8/19/2010. Crystal Reports Beginner Training: Part I August 13, Crystal Report Trainings. Intro to Crystal Reports TODAY!

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1 Crystal Reports Beginner Training: Part I August 13, 2010 Tom Bedall, Pro Seniors, Inc. Crystal Report Trainings Intro to Crystal Reports TODAY! Will be recorded and made available for FREE Crystal Reports Basic Training: Part I Friday, August 13 th, 11am Pacific / 2pm Eastern Crystal Reports Basic Training: Part II Friday, August 20 th, 11am Pacific / 2pm Eastern 8 Free 30 day trial Purchasing Crystal Reports rials/index.epx Crystal Reports - $55 for nonprofits TechSoupMain&category_name=Business+Objects+Softwar e&page=1&cat1=business+objects&catcount=1 9 1

2 Choose the database & tables to include Choose the fields to display in the report Record Selection Select a subset of the database data for inclusion in the report Group the data If you are designing a grouped report 10 Sort, Summarize and Suppress the data Add grand totals, sub-totals, percentages and suppress immaterial data Add additional information Running Totals, Formulas & Text Boxes Add parameters End-user can choose what data to include Format the report Add color, lines, boxes, hyperlinks, etc. 11 Choose the database & tables to include Start Page > Blank Report > Database Expert Double Click Cases Table > OK Choose the fields to display in the report View > Field Explorer Double Click Database Fields Double Click Cases1 12 2

3 Right Click Database Fields Grouped order vs. alphabetical order Show Field Type Click & Drag Cases1 Fields Into Details Section case_id number user_id open_date close_date 13 Right Click Section Label Expanding a section Splitting a section Inserting a sub-section Deleting a sub-section Suppressing sections Fit section Changing section order 14 Refresh Report Report > Refresh Report Data (F5) Note number of records in status bar No filter means every database record included Note zoom controls on status bar 15 3

4 Record Selection Report > Select Expert > Record Limit data to Open Attorney Cases Choose field: Double click cases1.close_date Click Formula Editor button Type: IsNull({cases1.close_date}) Save and close > Ok > Refresh Data 16 The IsNull function Boolean value The Pika database supports null data values but others may not. Some databases default all empty field values to zero. If so, the IsNull function will not work if the active database does not support null values. Note: Zero and blank (empty or " ") are not null values. 17 The IsNull function Boolean value Note: This function must be used first in a formula for it to be evaluated properly. In general, when Crystal Reports encounters a null valued field in a formula, it immediately stops evaluating the formula and produces no value. If you want to handle null field values in your formula, you must explicitly do so using one of the special functions designed for handling them: IsNull, PreviousIsNull or NextIsNull 18 4

5 How many records now? Too many. Includes non-attorney cases Switch to Design tab Drag cases1.office into Detail section Switch to Preview Tab Note non-attorney cases in report 19 Edit Record Selection Formula Report > Select Expert > Record Include only Attorney cases in report Click New button > double click cases1.office Choose Is Equal To from drop-down Choose ATTY from drop-down Click formula window at bottom of dialog box Note formula. Click Ok button. Refresh data 20 How Many Records Now? Now we have correct cases in report Save report frequently File > Options > Reporting Tab > Auto Save Reports After Minutes 21 5

6 Group the data by user_id Report > Group Expert > double click cases1.user_id > Ok Click Design Tab Note new sections: Group Header #1& Group Footer #1 Note Group Tree in Preview Panel 22 Insert Summaries Right click cases1.case_id field in report > Insert > Summary Calculate this summary: Distinct Count Summary Location: Group Footer #1: cases1.user_id - A Click Ok. Repeat above and also check Show as a percentage of checkbox 23 Suppress Detail Section Right click Detail Section label > Suppress (No Drill- Down) Add User Table to Report Then can add user name fields to report 24 6

7 Database > Database Expert Double-click users table Note new tab: Links Note: Automatic Smart-Linking links the tables. Toggle on or off via File > Options > Database Tab > Last Checkbox: Automatic Smart-Linking 25 Linking: Very important Join direction: From Table (on Left) to the To Table (on Right) Inner Join: Default (only include records with data from both tables) (records drop out when you add To table fields to the report) Left Outer Join: (includes all records in the From table whether or not that record has corresponding data in the To table.) 26 Linking: Very important Do Left Outer Join: Same # of records: 161 Do Inner Join: 160 records drops the no-atty-assigned case. Why? No corresponding record in the To table. Two aspects of report that limit Db records: Record Selection Criteria (intentional) and Table Joins (unintentional) 27 7

8 Adding Activity Records (Time) to the report Build report from the smallest common denominator: Each case has multiple time records Each attorney has multiple cases Activity Table (link to) Cases Table (link to) Users Table 28 Add activities1.act_date and activities1.hours to Details Section Group all time records into a case Report > Group Expert > double click activities1.act_date > Ok Save the report 29 In Design Tab, add the summary information to Group Footer #2 that we want to show for each case Add Case Number and Open date to Group Footer #2 Add activities1.act_date to Group Footer #2 Note that because activities1.act_date is sorted ascending, activities1.act_date in Group Footer #2 is the latest activity date 30 8

9 Add total case time to Group Footer #2 Insert Summary Right click activities1.hours field in Details Section > Insert > Summary Calculate this summary: Sum Summary Location: Group #2: cases1.case_id - A Click Ok. 31 Suppress Details Section Right click Detail Section label > Suppress (No Drill-Down) Suppress Group Header #2 Right click Group Header #2 Section label > Suppress (No Drill-Down) 32 Add Legal Problem and Client First Name to Group Footer #2 Database > Database Expert Double-click Contacts Table and Menu Legal Problem Table Click on Links tab Join with Left Outer Join: cases1.problem to menu_problem_20081.value 33 9

10 Join with Inner Join: cases1.client_id to contacts1.contact_id Ok out of Database Expert Add contacts1.first_name and menu_problem_20081.label to Group Footer #2 34 Add Time period Aged61To90 to report Field Explorer > Right Click Formula Fields > New > Type: Time 61 to 90 > Ok Type the following formula: IF {activities1.act_date} = Aged61To90Days THEN {activities1.hours} ELSE 0 The IF expression is one of the most useful control structures. It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise. 35 Note: The correct Crystal syntax for IF statements is IF <condition> THEN < expression1> ELSE < expression2>, where < condition >, < expression1>, and < expression2> are all single expressions. If you have multiple conditions, convert them into a single expression by surrounding them in parentheses

11 Save and Close Formula Editor Click and drag Formula Time 61 to 90 into Detail Section of Report Insert Summary of Time 61 to 90 (sum) into Group Footer #2 Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days; add them to the report and insert summaries. 37 Suppress time period summaries when they equal zero Right Click Time in 0 to 30 formula summary in Group Footer #2 > Format Field > Common Tab > Suppress checkbox conditional formula button > Type: Sum ({@Aged 0 to 30}, {cases1.case_id}) = 0 Repeat for other two time period summaries. 38 Change report to display only one attorney at a time Add Attorney Parameter to Report Field Explorer > Right Click Parameter Fields > New Name: Attorney List of Values: Dynamic Click here to add item: users1.user_id Description: users1.last_name Parameters: Click to create parameter 39 11

12 Add Attorney Parameter to Report (cont d) Prompt Text: Choose Attorney Name Sort Order: Ascending by description Prompt With Description Only: True Click Ok Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value 40 Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter. Report > Select Expert > Record > Formula Editor button Type: ( {cases1.user_id} = {?Attorney} or {cases1.cocounsel1} = {?Attorney} or {cases1.cocounsel2} = {?Attorney}) ) 41 Save and Close Ok and Refresh Data Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel, Co-Counsel1 or Co-Counsel2. However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney

13 Create a Grouping Formula Field Explorer > Right Click Formula Fields > New > Type: Grouping Formula > Ok Type the following formula: If IsNull({contacts1.first_name}) then "Projects" else If {cases1.user_id} = {?Attorney} then "Primary Counsel" else If {cases1.cocounsel1} = {?Attorney} then "Co-Counsel 1" else If {cases1.cocounsel2} = {?Attorney} then "Co-Counsel 2" Click the Close and Save button 43 Delete Group-by cases1.user_id and add Group-by Grouping Formula Report > Group Expert Group by window: remove cases1.user_id field Add Grouping Formula field > Move Grouping Formula field above cases1.cases_id by using blue arrow in top right corner > Ok button 44 Note order of groups in report are ascending. Create specific grouping order. Report > Group Expert > double click Grouping Formula in Group by window > change in ascending order to in specified order > Drop down Named Group and choose specified group order > Ok > Ok 45 13

14 Add Sub-Totals to groups Right click cases1.number field in report > Insert > Summary Calculate this summary: Distinct Count Summary Location: Group Footer #1: cases1.user_id - A Click Ok 46 Add Hyperlink from Case Number Field to Pika Case Note Screen Right Click Case Number Field in Report > Format Field > Hyperlink Tab > Hyperlink Type: Click A Website on the Internet > Hyperlink Information: Website Address: Delete > Click Formula Editor Button Type the following formula: " + "/cases.php/" + ToText ({cases1.case_id},0,"") Click the Close and Save button 47 Click the Close and Save button Font Tab Style: Bold Color: Blue Effects: Check Underline box Ok button 48 14

15 Add Months Open to Group Footer #2 Field Explorer > Right Click Formula Fields > New > Type: Months Open > Ok Type the following formula: (CurrentDate - {cases1.open_date}) / (365/12) Click the Close and Save button Drag and drop the Months Open Formula field into Group Footer #2. 49 Add Alternate Row Background Color The easiest way to accomplish this is to create a Running Total count of Group Footer #2. The first GF#2 is 1, the second is 2, etc. Then create a formula that makes the odd Group Footers one color and the even Group Footers another color. 50 Add Running Total Field Explorer > Right Click Running Total Fields > New > Running Total Name: GF2 Running Total Field to Summarize: cases1.case_id Type of Summary: Distinct Count Ok Drag and drop GF2 Running Total field into Group Footer #

16 Add Conditional GF2 Background Color using an even-odd formula Right Click Group Footer #2 Label > Section Expert > Click Color Tab in right window > Click Formula Editor button Type: If Remainder ({#GF2 Running Total},2) = 0 then Color (255, 255, 155) else NoColor Click Save and Close button > Ok 52 The Remainder Function has the following components: (numerator, denominator). Crystal Reports performs the division internally, determines the whole number quotient and the remainder, and returns only the remainder. In our case, the remainder is zero for an even number and.5 for an odd number. 53 Add No Time Warning Box to Report Field Explorer > Right Click Formula Fields > New > Formula Name: Warning Box Type the following: If (Sum ({@Aged 0 to 30}, {cases1.case_id}) + Sum ({@Time 31 to 60}, {cases1.case_id}) + Sum ({@Time 61 to 90}, {cases1.case_id})) = 0 then "No Time In 90 Days" else 54 16

17 If (Sum 0 to 30}, {cases1.case_id}) + Sum ({@Time 31 to 60}, {cases1.case_id})) = 0 then "No Time In 60 Days" else If Sum ({@Aged 0 to 30}, {cases1.case_id}) = 0 then "No Time In 30 Days" else "" Save and close Drag and drop Warning Box formula field into Group Footer #2 55 Note that Formulas are Hierarchical Crystal Reports stops when it encounters a True statement, so it is important to make sure the order of the expressions within the formula is correct if expression 2 and 3 is a subset of expression 1, then the correct order is set, subset, sub-subset. 56 Format Different Formula Background Colors for Different Warning Messages Right Click Warning Box Formula Field in Report > Format Field > Boarder Tab > Background > Background Conditional Formula Button Type the following: If {@Warning Formula} = "No Time In 90 Days" then crred else If {@Warning Formula} = "No Time In 60 Days" then crblue else If {@Warning Formula} = "No Time In 30 Days" then crsilver else crnocolor 57 17

18 Save and Close Font Tab Style: Bold Color: White Border Tab Left, Right, Top & Bottom: Single Ok button 58 Add Report Title Insert > Text Object > Click and drag Cursor cross across Report Header Section to create a text box Double click inside text box > Type: Open Case Data of Field Explorer > Double Click Special Fields > Drag and drop Data Date field into text box in Report Header and drop following text 59 Double click Text box to get to text and click Data Date field to highlight it, then right click Data Date field > Format {Data Date} > Choose Monday, March 1, 1999 > Ok Click text box and using small blue square handles, click and drag text box so that it stretches from left to right report margins and is about.5 inches in height. Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

19 Add Attorney Name to Report Title Right click Report Header Section label > Insert Section Below Repeat text box creation above but leave text box content empty Field Explorer > Database Fields > users1 table > Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space 61 Format Group Name Fields Right click Group #1 Name field in Group Header #1 Section > Format Field > Border Tab > Check Background checkbox > Choose Silver from the dropdown > Paragraph Tab > Indentations: First Line: 0.1 > Ok 62 Add Column Titles Add small text box to Page Header Section Add text and format background color, font color Copy text box by right clicking text box > copy > right click Page Header Section: Paste > change background color > change text Repeat above for other Column Titles 63 19

20 Thank You - Don t forget to complete our survey QUESTIONS? Contact Information Kathleen Brockel kathleen@lsntap.org Tom Bedall tbedall@proseniors.org 20