1.. 2. introduction to crystal reports allows you to produce the report you want from virtually any...
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1.
2.
Introduction to Crystal Reports
• Allows you to produce the report you want from virtually any data source.
• Designed to help analyze and interpret important information.
• Used to produce simple, complex or specialized reports
3.
Competency of Crystal Reports
• Create any report you can imagine• Can be used for windows as well as web based
applications• Runtime Customization (Reports generated
dynamically based on parameters/formulas)
4.
Benefits of Crystal Reports XI R2
• Improved usability• Expanded Application Development Capabilities• Integration with Business Objects Enterprise XI R2
5.
Phases of Report Design
There are five phases of report design.• Define the concept• Sourcing the data• Creating the design• Developing and testing the design• Deploying and operating the report
6.
Defining the concept
• Beginning with the end in mind• Have some idea to the final report to look like(i.e a
Prototype)• Prototype can be a simple Crystal Report or Excel
sheet or Word Document
7.
Sourcing the data
• Determine where the data for your report resides
(a database, file etc)• Determine relations between data• A common problem here is that the data you want to
include does not exist or relation do not exist
8.
Creating the Design
• The best report is one that is completed on paper and is then recreated using Crystal Reports
• Revisit your prototype and decide which of the fields in the report are– Directly from database
– Calculated from database fields
– Formula fields
9.
Developing and Testing the Design
• Input your data and test the report on different platforms
• Any performance issues, revisit your report design– Check relations/constraints (for any cartesian)
– Check query for performance improvement
– Put option of Grouping on Server
– Eliminate Unused Formulas
10.
Deploying and operating the report
• The last step in this process is to consider how your report is going to be used
• Will it be exported ? If yes, where ?– Excel (.xls)– Word (.doc)– Acrobat (.pdf)– Rich Text Format (.RTF)– XML– Text– Separated Values (.CSV)
• Will the generated report be mailed/stored in centralized location/web-based ?
11.
Creating a Report
• Connect to a data source• Connect to database• Adding tables & Linking Tables• Defining the design environment• Inserting objects on a report• Positioning and sizing objects• Formatting objects• Previewing and saving the report
12.
Opening Crystal Reports
• In windows click start, go to programs then select Crystal Reports
• Click ‘Standard Report Wizard’ or ‘Blank Report’
13.
Selecting Data
Click
Standard Report creation wizard opens.
14.
Selecting Data (Continued)
Standard Report creation wizard has five sections.• Current connections
List of currently connected data sources• Favorites
List of commonly used data sources, maintained in favorites
• History
List of the five recently used data sources
15.
Selecting Data (Continued)
• Create New connection
Shows sub folders for various data sources you can connect to.
• Repository
Contents of your repository through the Crystal Enterprise explorer
16.
Selecting Data (Continued)
Select Tables
Click
17.
Selecting Data (Continued)
Selected Table
18.
Design Area
Click
Field
Explorer
19.
Design Area (Continued)
• Click Field Explorer on the Standard toolbar. The Field Explorer dialog box appears
20.
Field Explorer
Column
Names
Table Name
21.
Design Tab
• Design Tab is the place where you do most of the initial work when creating the report
• It designates and labels the various part of the report• It has the structure and instruction for creating the
final report
22.
Design Tab AreasCrystal Reports automatically creates five sections in the
design tab when you begin creating the report
• Report HeaderUsed for Report title and other information which you want to appear at
the beginning of the report• Page Header
Information what you want to appear at the top of each page• Details
Body of the Report• Report Footer
Information appear only once at the end of the report• Page Footer
Page number and other information you want to appear on the bottom of each page.
23.
Design Tab Areas (Continued)
24.
Design Tab Areas (Continued)
Two additional sections
• Group HeaderHolds the Group name fieldPrinted once at the beginning of the group
• Group FooterHolds the summary valuePrinted once at the end of the group
25.
Inserting Field
• Expand the Database field node• Expand a table• Click the field which you want to display in the report• Drag into Details section of the report
26.
Inserting Field (Continued)
Object Frame
appears when
you drag a field
into the Report
27.
Inserting Field (Continued)
Inserted field
View of Design Area
28.
Resizing Field
• Click the field which you want to resize • Move the cursor over the resizing handle until the
cursor turns into a resizing cursor• Resize the field
29.
Resizing Field
Resizing
Cursor
Resizing
Handle
30.
Review the work
Click print preview on the toolbar to activate preview tab
Click
31.
Review the work(Continued)
Preview of the Design should look similar to this
32.
Adding Summary Info
Enter the
Information
Used to find information related to the report quickly
33.
Adding a title
• Click the design tab• Go to field explorer• Expand Special fields• Choose Report Title• Drag the cursor over the report• Place the Title in the Report Header
34.
Adding a title (Continued)
35.
Adding a title (Continued)
Title
36.
Formatting Object
• Select the object which you want to format• Right click and select format field from the drop
down menu• Format Editor will open• You can change the format for the object
- You can add borders, colors and shading to a field
- You can add hyperlinks to the objects
37.
Formatting Object (Continued)
Selected Object
38.
Formatting Object (Continued)
Formatted
Object
39.
• Use the Format Painter to copy absolute or conditional formatting properties from one report object to one or more target objects.
• Select a source object or field in your report and click Format Painter.
• Click the target object or field you want to apply the formatting to.
Formatting Object (Continued)
40.
Record Selection
• Used to restrict the records in the report
• It is like a filter applied in report
• Click Select Expert on the Expert Tools toolbar
• Select the field to which you wish to restrict the data(Eg.Cutomer.Country)
41.
Record Selection (Continued)
Select the
condition
42.
Record Selection (Continued)
Select the name of the country
This selection will return only those records for which the
country is equal to England
43.
Deleting a Field
Select the Field
Press Delete Key
44.
Sorting Records
• Click Sort Record Expert
• Select the field on which you want to apply sort
• Select sort direction
Click
Select
the field
Select the sort order
45.
Sorting Records (Continued)
Sorted Output
46.
Grouping the Report
• It provides flexibility for customizing the report
• While on the Design tab,Click insert group
Select the field for
grouping
47.
Grouping the Report (Continued)
Groups
48.
Adding image file to the report
Click insert
picture
Browse and Select
Image file
49.
Adding image file to the report (Continued)
Final Report looks like this:
Image
50.
HANDS ON WORKSHOP
51.
Exercise 1
• Create a report using Blank Report• Select Employee Table• Select Employee ID,First name,Position,Salary• Add Summary info for the report• Give Title to the report• Group the report by Employee position• Apply sort on Employee Name• Insert image to the report• View the report
52.
Report Creation Using Report wizard
• There are four report creation wizardsStandardCross-TabMail LabelOLAP
• Click any one on the start page as per your requirement• Then it asks you to select the data
53.
Report Creation Using Standard Report Wizard (Continued)
Select
Database
54.
Report Creation Using Standard Report Wizard (Continued)
Select Required
Fields
Click
55.
Report Creation Using Standard Report Wizard (Continued)
Select the field on
which you want to
Group the Data
56.
Report Creation Using Standard Report Wizard (Continued)
Select the field to
apply Summary
Info in the Report
57.
Report Creation Using Standard Report Wizard (Continued)
Apply Group
sorting If You
need
58.
Report Creation Using Standard Report Wizard (Continued)
59.
Report Creation Using Standard Report Wizard (Continued)
Apply Filter
Condition, If
required
60.
Report Creation Using Standard Report Wizard (Continued)
Select a
Template
61.
Locking an Object size and position
• Used to lock the position of the selected report object
• Select the object whose size and position you want to lock
• Click lock size/position button in the Formatting Toolbar
62.
Making a Report Read-only (Continued)
63.
Making a Object Read-only (Continued)
Right Click object you want to make read-only
64.
Adding Lines to Report
• Click Insert Line on the insert Toolbar
• Use the pencil cursor to draw the line where required
65.
Editing Lines on a Report
Right click the Line you want to format
Make
Desire
Changes
66.
Adding Boxes to Report
• Click Insert Box
• Use the pencil cursor to draw the box where required
67.
Adding Shapes to Report
• You can insert shapes such as circles,elipses and boxes with rounded corners
• To add shapes to your report, you need to add a box • Right click the box, then click Format Box• In Format Editor Click the Rounding Tab
68.
Adding Shapes to Report (Continued)
Select a number or move the slider to the right to increase the curvature
of the box corners until you obtain appropriate shape.
69.
HANDS ON WORKSHOP
70.
• Create a Report using Report wizard• Use the Employee table• Add Shapes to Report• Make this report as read only
Exercise 2
71.
Charts
• You can insert charts for the following:Summary and Subtotal fieldsDetail, formula and Running Total fieldsCross-Tab SummariesOLAP Data
72.
Chart Layouts
• Advanced• Group• Cross-Tab• OLAP
73.
Types of Charts in Crystal Reports
74.
Hiding Report Sections
• Hide (Drill-Down OK)
Hides the section when you run the report• Suppress (No Drill Down)
Condition is applied by formulas• Suppress Blank section
Hides a section whenever nothing is in it
75.
SubReports
• A subreport is a report within a report• Subreports are used to
– To combine unrelated reports into a single report – To coordinate data that cannot otherwise be linked – To present different views of the same data within
a single report.
76.
Difference b/w Primary Report and SubReport
SubReport• Is inserted as an object into a primary report • Can be placed in any report section • Cannot contain another subreport. • Does not have Page Header or Page Footer sections.
77.
Inserting SubReports
• On the insert menu Click Subreport
Insert Sub Report Name
Click Report Wizard to create Sub Report
78.
HANDS ON WORKSHOP
79.
Exercise 3
• Create a report• Create Subreport in the primary report• Create on-demand Subreport in the primary report• Identify the difference
80.
Summary Functions
• The Summary functions are all used to summarize field data
• Examples:SumAverageMinimum MaximumCountDistinct count etc.
81.
Summary Functions(Continued)
Click ‘Insert Summary’ on the Insert Menu
Select the Summary
function
82.
Linking Tables
• When you add multiple database tables to your report, you need to link the tables on a common field so that records from one table match related records from another
83.
Linking Tables (Continued)
Primary
Table
Lookup Table
84.
Linking Tables (Continued)
• Auto Link
Automatically chooses links for your tables based on common fields in tables or indexed fields (if your database supports indexed fields).
• Link Processing Order
Specify the link processing order using Order Links option in the Database Expert.
85.
Linking Tables (Continued)
86.
Cross-tab Table
• On File menu click New
• Select a Cross-tab Report from the drop down menu
87.
Cross-tab Table (Continued)
Locate the data source and select the table you want to use
88.
Cross-tab Table (Continued)
Check the Linking between the tables
89.
Cross-tab Table (Continued)
Add fields to the Rows, Column and Summary field
areas
Select the
Summary
operation
90.
Cross-tab Table (Continued)
If you want chart in the Report, Select the type of chart
91.
Cross-tab Table (Continued)
Select the fields on which you want to apply filter conditions
92.
Cross-tab Table (Continued)
Select a
Grid Style
93.
Cross-tab Table (Continued)Typical Cross-tab Report
Product Name Region
Sum of Product Amount in Abu Dhabi
94.
HANDS ON WORKSHOP
95.
Exercise 4
• Create a Cross-Tab Report from the available data source
96.
Parameter Fields
• Used to Prompt the user to enter the information• Information entered by the user determines what
appears in the report • Parameter fields support the following data types
BooleanCurrencyDateDate TimeNumberStringTime
97.
Creating Parameter Fields
• Make sure your report is in Design Tab
• Click ‘Field Explorer’ on the Standard Toolbar
• Select Parameters fields and click New
98.
Creating Parameter Fields (Continued)
Select a field
Click Actions,
Select Append
All Database
values
Enter Parameter
Name
Enter Prompt
Text
99.
Select ‘Selection Expert’ on the Expert Tools menu
In the ‘Choose Field’ box select the field
Apply the condition on the field and select the parameter as the value
Using Parameter Fields
100
.
Running Total
• Running totals are totals that can be displayed on a record by record basis
• It totals all records up to and including the current record.
101
.
Creating Running Total Field
• Select Running Total Fields in Field Explorer and Click New
102
.
HANDS ON WORKSHOP
103
.
Exercise 5
• Create a report using Customer and Order Tables• Include the fields Customer Name, Order ID,Order
Amount• Create a Running total for Order Amount on the
change of Order ID• Add Running total field in to design Area.• View the Report
104
.
Creating Report AlertsSelect Alerts on the Report Menu then Click Create or Modify Alert
105
.
Creating Report Alerts (Continued)
•Name the alert.
•Create the message you want to appear when the alert is triggered (optional).
•Define the condition that triggers the alert.
106
.
HANDS ON WORKSHOP
107
.
Exercise 6
• Create a Report using Customer Table • Include Country, Last Year’s sales, City• Create a Alerter to indicate the countries with last
year’s sales greater than $15000
108
.
Dynamic and Cascading Prompts
• Prompt values can be populated from values in Database
• Prompts can be arranged in a cascade, where one value in the prompt constraints values in subsequent pick lists
• Report designers no longer maintain static prompt lists in individual reports. A single prompt definition can be stored in the repository and shared among multiple reports, improving both runtime scalability and design-time productivity
109
.
Creating Dynamic and Cascading PromptsOpen the sample report called Group.rpt
110
.
Creating Dynamic and Cascading Prompts (Continued)
Click Field
Explorer
Select parameter Fields and then Click New
111
.
Creating Dynamic and Cascading Prompts (Continued)
From the Value List, select country
From the List of Values, select
Dynamic
112
.
Creating Dynamic and Cascading Prompts (Continued)
Click the blank field under country and select region
Click the blank field under region and select city
In the parameter binding area, click country and Region to clear the binding (only the field associated with the City value should be bound).
113
.
Creating Dynamic and Cascading Prompts (Continued)
Select City in the choose expert box
Assign a condition and select the
dynamic prompt from the values list
Click Selection Expert
114
.
Creating Dynamic and Cascading Prompts (Continued)
Select the values for the Prompt and then Click OK
115
.
• This is optimized for ease of editing the files that it generates
In the File Menu Select ‘Export’ and click on ‘Export
Report’
RTF Export Format
Select Editable (RTF) from the drop
down
Select location to store the report
116
.
RTF Export Format (Continued)
Select the Options as you need
Select the location
where you want to
save
117
.
Parameterized Sorting
• Group sort order can now have their sort values driven by formula
• This feature allows you to use parameters to control sort order
118
.
Creating Parameterized Sorting
• Create a simple report with the country, Region and City field from the Customer Table in the Xtreme sample Database 11
119
.
Creating Parameterized Sorting (Continued)
• Create a parameter called Sort Order that has two values: Ascending and Descending
120
.
Click the
Conditional
formula button
Creating Parameterized Sorting (Continued)
• On the insert Menu Click Group and select the field that you want to group on( Ex: Country)
• Select Use a formula as Group Sort Order
121
.
Creating Parameterized Sorting (Continued)
• In the Formula Workshop enter your conditional formula text
122
.
Creating Parameterized Sorting (Continued)
• When you prompted to select a Sort Order, select the Option that you want , and click OK.
123
.
Creating Parameterized Sorting (Continued)
• Now the 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.
124
.
HTML Preview
• Crystal reports can now be previewed in HTML format thus showing how reports will look when published to the web
• In Crystal Reports design environment an additional VIEW tab is added to support this functionality
• The advantage of this feature is time saved in iterative task of publishing reports to the web as they are designed
125
.
Updated Repository Explorer
• The new repository Explorer makes it easier to navigate within the Business Objects Enterprise system
• Better able to share reporting components with other users through the repository
126
.
Updated Repository Explorer (Continued)
127
.
Updated Repository Explorer (Continued)
Give User Name and Password Credentials
128
.
Workbench
• Lets you keep Projects organized and allows you to group reports in folders according to your preference
129
.
Business Objects Universes
• Crystal reports based on Business Objects Universes can now support Universe run-time security and union queries
• These enhancements allow for most overloads defined in the Universe to be supported in Crystal reports
130
.
Creating Reports from Business Objects Universes
• Go to Standard Report wizard• Create New Connection• Universes Make New Connection Double
Click
131
.
Creating Reports from Business Objects Universes (Continued)
• Select the objects whatever you want in to the Result Objects Pane
and Query Filters then say OK
132
.
Creating Reports from Business Objects Universes (Continued)
• Select the Query in to the Selected Tables
133
.
Creating Reports from Business Objects Universes (Continued)
• Your Report will looks like in the below Screenshot
134
.
Advanced ReportingReport Processing Strategy
135
.
The model determines the order in which data is accessed and manipulated during Report generation.
• Crystal reports uses “Three Pass” Reporting Methodology to generate reports.
• Understanding Report Processing Model facilitates, effective report design and faster debugging.
Multi-Pass Reporting Process of the Crystal Reports Engine
136
.
A pass is a process that Crystal Reports uses each time the data is read or manipulated.
• Depending on the complexity of the report, Crystal Reports may make 1, 2, or 3 passes over the data.
What is a “Pass”?
137
.
Crystal Reports Processing Engine – Pre-Pass # 1:
• Evaluation Time – “Before Reading Records”
• Constant Formulas
Crystal Reports Processing Engine – Pass # 1:
• Evaluation Time – “While Reading Records”
• Database connection and Record retrieval
• Recurring formulas
• Local Record Selection
• Sorting, Grouping & Summarizing
• Saved data storage
Report Processing
138
.
• Process Flow : Pass # 1
Report Processing
139
.
Crystal Reports Processing Engine – Pre-Pass # 2:
• Group Sorting Top/Bottom N• Hierarchical Grouping
Crystal Reports Processing Engine – Pass # 2:
• Evaluation Time – “While Printing Records”• Print-time formulas• Running total Calculations• Charts, maps, Cross-tabs & OLAP grids• Subreports
Report Processing
140
.
• Process Flow : Pass # 2
Report Processing
141
.
Crystal Reports Processing Engine –Pass # 3:• Total Page Count
Report Processing
142
.
Multi-Pass Report Engine Flow
143
.
Thank You
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