DateTime data type) 2. Assign rights to write to, delete, and update this table to any users of this report. The TableOfContents table will be updated as the report changes. WARNING: Use INSERT INTO, DELETE or UPDATE statements at your own risk. Once a command object containing an INSERT INTO, DELETE or UPDATE statement has run, the database has changed and the changes may not be reversible. 3. On a grouped report (for this example the report is grouped on the ProductName field), in the 'Insert' menu, click 'Subreport'. Name this subreport 'Table Of Contents'. Connect this subreport to the new TableOfContents table and insert the TableOfContents.Grouper and TableOfContents.Page fields in the Details section. Sort this subreport by the TableOfContents.Page field. 4. Insert the 'Table of Contents' subreport in the Report Header section. 5. Right-click the gray area to the left of the Report Footer, and then click 'Insert Section Below'. There will now be 'Report Footer a' (RFa) and 'Report Footer b' (RFb). 6. In the Main report, on the 'Insert' menu, click 'Subreport'. Name this subreport 'UpdateTOC'. In the 'Database Expert' dialog box, browse to your Table of Contents data source, then double-click 'Add Command'. The 'Add Command to Report' dialog box will appear. 7. Click the 'Create' button to create a parameter. Name the parameter 'LinkReceiver' and click 'String' from the 'Value Type' drop-down box. Create another parameter named 'DateTime' with a 'DateTime' value type. 40 Business Objects Crystal Reports Secrets

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