IntroductionWelcome| 00:04 | Hi, I am Curt Frye.
| | 00:06 | Welcome to Crystal Reports
2011, Essential Training.
| | 00:08 | In this course, I'll show you around the
Crystal Reports user interface, describe how you can
| | 00:13 | set program and report options,
and get help using the program.
| | 00:18 | Next, I'll show you how to create reports
using the Design Wizard and also by linking
| | 00:23 | to one or more data sources.
| | 00:24 | I will then move on to sorting and grouping
your data, show you how to change group options,
| | 00:31 | and to summarize your data
using statistical summaries.
| | 00:34 | After that, I'll show you how to create and
manage report sections, change the section
| | 00:39 | order, and delete any
sections you no longer need.
| | 00:43 | My next chapter covers formatting, whether
by applying a report template, formatting
| | 00:47 | individual report controls
or by highlighting records.
| | 00:51 | The remainder of the course shows you how to
summarize your data using charts, to focus
| | 00:55 | on subsets of your data by selecting records
using parameter fields, and by displaying data
| | 01:01 | in subreports and crosstabs.
| | 01:03 | Regardless of how you use Crystal Reports,
the techniques in this course will help you
| | 01:07 | analyze your data effectively.
| | 01:12 |
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| Using the exercise files| 00:00 | If you are a Premium member of the lynda.com
online training library, or if you are watching
| | 00:06 | this tutorial on the DVD-ROM, you have
access to the exercise files used throughout the
| | 00:10 | course. When I downloaded the files, I put
them on my desktop in a folder called Exercise
| | 00:17 | Files and inside the Exercise Files folder, I have
the files laid out by the chapter where I use them.
| | 00:24 | So for example, in Chapter_03 if I double-
click to open it, I see a list of all the reports
| | 00:30 | that I used there. Some of the folders also
contain the data sources that I used to create
| | 00:35 | the reports and if you go back to the main
Exercise Files folder, you will find at the
| | 00:41 | bottom, a folder named Data Sources.
So, if you want to look at the data I used in more
| | 00:46 | detail or create your own
reports using it, feel free to do so.
| | 00:51 | If you are a Monthly member or an Annual
member of lynda.com, you don't have access to the
| | 00:56 | exercise files, but you can follow
along from scratch with your own assets.
| | 01:01 |
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1. Getting to Know Crystal Reports 2011 Exploring the Crystal Reports user interface| 00:00 | If you've used other Windows applications,
especially the Office 2003 line of products,
| | 00:06 | then you'll be familiar with the interface
style of Crystal Reports 2011. In this movie,
| | 00:11 | I will run you through the user interface
and will show you where to find the tools
| | 00:14 | that you need to succeed.
| | 00:16 | When you run the program, Crystal Reports
displays the Start page where you can start
| | 00:21 | a new report or open a recent report. In this
case, I am going to open the FirstLook report,
| | 00:28 | which I worked with earlier. This report
probably won't appear in your version of the
| | 00:33 | program because you haven't opened that
report before, but don't worry; you don't need to
| | 00:37 | have it open to follow along with this movie.
| | 00:39 | The Crystal Reports user interface is the
same as the user interface based in Office
| | 00:46 | 2003, that is, it uses a menus-and-toolbar model.
So at the top, you have the menu bar with
| | 00:54 | the series of menus from which you can select commands
and then below that you have a series of toolbars.
| | 01:01 | There are five toolbars available to you and if
you want to see which are currently displayed,
| | 01:07 | you can right-click in the open spot on the
toolbar and that lists the toolbars that are
| | 01:13 | available to you. Any toolbar that is
displayed with a check mark next to it is currently
| | 01:18 | displayed, and I will show you how to hide
those toolbars and bring them back in a later
| | 01:23 | movie on working with the user interface.
So now, I will just left-click off to the
| | 01:27 | side to get rid of that shortcut menu.
| | 01:30 | Below the toolbars, you will see a couple
of tabs. The first is a tab for your open
| | 01:36 | report, in this case FirstLook, and the
other is for the Start page. So if we click the
| | 01:40 | Start Page tab, you get back to the Start
page and then if you want to switch back to
| | 01:45 | your report, you can just click the FirstLook
tab and you can go back. If you want to get
| | 01:51 | information about any of the toolbar buttons,
you can hover your mouse pointer over top
| | 01:55 | of it. For example, if I hover the mouse
pointer over the binocular icon at the top of the
| | 02:00 | first toolbar, we will see that that's the
Find button, and you will see that it displays
| | 02:05 | the name and also the keyboard shortcut.
| | 02:08 | So in Crystal Reports 2011, you can get at
most commands in one of three ways, either
| | 02:13 | by using the menus, by using the toolbar buttons,
or by use keyboard shortcuts. It all depends
| | 02:19 | on your preference and how you
like to work inside the program.
| | 02:22 | The final two things I would like to point
out are at the right side of the program window,
| | 02:26 | and those are the Field Explorer and the
Report Explorer. They appear in the same task pane
| | 02:32 | here on the right side. Currently, I have
the Field Explorer displayed. If you want
| | 02:37 | to switch over to the Report Explorer,
you can go down to the bottom of the task pane
| | 02:42 | and click that tab and it appears.
| | 02:44 | I'll show you how to use the Field Explorer
and the Report Explorer in many more movies
| | 02:49 | throughout this course. You will go back to
that side a lot. So those were the basics
| | 02:53 | of the Crystal Reports 2011 user interface.
If you need to get help on anything, you can
| | 02:58 | use the steps in the movie on getting help
that I will present later in this chapter.
| | 03:03 |
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| Setting program options| 00:00 | After you use Crystal Reports 2011 for a while,
you might want to change some of the program's
| | 00:05 | default behaviors.
| | 00:07 | If that's the case, you can do so
by changing the report's options.
| | 00:11 | In this movie, I am working with the FirstLook
report, but you can work with any report that
| | 00:16 | you have, or even a blank report.
| | 00:19 | To change your program options, you can
go under the File menu and click Options.
| | 00:25 | Doing so displays the Options dialog box.
| | 00:28 | All of the options that I am going to describe
in this movie are available on the Layout tab.
| | 00:32 | I will actually start in the
second group, which is with Snap To Grid.
| | 00:37 | When you have the Snap To Grid option
turned on, any objects such as shapes or headers
| | 00:43 | within the body of a report will move, but
they will only more according to points on
| | 00:48 | a grid that are defined
in the Grid Size value.
| | 00:52 | In this case, they are about 0.083 inches.
| | 00:55 | So, a very small grid, but even so, you don't
have the full range of motion that would be
| | 01:00 | available if Snap To Grid were turned off.
| | 01:04 | Anytime I have Snap To Grid turned on--and I
usually do leave it on just because it makes
| | 01:09 | aligning my elements easier--then I
always display the grid in Design view.
| | 01:15 | Doing so allows me to see where objects will
go instead of just relying on the grid and
| | 01:20 | assuming that I have them lined
up when in fact I might not.
| | 01:24 | You can also turn on the grid in Preview.
| | 01:28 | Turning on the grid in Preview lets you
visually assess where items will appear when you print
| | 01:33 | your report, and you can also make sure that
everything is lined up before you commit to printing.
| | 01:38 | Now, if you do want more fine-grain
control--that is, if control at the level of 0.
| | 01:43 | 083 of an inch isn't enough, and for some
chronic reports I can certainly see where that would
| | 01:47 | happen--then you can turn Snap To Grid
off entirely by clearing that checkbox.
| | 01:54 | Another thing that I do is
turn on the rulers in Preview.
| | 01:59 | Checking that box displays rulers at the top
and along the left side of the report when
| | 02:05 | you're viewing it in Preview before printing.
| | 02:08 | That's a personal preference, and all of
these options are completely up to you.
| | 02:13 | That's just the way that I like to do it.
| | 02:14 | And like I said, there are lot more options
available to you than the ones I have had
| | 02:19 | time to discuss in this movie.
| | 02:21 | If you want to save the changes to the
program options, you can do so by clicking OK.
| | 02:26 | If you want to undo them, you can click
Cancel. And I will go ahead and click Cancel so I
| | 02:30 | don't make any changes to the
current state of the program.
| | 02:34 | Now, there are a lot more options available to you than
the ones I have had time to discuss in this movie.
| | 02:39 | If you see an option that you think you might
want to change, go ahead and do it; you can
| | 02:43 | always change it back.
| | 02:48 |
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| Setting report options| 00:00 | In much the same way that you can set the
Crystal Reports 2011 program options, you
| | 00:05 | can set the options for individual reports.
| | 00:07 | In this movie, I'll show you how to change
the settings so your reports behave in a way
| | 00:12 | that makes it easier for you to work with them.
| | 00:14 | For this movie, I will use the FirstLook report,
but you can use any reports that you happen
| | 00:20 | to have opened, even if
you create a blank report.
| | 00:23 | To set a program's options, click the
File menu and then click Report Options.
| | 00:30 | Doing so displays the
Report Options dialog box.
| | 00:33 | I'd leave the settings in
the first column alone.
| | 00:35 | I find that they work just
fine for me the way they are.
| | 00:39 | In the second column, there is a default
setting to save the data with the report.
| | 00:44 | That's here at the top.
| | 00:46 | That works well if you are
summarizing relatively small data sets.
| | 00:50 | On the other hand, if you are using Crystal
Reports to summarize a large data set or sensitive
| | 00:54 | data you don't want getting around, you should clear the
check box so the data is not included with the report.
| | 01:00 | Depending on your report structure, you might not
want to print sections that don't contain any records.
| | 01:06 | For example, you might want to know that
there were sales in Colorado and Oregon, but you
| | 01:10 | might not care that there were no
sales to customers in California.
| | 01:14 | If you don't need to know which groups contain
no data, you can check the Suppress Printing
| | 01:18 | If No Records checkbox.
| | 01:21 | When you refresh your report's data, Crystal Reports
displays an alert box telling you what it's doing.
| | 01:26 | If you don't think you need that reminder,
you can uncheck the Display Alerts on Refresh
| | 01:31 | box, which is here, fifth in line in the
second column. And finally, if you create reports
| | 01:37 | you don't want your colleagues to be able to edit,
you can check the Read-only box, which is here.
| | 01:43 | You can save your changes by clicking OK or
you can cancel out of them and not have those
| | 01:48 | changes take effect by clicking Cancel.
| | 01:52 | Just as with the program options settings,
there are a lot more report options then I've
| | 01:55 | had time to discuss.
| | 01:57 | If you want to change one, go ahead
and, as always, you can change it back.
| | 02:02 |
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| Assigning report properties| 00:00 | When you create a report the data inside of
the report and also the field headers give
| | 00:05 | you a lot of information about it.
| | 00:07 | That said, if you want to be able to search
for the report easily on a server, such as
| | 00:11 | a SharePoint Server, then you
can add properties to the report.
| | 00:16 | In this movie, I'm going to use the FirstLook
report, which you can download from the Exercise
| | 00:21 | Files folder, but you can use any report
you like or just create a blank report.
| | 00:26 | To add values to report properties, open the
File menu and then click Summary Info. Doing
| | 00:32 | so displays the Document Properties dialog box.
| | 00:35 | You can use the controls inside the dialog
box to add values such as author, keywords,
| | 00:39 | comments, and so on, and I'll
just fill in a few of them.
| | 00:42 | So, for example, for the Author, I'll type
in my name, Curt Frye, and then press Tab to
| | 00:48 | move to the next field,
and here you can add keywords.
| | 00:51 | Keywords describe what is contained inside
of your report and they can be used as search
| | 00:56 | criteria on the server.
| | 00:58 | So for example, this report deals with call data,
so I might say "call," "data," and then have "center."
| | 01:07 | You can also add any comments,
| | 01:08 | so, for example, "Created in response to VP
request" and anything else that provides supplemental
| | 01:17 | information about this report.
| | 01:19 | If you wanted to add a title which would
appear in the report, then you can type "Call Data
| | 01:24 | for Each Center" and do the same thing for your
Subject, if there are any templates applied and so on.
| | 01:32 | If you want information about the reports,
such as when it was created, when it was last
| | 01:36 | edited, and so on, you can
find that on the Statistics tab.
| | 01:39 | So, it shows you the number of times this
has been revised, the length of time it's
| | 01:44 | been edited, when it was last
printed, created, last saved, and so on.
| | 01:49 | If you want to save your changes, you can
click OK, or if you don't, you can click Cancel.
| | 01:55 | As I said before, the main reason that you
add property values to a report is so you can
| | 01:59 | find it in the SharePoint search or
by searching on some other server.
| | 02:03 | The server software can then use these field
settings to help you look for the documents
| | 02:07 | that you need.
| | 02:12 |
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| Navigating within a report| 00:00 | If you work with a data set of any size,
it's likely that the report summarizing your
| | 00:04 | data will span more than one page.
| | 00:07 | It's not immediately obvious how to navigate
within your report, but once you know where
| | 00:11 | to look, the controls are
intuitive and easy to use.
| | 00:14 | To move around within a report, you can use
the tools on the navigation toolbar. And I'll
| | 00:19 | point that out to you. It's here on the
toolbar area and it is in the bottom-right corner
| | 00:24 | by default. So it has the Refresh button,
Stop, and other controls that are exactly the
| | 00:31 | same as the controls that you'd use
in PowerPoint to move among slides.
| | 00:36 | So, for example, I'm on page 1 of 2.
| | 00:40 | If I want to move to the next page, I can
click the Show Next Page button, and that displays
| | 00:46 | Page 2 of the report.
| | 00:48 | If I want to go back, click Show Previous
Page, and the other two buttons on this little
| | 00:54 | portion of the toolbar allow you to show
the last page. In this case it's Page 2 again,
| | 00:59 | because it's only a two-page report. Or you
can also go to the first page by clicking the
| | 01:04 | Show First Page button.
| | 01:06 | If you know the page that you want to go to
within a report, you can type that value here
| | 01:11 | in the Page Selector box. So just click there
and you can type in the number. In this case,
| | 01:16 | to show the change, I'll type in the
number 2 to move to page 2 and press Enter.
| | 01:21 | The two controls on this navigation toolbar
that I haven't talked about yet are the Refresh
| | 01:25 | button and the Stop button,
and they work together.
| | 01:29 | If the file supplying data for your report has
changed or might have changed, you can update
| | 01:33 | your report to reflect that change by
clicking the Refresh button, or you can press F5.
| | 01:39 | If the refresh is taking a long time,
then you can click the Stop button.
| | 01:43 | When it's activated, it will display in red,
and then Crystal Reports will stop trying
| | 01:49 | to update the data and you can continue to
work with the data that was in place before
| | 01:53 | you clicked the Refresh button.
| | 01:55 | Navigating within a report should be pretty
familiar if you've used other Windows programs.
| | 02:00 | The techniques in this movie give you
everything you need to know about navigating within your report.
| | 02:09 |
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| Adding page numbers and printing| 00:00 | When you've created the report that you want
and have populated it with the data that you
| | 00:04 | want to display, you can print the report.
| | 00:07 | If you're printing on paper, you should
strongly consider adding page numbers.
| | 00:12 | There is a very little worse than dropping a
pile of unnumbered pages and trying to put
| | 00:15 | them back in order.
| | 00:17 | The first thing you need to do
is to switch over to Design view.
| | 00:21 | To do that, you click the Design view tab
at the left side of the program window.
| | 00:26 | Once you're in Design view, you can go down
to the page footer, which is all the way at
| | 00:30 | the bottom, and there you will see that there
is a Page Number control already in place.
| | 00:35 | What I want to show you how to do is to change that
field to another field that reads "Page Number N of M."
| | 00:42 | So, for example, if you had a ten-page report and
you were printing out page five, it would say "Page 5 of 10."
| | 00:49 | To do that, hover the mouse pointer over the
Page Number control, click it to select it,
| | 00:55 | and then press the Delete key;
doing so deletes the control.
| | 00:59 | Now you can add the Page N of M special field.
| | 01:04 | To do that you'll work in the Field Explorer,
which is here on the right side of the program interface.
| | 01:10 | If the Field Explorer doesn't appear,
then you can go up to the top tab bar and click
| | 01:15 | the Field Explorer button to bring it back.
| | 01:18 | Once the Field Explorer is open, you can click the
expand control next to the Special Fields list.
| | 01:24 | Now from within the list of special fields
that appears, you can drag Page N of M to
| | 01:30 | the Page Footer area of the report, so just
click and drag and put Page N of M in the
| | 01:38 | Page Footer area.
| | 01:39 | Now if you switch back to Preview, which you
can do by clicking the Preview view tab, and
| | 01:46 | if you scroll down to the bottom of the
report, you'll see that it says Page 1 of 2.
| | 01:51 | Then if you navigate to Page 2, by clicking
the Show Next Page button on the navigation
| | 01:56 | toolbar, it displays Page 2 of 2.
| | 02:01 | Now that you have page numbers in
place, you can print out your report.
| | 02:05 | To do that, go up to the
File menu and click Print.
| | 02:09 | If you like, you can also press Ctrl+P.
| | 02:12 | The Print Setup dialog box is very similar
to pretty much every other print dialog box
| | 02:16 | that you'll see in Windows programs.
| | 02:19 | You can change your printer, for example, by
clicking the Name button and then selecting
| | 02:27 | any printer that appears. You can change your
page range, printer paper size, anything else.
| | 02:33 | If you've made the change, you can click the
Apply button to apply it and then when you're
| | 02:37 | ready, you can click Print to make
a paper copy or PDF of your report.
| | 02:44 | If you don't want to print,
you can click Cancel.
| | 02:49 |
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| Changing page layout| 00:00 | When you are preparing a Crystal Reports
report for printing, you should pay attention to
| | 00:06 | your page layout to make sure that your report
will look its best when you do print it out.
| | 00:11 | In this movie, I will show you how to
change your Page Layout settings so that you can
| | 00:16 | make that happen.
| | 00:17 | Taking a quick look at this report, if you
look here, about two thirds of the way over
| | 00:23 | on screen, you'll see a vertical line.
| | 00:27 | That vertical line indicates that there is
a page break. So, when I print this report,
| | 00:32 | everything for California, Colorado, and
Idaho will appear on one page and the entries for
| | 00:37 | Oregon and Washington will
appear on the second page.
| | 00:40 | I really want all that information to be printed
on the same page, so I can change the report's
| | 00:46 | Page Layout to make that happen.
| | 00:49 | To change report's Page Layout,
click File, and then click Page Setup.
| | 00:55 | In the Page Setup dialog box,
you can select a number of options.
| | 00:59 | If you never plan on printing out your file, even
as a PDF, then you can check the No Printer box.
| | 01:07 | In most cases, though, you'll probably make
a printed copy, or at least a PDF or a web
| | 01:12 | file, so the next thing you can do is select
the printer that you want to send it to, Adobe
| | 01:19 | PDF or whatever printers are
available on your network.
| | 01:22 | I'll just leave it on PDF for now.
| | 01:24 | You can also, if you want, select from a
large number of preset page sizes, so right now
| | 01:30 | we have Letter, which in the U.S. is
8.5 inches x 11 inches
| | 01:34 | but there are many, many, many
other options that you can select
| | 01:37 | from if you want.
| | 01:39 | You can also type in your own horizontal and
vertical values if you want, Horizontal being
| | 01:45 | width and Vertical being height.
| | 01:47 | Down toward the bottom of the dialog box,
you can set the Margin values. This is the amount
| | 01:52 | of white space that is left right above
and below the data that appears on the page.
| | 01:58 | A quarter of an inch is a very
narrow margin, half of an inch,
| | 02:02 | .5, is much more common, but do you
need to do to make your data fit.
| | 02:07 | The last option I'll describe--and this is one
that I'll change--is Orientation, for Portrait
| | 02:13 | versus Landscape.
| | 02:15 | Portrait orientation has the short side on
the top and bottom and the long side to the
| | 02:21 | left and right; if you select the
Landscape option, that's reversed:
| | 02:26 | now the vertical sides are shorter
and the horizontal sides are larger.
| | 02:30 | So now when I click OK all of my data in this
report will be printed on one page. The page
| | 02:36 | break indicator doesn't appear because
everything will be printed on a single page.
| | 02:41 | Using Page Setup to change your
report's page layout is a very powerful tool.
| | 02:46 | It seems simple, but you shouldn't overlook it.
| | 02:51 |
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| Getting help in Crystal Reports 2011| 00:00 | Crystal Reports 2011 is a
large and very powerful program.
| | 00:05 | Even if you work with it for a while,
you might not find out everything that you want
| | 00:08 | about the program.
| | 00:09 | For example, there might be some toolbar
controls that you haven't used, so you don't know what
| | 00:14 | they are good for.
| | 00:15 | In this movie, I will show you how to get
help within the Crystal Reports program so
| | 00:19 | you can find out everything that it can do.
| | 00:22 | The first way that I will show you to get
help in Crystal Reports 2011 is by opening
| | 00:26 | the main Help interface.
| | 00:28 | To do that, click the Help menu and
then click SAP Crystal Reports Help.
| | 00:35 | You can also press F1 if you
prefer to use keyboard shortcuts.
| | 00:39 | The Help system inside of Crystal Reports is
probably familiar to you if you have used
| | 00:43 | other Windows Programs.
| | 00:45 | You have Contents, where you can click
expand controls to display all of the Help files
| | 00:50 | available under particular section.
| | 00:53 | You can also go to the index, which shows
a list of all the terms that are available
| | 00:58 | for you to get help on.
You can also search and you can add favorites
| | 01:03 | so that you can go back to
Help files that you use a lot.
| | 01:06 | I will just close out of that.
| | 01:09 | You can also get help for any toolbar
controls by using what is called contextual help.
| | 01:14 | To do that, hold down the
Shift key and press F1.
| | 01:18 | When you do, the mouse pointer changes from an
upward-pointing arrow to an upward-pointing
| | 01:23 | arrow with a question mark to the right of
it; that means that the program that will
| | 01:28 | give you help on the
next item that you click.
| | 01:31 | So let's say that you did not know what this
Binocular tool did here on the top toolbar.
| | 01:37 | If you click it, Crystal Reports displays
the Help file for the toolbar button, and in
| | 01:43 | this case it is the Find command, which allows you to
look for particular values in a field within a report.
| | 01:50 | If you click something that doesn't have a
Help file available for it, say for example
| | 01:54 | the Field Explorer header, which I can do
by pressing Shift+F1 again, the mouse pointer
| | 02:00 | changes to the Help pointer with the question
mark to the right of the pointer, then click
| | 02:06 | Field Explorer which does not have a help
file associated with it. If that happens,
| | 02:10 | Crystal Reports displays the main Help page.
| | 02:13 | Crystal Reports gives you a lot of
ways to get help within the program.
| | 02:17 | Getting contextual help by pressing Shift+F1
and clicking a toolbar button is a very quick
| | 02:22 | way to learn how one of those tools works.
| | 02:27 |
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2. Creating a ReportUsing the Standard Report Creation Wizard| 00:00 | When you create a report in Crystal
Reports 2011, you have a number of options.
| | 00:05 | You can work with a blank report, make a
connection to a data source, and then add the fields by
| | 00:11 | hand, or you can use one
of a variety of wizards.
| | 00:15 | In this case, I want to use the Standard Report
Wizard, which I can start from the Start page
| | 00:21 | by clicking Report Wizard.
| | 00:24 | Then, in the Standard Report Creation Wizard
dialog box, I can create a new connection
| | 00:30 | by clicking the expand control next to
Create New Connection, and then I can identify the
| | 00:36 | type of data source that I want to use.
| | 00:38 | In this case that is an Excel workbook, so I will
click the expand control next to Access/Excel.
| | 00:46 | Then in the Access/Excel dialog box
I can identify the database type.
| | 00:51 | It comes up as Access by
default, but we want to use Excel.
| | 00:55 | So, I will click the Database type
control and select Excel 8.0 from the list.
| | 01:02 | You might be wondering what all
those different versions of Excel mean.
| | 01:06 | Well, Excel uses different file types
depending upon the version that you are using.
| | 01:11 | For example, in Excel 2007 and 2010, Microsoft
changed to a new file type, the .xlsx file type.
| | 01:19 | In previous versions from Excel 97 to
Excel 2003, they used the .xls file type.
| | 01:27 | The earliest of those versions,
Excel 97, was referred to as Excel 8.0
| | 01:31 | internally within Microsoft
and that's why you see Excel 8.0
| | 01:35 | in this list instead of Excel 97.
| | 01:38 | What this means is that you can't use Excel
2007 and Excel 2010 files in Crystal Reports,
| | 01:46 | or at least you can't import them.
| | 01:48 | Instead, what you need to do is to save those
files as Excel 2003 files by using the Save
| | 01:54 | As controls within Excel.
| | 01:57 | Now that I have identified the database type, I
can identify the specific file that I want to use.
| | 02:02 | To do that, I click the Browse button next
to Database Name, and doing so will display
| | 02:08 | a folder navigation suite that I
can use to pick the file I want.
| | 02:11 | I will go ahead and do that,
| | 02:12 | and now I can click the file from which I
want to import the data, and that is the CallData
| | 02:19 | file, and then click Open.
| | 02:21 | The full path of the file appears in the
Database Name field, and I can click Finish.
| | 02:26 | Now, in the Available Data Sources list,
I can click the worksheet that I want to add
| | 02:31 | from the file that I just added.
| | 02:34 | So in this case that is Sheet 1, and I can
tell it's the one that I want because the
| | 02:38 | link to the file that I
identified earlier appears above it.
| | 02:42 | And then I can click the Add button. Doing
so puts the table that I identified, Sheet
| | 02:48 | 1, inside this Selected Tables list.
| | 02:50 | Now I can click Next and identify
the fields that I want to display.
| | 02:55 | In this case, I want to display all of them--
Year, Quarter, Center, and Calls--so I'll click
| | 03:00 | the Add All button, then click Next.
| | 03:04 | Now I can identify the fields by
which I want to group the values.
| | 03:08 | Grouping changes how the data
within your report is organized.
| | 03:11 | In this case, I want to
organize the data by year,
| | 03:14 | so I will identify the Year field, which is
already highlighted here under Report Fields,
| | 03:21 | and click the Add button. Then click Next.
| | 03:26 | Now I can select which
fields I want to summarize.
| | 03:29 | In other words, I want to put subtotal and
grand total values at the end of each group,
| | 03:35 | or in the case of grand total,
at the end of the report.
| | 03:39 | Now it doesn't make much sense to summarize
Year and Quarter, so I will remove those two
| | 03:44 | fields from the Summarized Fields list.
| | 03:46 | To do that, I click the field and then click the
Remove button, and I will do the same for Quarter.
| | 03:54 | So I have Calls and I can set the summary
operation; in this case I will leave it on Sum.
| | 04:01 | But if I wanted to change it, I would click
this control and I can select from a wide
| | 04:06 | variety of calculations, but in
this case, I will just stay with Sum.
| | 04:11 | There are more steps to the Wizard, but there
is nothing else I want to cover in this movie
| | 04:14 | so I'll go ahead and click Finish, and when I do,
Crystal Reports creates my report, along with
| | 04:21 | the settings and the summary that I created.
| | 04:24 | I think the Standard Report Design Wizard is
extremely well done. Because all the options
| | 04:29 | that you need to create a basic report there,
you can create the report and then modify
| | 04:33 | it to meet your needs.
| | 04:38 |
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| Linking to a data source| 00:00 | In the previous movie, I showed you how to create a
report using the Standard Report Design Wizard.
| | 00:07 | In this movie I will show you how to create
a blank report and then link it to a data
| | 00:11 | source to provide values for that report.
| | 00:13 | When you run Crystal Reports, on the start
page, go under Start a New Report and then
| | 00:19 | click Blank Report.
| | 00:22 | When you do, the Database
Expert dialog box appears.
| | 00:26 | You can now select a new
data source for your report.
| | 00:29 | To do that, next to Create New Connection,
click the expand control and then click the
| | 00:35 | type of data source that you want.
| | 00:37 | In this case, it will be an Excel workbook,
so I will click the expand control next to
| | 00:43 | Access/Excel and the Access/
Excel dialog box appears.
| | 00:49 | Depending on the exercises you have completed,
you might need to double-click the Make New
| | 00:53 | Connection item to display the
dialog box you see on your screen.
| | 00:58 | Now I can select my database type, so I
will click that control and from the list that
| | 01:03 | appears, click Excel 8.0
| | 01:05 | And then we can select the file
that we want to import into the report.
| | 01:10 | Click the Browse button next to
Database Name. It has three periods on it.
| | 01:17 | When you do, the Open dialog box appears
and you can select what you want to bring in.
| | 01:22 | For this movie we will bring in ContactData,
so I will click it and then click Open.
| | 01:27 | Now I can click Finish and that file
appears within the Database Expert.
| | 01:31 | I will now click Sheet 1, which represents
Sheet 1 within that workbook, and click the
| | 01:38 | Add button so that appears inside
the Selected Tables list, and click OK.
| | 01:43 | When I do, a new database entry
appears inside of the Field Explorer.
| | 01:49 | If the Field Explorer for some reason isn't
displayed in Crystal Reports, you can go up
| | 01:53 | to the standard toolbar and click
the Field Explorer button to show it.
| | 01:58 | Now, to work with the fields in the Field Explorer,
next to Database Fields, click the expand control
| | 02:05 | and next to that, click the
expand control next to Sheet 1,
| | 02:09 | and now you can add the fields from
the Field Explorer to your report.
| | 02:13 | That's all I want to you
show you for this movie.
| | 02:15 | In the next movie, I am going to show you
how to add multiple data sources to a single
| | 02:20 | report, and then in the movie after that,
I will show you how to add these fields to
| | 02:24 | the body of your report.
| | 02:29 |
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| Linking to a source with multiple tables| 00:00 | In the previous movie I showed you how to link to
the data source that contained a single table.
| | 00:05 | In this movie, I am going to show you how
to link it to a data source that has two
| | 00:10 | or more tables that you
want to use in your report.
| | 00:12 | When you are in Crystal Reports, you can go to
the Start Page and under Start a New Report,
| | 00:19 | click Blank report.
| | 00:21 | When you do, the Database
Expert dialog box appears.
| | 00:25 | We want to create a new data connection, so I will
click the expand control next to Create New Connection.
| | 00:32 | My version of the dialog box shows
files I have been working with before.
| | 00:36 | You might not see it, you
might--it doesn't really matter.
| | 00:40 | What you want to do is open up the Access/Excel
item and then double-click Make New Connection.
| | 00:49 | When you do, the Access/
Excel dialog box appears.
| | 00:55 | Now, we need to select our database type, so
I'll click that control and from the list
| | 01:00 | that appears click Excel 8.0 .
| | 01:02 | As I explained in the previous movie,
Excel 8.0 refers to Excel 97.
| | 01:07 | The implication is that you have to use a
| | 01:10 | .xls Excel file type, so you only can
use files from Excel 97 to Excel 2003.
| | 01:17 | With that in mind, you can click the Browse
button with three dots next to Database Name
| | 01:23 | and then navigate to the Chapter 02 folder,
under exercise files, and click CustomerOrders,
| | 01:30 | and then click open. With that
in place, we can click Finish.
| | 01:35 | Now under, Create a New Connection,
under this item, which is CustomerOrders.xls
| | 01:42 | you will see two tables that
you can add: Sheet 1 and Sheet 2.
| | 01:47 | Under that item, click Sheet 1 and then click
the Add button, and then click Sheet 2 and
| | 01:53 | click the Add button--that is the one with the
single right-pointing arrow, looks like a
| | 01:58 | greater than sign.
| | 02:00 | With those tables selected, click OK and you see
the second page of the Database Expert dialog box.
| | 02:06 | I am going to drag the right edge of the
dialog box so you can see everything inside of it.
| | 02:12 | What it contains is a list of the fields
that are available in Sheet 1 and in Sheet 2.
| | 02:18 | The idea when you create a report like this
from two different data sources is to try
| | 02:23 | to identify a link between the two of them,
and in this case we have CustomerID occurring
| | 02:29 | in both of the data sources. And Crystal
Reports identifies that link with customer ID here
| | 02:35 | and then you can follow the line down
the CustomerID in the second source.
| | 02:40 | So, after you create the report and you add
fields, Crystal Reports will be able to relate
| | 02:45 | records from Sheet 1 to those in Sheet 2.
With that link identified, you can click OK.
| | 02:53 | When you do, Crystal Reports adds
those two tables to your report.
| | 02:58 | Now you can go over to the Field Explorer,
click the Database Fields expand control,
| | 03:03 | and you'll see Sheet 1 and Sheet 2.
Click expand control for Sheet 1 and you will see
| | 03:10 | all the fields available in that data source, and
for Sheet 2, you will see those fields as well.
| | 03:16 | Adding multiple fields from a single data
source to a report is very much like
| | 03:20 | adding a single table, but
there are a few slight differences.
| | 03:24 | Now that you know what those differences are,
you can add multiple data sources whenever
| | 03:27 | you need to.
| | 03:32 |
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| Adding fields to a report| 00:00 | After you've defined a data source or data
sources for your report, you can add fields
| | 00:05 | from those sources to the body of the report.
| | 00:08 | In this movie, I will show
you how to do just that.
| | 00:12 | The first thing you need to do is go over to the
Field Explorer and display the available database fields.
| | 00:19 | To do that, click the expand control next
to Database Fields and underneath that, click
| | 00:26 | expand control next to Sheet1.
| | 00:29 | If for some reason the Field Explorer isn't
visible, you can go up to the standard toolbar
| | 00:34 | and click the Field
Explorer button to display it.
| | 00:38 | Now you can drag fields
to the body of the report.
| | 00:41 | To do that, drag Year to the Page Header section--
and I'll put it at the top of that section.
| | 00:48 | And then you can drag Quarter a little bit
further to the right in the same section.
| | 00:55 | Now we will add Center and
Calls to the Detail section.
| | 00:59 | And I'll explain the role of all the sections later
on in chapter 3, which covers sections in detail.
| | 01:05 | But first, I'll drag Center, put it below
Year, and then Calls underneath Quarter.
| | 01:13 | And when you drag them in to the Detail section,
Crystal Reports adds a header for the name of that field.
| | 01:20 | So here is the header and here is the
actual data where the data will be displayed.
| | 01:27 | Now with that in place, you can
press F5 to add the data to the report,
| | 01:32 | and when you do, Crystal Reports
displays the data in Preview mode.
| | 01:37 | At this point you might also see a dialog
box asking you to select the data source.
| | 01:41 | If you do, select to the callData file to see
the report that's displayed on your screen.
| | 01:48 | So you can see that we have data for the year 2011,
Quarter Number 1, and then this is monthly data,
| | 01:55 | so we have Austin, Boston, St. Louis and
Seattle, and Las Vegas repeating throughout.
| | 02:01 | Now this organization doesn't make much sense,
but don't worry. I'll show you how to rearrange
| | 02:07 | these fields and to group
them later on in this course.
| | 02:11 | And now that the fields are in your report,
you can start analyzing the data they contain.
| | 02:16 |
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| Saving a report| 00:00 | When you work on a report, whether creating
a new one or editing an existing document,
| | 00:06 | you should save your work frequently
to avoid having to do anything over.
| | 00:09 | In this movie, I will show you how to save
your reports both using Save and Save As.
| | 00:15 | If you want to save your report--that is, write your
changes to disk--then you have a number of options.
| | 00:21 | The first option is to press Ctrl+S.
| | 00:24 | Pressing Ctrl+S saves your report immediately.
| | 00:28 | If you prefer to use toolbar buttons, then you can
click the Save button on the standard toolbar.
| | 00:34 | If you haven't changed the user interface,
then that is the third button from the left
| | 00:38 | on the top toolbar.
| | 00:40 | I haven't made any changes to this
report, so the button is grayed out.
| | 00:44 | But if I had, then it
would be displayed in blue.
| | 00:46 | Your third option, is to click the File menu
and then click Save, and again, that item
| | 00:53 | is displayed in gray because
I haven't made any changes.
| | 00:57 | The next item on the File menu is Save As,
| | 01:01 | and that allows you to save your
report but changing something about it,
| | 01:05 | such as its name or the
location where you are saving it.
| | 01:08 | So to display the Save As dialog box, click
File and then Save As, and you can use the controls
| | 01:14 | in the Save As dialog box to
change something about the report.
| | 01:18 | For example, you could use the controls at
the top of the dialog box to navigate to
| | 01:22 | a different folder, or you can
save it under different file name.
| | 01:26 | For example, instead of saving,
I could type saving_backup.
| | 01:31 | You could then click the Save button to
save the report under the new name, or you can
| | 01:35 | click Cancel, which I'll do now,
so that you don't save a new copy.
| | 01:39 | The next option you should consider is
whether you want to save the data with the report.
| | 01:45 | You can change that setting, again on the
File menu, and then click Save Data with Report
| | 01:51 | to change between saving the data
or not saving the data with the report.
| | 01:55 | By default, in Crystal Reports 2011,
data is saved with the report.
| | 02:00 | That means that Crystal Reports takes the
data and includes it in the report in that
| | 02:05 | same file but compresses the data
so it doesn't take up as much room.
| | 02:10 | The program then decompresses the
data when you display the report.
| | 02:13 | Again, this option is turned on by default.
| | 02:16 | So the question becomes,
When should you turn it off?
| | 02:18 | Well, there are couple of circumstances.
| | 02:20 | The first is, if your colleague
shouldn't have access to the original data,
| | 02:24 | saym for example, salary data that you've
summarized, but you don't want them to be
| | 02:28 | able to look at the
individual salaries of your employees.
| | 02:31 | Secondly is if you have to send the
report over public networks, such as by email.
| | 02:37 | Public networks are notoriously insecure, so
that means that if you don't want the data
| | 02:41 | getting out, you shouldn't include
it with the report when you send it.
| | 02:45 | One thing to keep in mind is that if you do
save the report without the data, then Crystal
| | 02:49 | Reports must look up the
source data when you open it.
| | 02:52 | So that means if the data file isn't
available or is on another computer, then either the
| | 02:57 | report will be blank or you'll get an error.
| | 03:01 | One thing I like to do is to save a version
of the report with the data included and a
| | 03:05 | version without that I can
send safely across the Internet.
| | 03:10 |
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|
|
3. Managing Report SectionsCreating a section| 00:00 | In Crystal Reports 2011,
reports are divided into sections.
| | 00:05 | Each section takes on a
different role within the report.
| | 00:08 | In this movie, I will show you how
to create a section within a report.
| | 00:12 | The first thing you need to do is open your report
and then on the Report menu, click Section Expert.
| | 00:20 | Doing so causes the Section
Expert dialog box to appear.
| | 00:24 | Now you can select the type of
section that you want to insert.
| | 00:27 | In this case, I will insert a page header,
| | 00:30 | and this is a section that appears at the
top of every printed page of the report.
| | 00:35 | Over on the right side of the dialog box, you can
select options for the section that you're adding.
| | 00:41 | So for example, you can choose to suppress
it, to suppress the data, which means that
| | 00:45 | you don't allow users to double-click on
information to drill down and see the details.
| | 00:51 | I'll cover that later in the course.
| | 00:53 | You can also suppress a blank section.
| | 00:55 | If the section contains no data, then
selecting this option will cause it to disappear.
| | 01:01 | In other words, it won't be
included in the report.
| | 01:04 | And the final setting, Underlay Following
Sections, isn't something I ever have to deal with,
| | 01:09 | so I suggest you to leave it blank.
| | 01:11 | But if you feel like experimenting, feel free to
select it and see whether it works for what you need.
| | 01:17 | With all the these settings in place, you
can click Insert, which causes the Page Header
| | 01:22 | section to be inserted, and then click OK.
| | 01:25 | When you do, if you scroll down, you see that
there is a new Page Header section, and you
| | 01:30 | can have data, graphics, or
anything else you want to it.
| | 01:33 | The techniques that I showed you in this movie
work for all other types of sections as well,
| | 01:38 | so it's not specific to
the Page Header section.
| | 01:43 |
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| Resizing a report section| 00:00 | After you create a report section, you might
find that is not quite large enough to hold
| | 00:05 | or display all the controls
and the data that you need it to.
| | 00:09 | On the other hand, it could be too
large and take up too much space.
| | 00:12 | In this movie, I will show you
how to resize a report section.
| | 00:16 | To resize a report section, when you have
your report open, click the Design tab to
| | 00:23 | display the report in Design view, and you
can see in this case--I'll scroll up a bit,
| | 00:28 | so that you can see the
entire Report Header C section--
| | 00:31 | this section is significantly larger than the
chart that is contained within the section.
| | 00:36 | If I want to resize it, I can go down to
the divider at the bottom of the section, and
| | 00:42 | when the mouse pointer changes to double
horizontal lines with up- and down-pointing arrows, then
| | 00:48 | you can click and drag the
section line to resize the section.
| | 00:52 | So that's what I'll do. I will click and
drag the section line up, and when it's in the
| | 00:58 | proper position, release it. And when I do,
Crystal Reports resizes the section.
| | 01:03 | There is no absolute minimum size for a section,
but it should be the size of the data controls
| | 01:08 | within it, so that they will all appear.
| | 01:11 | The maximum size for any one
section is the size of the printed page.
| | 01:15 | If you find your data won't fit within a
section, you should consider rearranging things
| | 01:20 | so the layout either doesn't take up as much
room or is split among multiple sections.
| | 01:25 |
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| Merging report sections| 00:00 | When you create a report, every section
in the report serves a specific purpose.
| | 00:06 | If you have multiple sections of the same
type and you want to consolidate them into
| | 00:09 | a single section, you can do
so by merging those sections.
| | 00:14 | In this report, we have three
report header sections: a, b, and c.
| | 00:19 | We have the printed date and the report description
in b and we have a chart in report header section c,
| | 00:25 | so it makes sense to keep those apart.
| | 00:27 | But from just looking at this report in Preview,
it doesn't appear that there's anything in
| | 00:31 | report header section a.
| | 00:33 | If we switch to Design view by clicking the
Design tab, we see that there is the report
| | 00:39 | title and that's the field where if you assign
a title to the report in the Report Properties,
| | 00:44 | then that would appear there.
| | 00:46 | However, there is no reason to keep the
report title and the other information in report
| | 00:51 | header section B separate.
| | 00:53 | We could if we wanted to combine them into
a single section, so that's what we'll do.
| | 00:58 | To do that, on the Report menu. click Section
Expert, and then in the list of sections, you
| | 01:06 | click the section that is
uppermost of the two you want to merge.
| | 01:10 | So we want to merge a and b,
| | 01:12 | so we would select Report
Header a, if it weren't already.
| | 01:16 | And now if we click Merge,
header sections a and b are combined.
| | 01:21 | Now we haven't committed the change yet by
clicking OK, so we don't see it in the preview
| | 01:24 | behind the Section Expert dialog box.
| | 01:27 | But when I click the OK button,
those two sections are combined.
| | 01:32 | When you merge sections, Crystal Reports retains
all the objects in the sections that you brought
| | 01:37 | together so that you don't have to worry about
losing any of your data, graphics, or images.
| | 01:42 |
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| Managing section order| 00:00 | When you create a report in Crystal Reports
2011, you can use the order of the sections
| | 00:05 | to emphasize some data elements over others.
| | 00:08 | In this movie, I will show you
how to manage section order.
| | 00:11 | This sample file has three
Report Header sections:
| | 00:15 | Report Header A, which contains the Printed
Date and Last modified values; then Report
| | 00:20 | Header B has a chart; and Report
Header C has the Report Description.
| | 00:26 | What I want to do is to change the order of
the sections so that the Report Description
| | 00:31 | currently in Header Section C is below the
Printed Date and the Last modified date.
| | 00:37 | That information seems to make more sense when
it comes together because it's the information
| | 00:41 | about the report, as opposed to information about the
data in the report, which is summarized in the chart.
| | 00:48 | So to change the order of the header sections,
on the Report menu, click Section Expert and
| | 00:55 | then click the header that we want to move.
| | 00:58 | So for that, we'll click Report Header C.
When I do that, the up and/or down arrows appear,
| | 01:05 | so we have the Move Up button and the Move
Down button. You can only move a section within
| | 01:11 | the group of sections of its type.
| | 01:12 | So, for example, I couldn't move Report Header
C below the Page Header; I can only move it
| | 01:18 | above or below Report
Header b or Report Header a.
| | 01:22 | If I reclick Report Header b, which can move
up or down, then both the Move Up and the
| | 01:26 | Move Down buttons would become active.
| | 01:28 | But I am focused on Report Header c, so I'll
click that, and click the Move Up button, and
| | 01:35 | then with that change in place, click OK, and
Crystal Reports changes the order of those
| | 01:40 | sections within the body of the report.
| | 01:42 | Anytime you want to change the order of sections in
your report, you can use the Section Expert to do so.
| | 01:48 | Don't be afraid to experiment, because you
can always undo any changes that you've made.
| | 01:53 |
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| Hiding report sections| 00:00 | When you create a report, you might not need to
display the contents of every report section all the time.
| | 00:07 | Rather than delete a section and re-create it
later, you can hide a section whenever you want.
| | 00:13 | This report contains data about
individual sales across five states,
| | 00:18 | and those sales are individually listed in the
Details section of the report at the bottom of the page.
| | 00:25 | Let's say that all I wanted to do was communicate
the total of the orders by state to my colleagues,
| | 00:31 | and they didn't need to see the details,
so I want to hide that section of report.
| | 00:35 | I can do that by opening the Report menu,
clicking the Section Expert to display the
| | 00:42 | Section Expert dialog box, and then I
click the section that I want to hide, which is
| | 00:48 | Details, and then over in the right side of
the Section Expert dialog box, I can check
| | 00:54 | the Hide checkbox, which will hide the data.
| | 01:00 | And when I click OK,
that section is gone from the report.
| | 01:03 | So if I scroll down by dragging the vertical
slider, you see that there is no more detail
| | 01:10 | section; that data has been hidden.
| | 01:12 | It's not deleted; it's just been hidden.
| | 01:15 | And all we have left is the chart and the
data in the other report header sections.
| | 01:20 | The Details section is only hidden in the
preview; in other words, it won't be printed
| | 01:24 | or displayed in Preview mode.
| | 01:27 | If you go over to Design by clicking the
Design tab, which displays the report in Design
| | 01:32 | view, and you drag the slider down, you'll
see that the Detail section is still there.
| | 01:39 | If you don't want hidden sections to appear
in Design view either, then you can turn that
| | 01:43 | off by right-clicking a section in Design
view and toggling the Show Hidden Sections
| | 01:50 | in Design item from the
shortcut menu that appears.
| | 01:53 | So if I were to click it, Show Hidden Sections
in Design, then the Details section would
| | 01:59 | be hidden in Design view as well.
| | 02:01 | If I right-click any other section and
click Show Hidden Sections in Design again, then
| | 02:07 | the Detail section comes back.
| | 02:09 | So, anytime you want to hide a section,
you can do so quickly and you can bring them back
| | 02:13 | just as quickly.
| | 02:18 |
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| Creating multiple columns in a report| 00:00 | When you summarize a lot of data in a report, it
might make sense to arrange that data in columns.
| | 00:06 | In this movie, I will show you how to format
your report using multiple columns, specifically,
| | 00:11 | putting multiple columns
into the Details section.
| | 00:14 | This report contains a bunch
of data about individual sales.
| | 00:19 | And these are just the sales amounts--
don't have any other information--
| | 00:23 | so what I would like to do is to group this
data into a series of columns so that it's
| | 00:28 | easier to take in all at once.
| | 00:30 | To do that, I will open the Report menu
and click Section Expert. Then in the Section
| | 00:36 | expert, I'll click at the Details section,
and then over in the right side of the dialog
| | 00:42 | box, on the Comment page, I'll check
the Format with Multiple Columns box.
| | 00:48 | When I do, a new Layout tab appears,
| | 00:51 | so I'll go ahead and click that. And then
using the controls on the Layout tab, I can
| | 00:56 | define the layout of the Details
section for the multiple columns.
| | 01:01 | In this case I want to make
each column 2 inches wide,
| | 01:04 | so in the Width box, I'll type 2. And then
I also want to have a gap between each of
| | 01:11 | the values within the Details section, so
I have the horizontal gap, which I'll make
| | 01:16 | a quarter of an inch, which is
.25, and I'll have the same vertical gap of
| | 01:21 | .25. And what these two values do is to set
the amount of white space that there will
| | 01:27 | be between individual values
within the Details section.
| | 01:31 | So I've got a quarter inch each way, up
and down, and left and right of each value.
| | 01:36 | The next thing I'll change
is the printing direction.
| | 01:39 | Right now I have Down then Across.
| | 01:41 | What that would do is to create a long column
down the left side of the report and then
| | 01:46 | when it reaches the bottom, it would go back
up to the top of the second column and then
| | 01:50 | start displaying values in that second
column again, working its way down the page.
| | 01:55 | I prefer to show the data so that goes in rows,
so I'll select the Across then Down option.
| | 02:01 | With all that in place, I can click OK and
scroll up a bit using the mouse wheel, and
| | 02:07 | the data appears within the body of
the report, laid out in three columns.
| | 02:11 | The specific settings that you'll use for your columns
depend on your data and of course, your own style.
| | 02:17 | As always, feel free to experiment with
different settings and see which ones works best for
| | 02:21 | an individual report.
| | 02:26 |
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| Deleting a section| 00:00 | When you create a report in Crystal Reports
2011, it's likely that the first version you
| | 00:05 | create will not be the final version.
| | 00:08 | If you find that you no longer need a particular
section in your report, you can delete it fairly easily.
| | 00:14 | This report contains a chart
in Report Header Section c,
| | 00:19 | and my goal is to delete the chart so that only
the data below it is displayed within the report.
| | 00:26 | To delete a section, you can open the
Report menu and click Section Expert.
| | 00:32 | Then, within the Section Expert, you
select the section that you want to delete--
| | 00:37 | in this case, it is Report Header Section c--
| | 00:39 | and then click the Delete button.
| | 00:41 | When you're ready to commit the change, click OK and
the section is gone from the body of the report.
| | 00:47 | I am going to reopen the Section Expert--
again, that's on the Report menu, clicking Section
| | 00:53 | Expert--to show you a few things about what
you can and can't do, and which sections you
| | 00:59 | can and can't delete.
| | 01:00 | For example, you can not
delete the Detail section.
| | 01:03 | If you select it, the Delete button
grays out. Same thing for the Report Footer.
| | 01:08 | If there is only a single Report Footer or
Report Header Section, then you can't delete
| | 01:13 | it; it has to be there.
| | 01:15 | You should feel free to delete a section when
you no longer need it, or the data it contains.
| | 01:20 | But you should always consider hiding
the sections instead of deleting it.
| | 01:23 | I'll cover how to hide and unhide
sections elsewhere in this chapter.
| | 01:28 |
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|
|
4. Sorting and Grouping DataSorting data| 00:00 | When you create a report, the data appears
in the body of the report in the same order
| | 00:05 | that it was presented in the original source.
| | 00:08 | If you want to change the order of your data,
you can sort it using the Record Sort Expert.
| | 00:14 | The data in this report is a series of sales
and I have the sales number, the representative,
| | 00:21 | the state of the sale,
and the amount of the sale.
| | 00:25 | My goal is to sort the data in the report
so that the highest sales are on top and the
| | 00:30 | lowest sales are on the bottom and
continuing in order from highest to lowest.
| | 00:35 | To do that, I will open the Report
menu and click Record Sort Expert.
| | 00:42 | In the Record Sort Expert dialog box, I can
identify the fields that I want to use as
| | 00:47 | my sorting criteria. First, I will just create a single sorting
criteria and that will be the OrderAmount.
| | 00:55 | So, under Report Fields, I will click Sheet 1
OrderAmount and then click the Add button.
| | 01:02 | Doing so displays that
field in the Sort Fields list.
| | 01:06 | Now, I wanted the highest values on top and the
lowest values on the bottom, so my sort direction
| | 01:11 | will be Descending.
| | 01:13 | With that in place, I will click OK and
the data appears in the body of the report
| | 01:19 | in descending order based on sale amount.
| | 01:21 | Now let's say that I wanted to sort based on
multiple criteria, say first by the sales representative
| | 01:28 | and then by the amount.
| | 01:30 | So we will take the sales rep's name in ascending order
and the amounts of their sales in descending order.
| | 01:37 | To do that, I will go back into the Record
Sort Expert, Report menu > Record Sort Expert,
| | 01:44 | and now I can add another
field to this Sort Fields list.
| | 01:48 | In this case, it's the sales representative,
| | 01:51 | so under Report Fields, I will click
OrderSalesRep and click the Add button.
| | 01:57 | When I do, the OrderSalesRep
field appears below the OrderAmount.
| | 02:02 | So what that means is that the OrderAmount is
still the primary sorting criteria where instead
| | 02:07 | what I want is the SalesRep to
be the first sorting criteria.
| | 02:10 | In other words, I want all of the records for
sales rep Jones to appear before the records
| | 02:17 | of the sales rep Smith.
| | 02:19 | I can make that change by clicking the
OrderSalesRep field in the Sort Fields list and then click
| | 02:26 | the Move Up button.
| | 02:27 | When I do, the SalesRep moves above the
OrderAmount, and that will change how the data appears
| | 02:33 | within the report.
| | 02:35 | I want to go in ascending alphabetical order,
| | 02:37 | so I will leave for Ascending selected
for the SalesRep field and click OK.
| | 02:43 | When I do, I see all the sales for Jones,
again in descending order by amount, and all
| | 02:49 | the sales for Smith, with the
amounts appearing in the same way.
| | 02:54 | If you want to undo a sort, the easiest
way to do it is to click the Undo button.
| | 02:59 | Clicking it once will undo the first sort,
but we are still in descending order by amount
| | 03:04 | because we have done two sorts, and clicking Undo
again will put us back in our original order.
| | 03:10 | You can also go into the Record Sort Expert
if I click the Redo button to reapply my first
| | 03:16 | sort and then click Reports > Record Sort
Expert. I can select the field that I want
| | 03:21 | to remove and click the Remove button to
take that field out of the Sort Fields list
| | 03:27 | and then click OK to save the change.
| | 03:32 |
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| Defining a group| 00:00 | When you work in Crystal Reports, most of
your data sets will have sets of common values.
| | 00:05 | For example, you might have records from the
same sales representatives, the same cities,
| | 00:10 | states, or countries.
| | 00:11 | In this movie, I will show you how to
group your data using those values.
| | 00:16 | To insert a group, you open the
Insert menu and then click Group.
| | 00:23 | When you do, the Insert
Group dialog box appears.
| | 00:26 | You can now select the field on which you
want to group your data, and for this, I will
| | 00:30 | make it state.
| | 00:32 | So click the first control to display the
fields that are available and then under Report
| | 00:38 | Fields, I will click OrderState.
| | 00:40 | I can then select a sorting order.
| | 00:42 | I will stay in ascending order for this case,
but you can choose in descending order, you
| | 00:47 | can specify an order, or you can put the data
back in the original order, which basically
| | 00:51 | undoes the grouping or any changes that you have
made to the grouping sorting order previously.
| | 00:57 | But like I said, we will stay
with ascending and click OK.
| | 01:03 | Now the data within your report is grouped
based on the state from which an order was
| | 01:07 | placed, and those go in
ascending alphabetical order.
| | 01:12 | So we've got California, Colorado,
Idaho, Oregon, and Washington.
| | 01:18 | What's happened is that Crystal Reports has
added a new grouping section to your report,
| | 01:24 | and you can see that if you go to
Design view by clicking the Design tab.
| | 01:29 | So we have the usual report headers and the
page header and then above the Details section,
| | 01:34 | we have Group Header #1 and
below it we have Group Footer #1.
| | 01:39 | Those sections have the definition for the
group that we put in using the Group Expert.
| | 01:44 | Now switch back to Preview. Another
change you might have noticed is that over
| | 01:49 | here on the left side of the program window,
there is now a Groups pane that you can use
| | 01:55 | to move around within the report.
| | 01:57 | So, for example, if your report is multiple
pages, you can move from group to group.
| | 02:01 | The way that I have the report currently
displayed on the screen has Idaho, Oregon, and Washington.
| | 02:07 | If I wanted to move to the California group,
I could go into the Groups list and click
| | 02:12 | CA and doing so moves
up to the California group.
| | 02:16 | Grouping your data within a report makes it
easier to analyze the values it contains.
| | 02:20 | In the rest of this chapter, I will show you
other things you can do with groups, such as
| | 02:24 | reorganizing the order of your groups
and changing the emphasis of your report.
| | 02:29 |
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| Grouping data based on dates and times| 00:00 | In the previous movie, I showed you how to group
your data using values and text and number fields.
| | 00:06 | You can also group your data based on dates
and times, but the procedure is a little bit
| | 00:11 | different because the options
available to you have changed.
| | 00:14 | Let's dig in and I'll show you how to do it.
| | 00:16 | The body of this report--which is quite large;
it's 114 pages--contains data for sales going
| | 00:22 | back to January 1, 2010.
| | 00:26 | What I want to do is to group the data
by week, but also to go in reverse order,
| | 00:30 | so I want the most recent data to appear at
the top of the report and the oldest data
| | 00:34 | to appear at the bottom.
| | 00:36 | To do that, I'll go to be in Insert menu and
click Group to create a new group, and we're
| | 00:43 | going to group the data on the Date field,
so I click the top control and select Date
| | 00:51 | from the list of fields that appears.
| | 00:53 | And instead of in ascending order with the
oldest data at the top of the report, I'll
| | 00:58 | switch it to descending order.
| | 01:01 | Then I can decide how the section will be
printed. And this is one of the changes when
| | 01:05 | you work with dates and times.
| | 01:08 | So for example, we can group the data by week, we can
go up by day, we can go every two weeks, and so on.
| | 01:14 | For this exercise, I'll group the data for each two
weeks and with all the settings in place, click OK.
| | 01:21 | So what's happened in the body of the report
is that I have all of the data grouped based
| | 01:25 | on two-week intervals, and the weeks start
with December 23rd, 2012 and work their way
| | 01:32 | down in descending order.
| | 01:34 | So if I scroll down in the report, and the
second group doesn't start until the top of
| | 01:41 | Page 2, which we can see by scrolling up.
| | 01:45 | Grouping your reports' rows by date let you analyze
different aspects of your business operations.
| | 01:51 | Don't forget that you can
group by day of the week.
| | 01:53 | For example, if you run a call center, you
might want to check your calls on Monday versus
| | 01:57 | calls on other Mondays in the same quarter.
| | 02:02 |
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| Reordering and deleting groups| 00:00 | When you add a group to a report, that group
changes how the data appears within the report.
| | 00:06 | You can then modify the
presentation by reordering or deleting groups.
| | 00:11 | This report contains call data for the year
2011 and 2012 for a series of call centers.
| | 00:17 | I've grouped the report by year and by call
center, and you can see that structure here
| | 00:23 | with 2011 Austin, then Boston,
then Las Vegas, and so on.
| | 00:28 | What I want to do is change the
grouping order and then delete a group.
| | 00:32 | To perform either of those tasks, you open
the Report menu and then click Group Expert.
| | 00:40 | When you do, you see in the Group By List that you
have the report grouped by year and then by center.
| | 00:46 | If you want to change the order of these two
fields--in this case you want to move Year-A
| | 00:52 | below Center-A--then you can click
Year and then click the Move Down button.
| | 00:58 | So now the report will be grouped by Center
and then by Year, and when I click OK, we see
| | 01:03 | the Austin call center with results for
2011 and 2012, and so on for Boston, Las Vegas,
| | 01:10 | and the other cities.
| | 01:12 | Now, let's say that I want to delete a group.
| | 01:14 | Say, for example, I want to delete the year.
| | 01:17 | To do that, I'll go back into the Group Expert,
by clicking Report > Group Expert. And I want
| | 01:24 | to delete the Year,
| | 01:26 | so I'll click the Year field in the Group
By List and then click the Remove button.
| | 01:31 | It's the less than sign or you can
think of it as a left-pointing arrow.
| | 01:36 | Click that. It's removed from the list. Click OK,
and now I see results from 2012 and 2011 for Austin.
| | 01:44 | Getting rid of a group or changing the
order is a straightforward process, and even if
| | 01:49 | you do remove a group from your report,
you can always add it back using the Group Expert.
| | 01:54 |
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| Changing group options| 00:00 | Like other elements of a Crystal Reports
2011 document, groups have options that you can
| | 00:05 | set to control how they appear
and operate within a report.
| | 00:08 | In this movie, I will show you how to change
to those options and what effect they have
| | 00:13 | on your document when you do.
| | 00:15 | So I want to change Group Options. To do
that I will use the Group Expert, and I can get
| | 00:20 | to that by clicking Report
and then clicking Group Expert.
| | 00:26 | The Group Expert appears and displays the
grouping settings that I currently have applied.
| | 00:31 | If I want to change my grouping options,
I can do so by clicking the Options button.
| | 00:37 | This displays the Change
Group Options dialog box.
| | 00:40 | The first thing I can do is select the group
that I want to work with, so instead of Sheet1
| | 00:45 | for the Year, I can select Sheet1_Center and
then I can click over to the Options tab.
| | 00:54 | The options that I use most frequently are
Keep Group Together and New Page After, some
| | 00:59 | number of Visible Groups.
| | 01:02 | The first option I mentioned, Keep Group
Together, forces Crystal Reports to print all values
| | 01:07 | from a particular group on a
single page if it's possible.
| | 01:10 | If it spills over to two pages, in other words
there is too much data to fill on the single
| | 01:14 | page, then it won't.
| | 01:16 | But if possible, it will start a new group
on a new page, if necessary, to keep all of
| | 01:22 | those group's records on the
same page when you print it.
| | 01:25 | The next option that I mentioned, New Group
After some number of Visible Groups, allows
| | 01:30 | you to set what is essentially a page break.
| | 01:33 | So for example, if you had a set of records
and you knew that there were eight records
| | 01:38 | within each of the groups, then you could say
that you want a new page after three visible
| | 01:45 | groups. That means you would have three
groups, each with eight records, appearing on a page,
| | 01:49 | and you wouldn't have to worry
about any sort of spilling-over effect.
| | 01:53 | This is distinct from Keep Group Together
because that would continue printing groups
| | 01:58 | on a page until it ran out of room and had
to move to the next page, so you could have
| | 02:03 | four groups or possibly five or six
instead of just three that you wanted.
| | 02:07 | I'll show you what that looks like,
by going over to three visible groups.
| | 02:12 | So I have New Page After selected, three visible
groups, and I'll click OK, and click OK again.
| | 02:19 | So now we have Austin, Boston, and Las Vegas,
and then when I go to the next page by clicking
| | 02:27 | the Show Next Page button on the navigation
toolbar, we'll see the two remaining groups.
| | 02:33 | I'm going to go back into the Group Expert,
clicking Report > Group Expert and then Options,
| | 02:40 | so that I can talk about the third option
that I use a lot, and that is Repeat Group
| | 02:45 | Header On Each Page.
| | 02:47 | When you print a report you might have a group that
spans numerous pages: three, four, five, or more.
| | 02:53 | If that's the case then you would want to
have Crystal Reports print the group header
| | 02:56 | name at the top of each page.
That way you know to which group that data belongs.
| | 03:02 | The option that I use most
frequently is to keep the group together.
| | 03:06 | I personally find that having your groups
spill over to the next page makes it difficult
| | 03:09 | for me to comprehend the data.
| | 03:11 | If your groups are small enough that all of
the data can fit on the same page, that's
| | 03:15 | how I would prefer to present it.
| | 03:20 |
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| Creating a summary| 00:00 | So far in this course, I have created reports
that display each of the rows that are available
| | 00:06 | in the source table.
| | 00:08 | If all you need for your purposes is a summary
of that data, you can create a summary function
| | 00:12 | and add it to your report.
| | 00:14 | I will show you how to do that in this movie.
| | 00:17 | To create a summary, you need to have a report
with some numerical data, and I have that here.
| | 00:22 | I have a set of calls for quarters in the
year 2011 and 2012 for a series of call centers.
| | 00:30 | What I want to do is
summarize the call data.
| | 00:34 | To do that, I'll open the Insert menu and
click Summary. Then in the Insert Summary dialog
| | 00:40 | box, I can select the
field I want to summarize,
| | 00:44 | so I click the top control and click Sheet1_
Calls. Then I can select an operation to calculate
| | 00:52 | the summary, and I'll just stay with the Sum,
but I'll show you the list of other operations
| | 00:57 | that you could use, and there are quite a few.
| | 01:00 | Now I can select the type of
summary that I want to create.
| | 01:04 | I can have a grand total, which will go into
the report filter, but what I actually want
| | 01:08 | to do--and I'll click the control--is to have
each summary appear underneath the center.
| | 01:14 | So in other words, after 2011 for Austin,
I want to see a summary; 2011 for Boston, a summary;
| | 01:20 | and so on, throughout the report.
| | 01:23 | So I'll click Group #2 Center-A, and those
are the only options that I'll set for now.
| | 01:29 | I'll go ahead and click OK, and when I do,
the summaries appear below each of the groups.
| | 01:34 | And you can see the first two on the screen:
one for Austin 2011 and one for Boston 2011.
| | 01:41 | Like I said, there are other types of summaries that you
can create, so I'll give you an example of one of them.
| | 01:45 | First, I'm going to click the Undo button
on the standard toolbar to get rid of the
| | 01:51 | summary I just created, and then on the
Insert menu, click Summary again, and I'll choose
| | 01:58 | the field, which will again
be Calls, so Sheet1_Calls.
| | 02:02 | I'll calculate the summary, like I did before.
| | 02:06 | I'm going to put the summary location below the
center, and when I do, I get a set of additional
| | 02:11 | options at the bottom, which is based
on the way the report is laid out.
| | 02:15 | What I want to do is show the value as
a percentage of the sum of all calls.
| | 02:21 | To do that, I click the control below Show
as a percentage of and I select Grand Total,
| | 02:28 | which is the sum of every call.
| | 02:31 | Now when I click OK, I see that in 2011,
calls to Austin represented 8.1%, calls to Boston
| | 02:39 | represented 12.06% of all calls, and so on,
throughout the rest of the report.
| | 02:44 | Summaries are extremely useful items.
| | 02:45 | I recommend using them and using quite a few
of them so that you can summarize your data
| | 02:51 | and not have to get too bogged down
in the details if you don't need to.
| | 02:56 |
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| Defining statistical summaries| 00:00 | When you summarize data in a report, the most
common operation you'll use is the Sum function,
| | 00:06 | which adds up all the values
that you included in your summary.
| | 00:10 | You have many other operations you can
perform, however, and in this movie I will show you
| | 00:14 | which operations you can
use and how to add them.
| | 00:16 | The report I'm working with has call center
data for 2011 and 2012 for a set of five cities
| | 00:24 | that contain call centers.
| | 00:25 | I want to summarize that data. To do that,
I'll click Insert, and the second item is Summary.
| | 00:32 | Doing so causes the Insert
Summary dialog box to appear.
| | 00:35 | Next, I need to identify the field that
contains the data I want to summarize, and that is the
| | 00:41 | Calls field. So I'll click the top control
and from the list that appears under Report
| | 00:46 | Fields, click Calls.
| | 00:49 | Now I can identify the summary I want to use.
| | 00:51 | To select that operation, I'll click the second
control in the dialog box, one that currently
| | 00:56 | says Sum, and doing so displays a list of
the other summary operations I can use.
| | 01:02 | In this case, I want to find the
average of calls for each of the groups,
| | 01:06 | so I'll click Average, and now I can
identify where I want the summary to appear.
| | 01:12 | So instead of having a grand total, I'll
click this third control here and identify that
| | 01:18 | I want it to appear below every center.
| | 01:21 | So in other words for 2011 for Austin,
I want to see the average, 2011 for Boston
| | 01:26 | see the average, and so on.
| | 01:28 | And those are the only changes I need to make here, so
I'll click OK, and I see the average number of calls.
| | 01:34 | And because these groups are fairly close,
I can visually identify that the fourth quarter
| | 01:39 | was above average, the third quarter was well
above average, and quarters two and one were
| | 01:45 | below average for Austin in 2011.
| | 01:47 | Statistical summaries provide a lot
of useful information about your data.
| | 01:52 | You should take the time to experiment with
different operations you can use to summarize
| | 01:56 | your data and pick the one
that works best for your report.
| | 02:01 |
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| Creating a drill-down report| 00:00 | When you create a report that summarizes data,
each row within your report represents several
| | 00:06 | rows from the original data source.
| | 00:08 | If you want to display the data that provides
the values for the summary that is displayed
| | 00:13 | within the report, you can do so by
creating what is called a drill-down report.
| | 00:18 | What I want to do is hide the data for Austin,
Boston, Las Vegas, and the other call centers
| | 00:24 | within a year, and then bring
that data back using drilldown.
| | 00:28 | So what I need to do is
to hide the Center group.
| | 00:32 | To do that, I'll open the Report menu, click
Section Expert, and then I will select the
| | 00:40 | Group Header #2 Sheet1_Center section, and
then check the Hide (Drill-Down OK) box.
| | 00:48 | It's very important that you select Hide
instead of Suppress, because Hide allows drill-down
| | 00:54 | as indicated in parentheses saying drill-down
is okay, while as if you suppress the data,
| | 00:59 | then drill-down is not allowed at all.
| | 01:02 | So I've hidden the Group #2 header, and I'll
do the same thing for the Group #2 footer.
| | 01:08 | So I'll click that, and then check the Hide
(Drill-Down OK) box over in the right side
| | 01:13 | of the Section Expert dialog.
| | 01:16 | Now, one thing to note is that the details
don't appear in the body of the report, and
| | 01:20 | that's because I've
hidden the Details section.
| | 01:23 | So if I click the Details section,
you can see that I have checked the Hide box.
| | 01:27 | Again, if I check Suppress, then I
wouldn't be able to drill down to that data.
| | 01:33 | With those changes in place, I can click OK, and when
I do, I just see the summaries for 2011 and 2012.
| | 01:40 | Now what I can do is go over to the Groups
pane on the left side of the user interface
| | 01:45 | and open up one of the years
by clicking its expand control.
| | 01:49 | So let's say that I want to see calls for 2011.
| | 01:51 | I'll click the expand control next to 2011, and if I
resize this pane a bit, you can see magnifying
| | 01:59 | glasses beside the names of the cities.
| | 02:01 | If there is a magnifying glass,
that means you can drill down into it.
| | 02:05 | So let's say that I wanted to
see the Austin calls for 2011.
| | 02:08 | If I click Austin, that data appears in a new tab.
You can see it was added to Design, Preview, and then Austin.
| | 02:17 | So that was my quarterly data for
calls, for the year 2011, for Austin.
| | 02:22 | And then I can close that tab by clicking the close
box on the right side of the tab on the tab bar.
| | 02:29 | Drilling down to the underlying data gives
you details on the specific values generated
| | 02:33 | by your business.
| | 02:34 | If you see a value that doesn't quite fit
what you expect, drilling down can give you
| | 02:38 | valuable insights.
| | 02:43 |
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| Sorting by group| 00:00 | When you group the data within your report,
Crystal Reports gives you a number of additional
| | 00:05 | sorting options that you
don't have for regular data sets.
| | 00:08 | In this movie, I'll describe those
options and show you how to implement them.
| | 00:13 | The report that I'm using contains data for
five call centers for the years 2011 and 2012.
| | 00:21 | Now, one thing I want to reiterate is that
when you want to sort by group, you must have
| | 00:26 | a summary operation on one group inside of
your report, and in this case, I am summarizing
| | 00:32 | calls by group for a given year.
| | 00:34 | So, for Austin, we have calls for quarter one,
two, three, and four of 2011. Those values are
| | 00:40 | here, and they all add up to 10,675.
| | 00:44 | With that summary in place, we can click the
Report menu and then click Group Sort Expert.
| | 00:51 | In the Group Sort Expert dialog box we can
select how we want to sort the group center.
| | 00:57 | So click the control under for this group sort, and we
can select the type of sort that we won't create.
| | 01:03 | The options that I use the most are Top N
where N is sum number, Bottom N, Top Percentage,
| | 01:09 | and Bottom Percentage.
| | 01:11 | For this example, I'll show you the Top N
values for each center within a given year.
| | 01:17 | So I'll click Top N. And we do want to base
it on the number of calls, so we can leave
| | 01:23 | this value set as the calls field, and then we can
select where N is and then type in another number.
| | 01:31 | Right now we would display the top five values,
but what I want to do is display the top two,
| | 01:37 | so I'll type the number 2 and with
those changes in place, click OK.
| | 01:41 | What the report now displays are
the top two groups for each year.
| | 01:46 | So, we have Boston, with over 15,000 calls,
and Seattle, with over 14,000 calls for the
| | 01:52 | year 2011. Then in the year 2012, Seattle had
over 16,000, and Austin had over 15,000. Because
| | 02:00 | we're finding the top values among the groups,
the values are displayed in descending order.
| | 02:06 | In another words, the highest values are on
top. If we look for the bottom values, then
| | 02:10 | the lowest values would be on top.
| | 02:12 | Finding the top and bottom values in the
field is extremely useful. It's the operation
| | 02:17 | I use most when I sort by groups.
| | 02:22 |
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|
|
5. Formatting Reports and Report ElementsApplying a report template| 00:00 | In Crystal Reports 2011, you can format
individual report controls or you can apply a template
| | 00:07 | that affects the entire report at one time.
| | 00:09 | In this movie, I'll show you how to apply
templates and then throughout the rest of
| | 00:13 | this chapter, I'll show you different ways
that you can format individual controls.
| | 00:17 | This report has some very basic formatting:
just the date at the top and then the data
| | 00:22 | in individual rows throughout the body.
| | 00:25 | What I want to do is apply a template and
to do that, I'll open the Report menu and
| | 00:30 | click Template Expert.
| | 00:33 | When I do, the Template Expert dialog box appears
and I can select the template that I want to apply.
| | 00:39 | In this case, I'll select
Block (Blue) and click OK.
| | 00:45 | The data appears inside the body of the
report with the new template applied, so you have
| | 00:49 | the report description here, and it has a
shadowed blue background, and then the data appears
| | 00:54 | within the body of the
report, with new font settings.
| | 00:58 | Now you'll notice that there is a little bit
of overlap here with the quarter where the
| | 01:02 | value inside the Quarter field
overlaps the value in the City field.
| | 01:06 | You can fix that using techniques that
I'll show you later on in this chapter.
| | 01:10 | If you've applied a sample and you won't get
rid of it then you can go back into the Template
| | 01:14 | Expert, again by clicking Report > Template
Expert, and click the Undo the current template
| | 01:20 | option, and click OK.
| | 01:22 | Doing so removes the template.
| | 01:24 | One thing to keep in mind when you want to
use Undo current template is that you can
| | 01:29 | only undo one level.
| | 01:31 | That means you can only undo the
previous template that you've applied.
| | 01:36 | If you've changed your mind and apply two or more
templates, you can only undo the most recent one.
| | 01:43 | The built-in report templates let
you format your reports quickly.
| | 01:46 | I prefer Block (Blue), but you should
experiment with the other templates available and find
| | 01:50 | one that you like best.
| | 01:55 |
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| Formatting a report control| 00:00 | In the previous movie, I showed you how to apply
a report template to format a report as a whole.
| | 00:06 | In this movie, I will show you some of the most common
ways that you can format individual report controls.
| | 00:12 | When you want to format individual report
controls, you need to switch over to Design view.
| | 00:17 | So, on the View tab bar, you can click
Design and view the report in Design view.
| | 00:23 | The field we're going to work with is the Print
Date field, which is here in the Page Header section,
| | 00:28 | so I'll go ahead and click it. And when I do,
you probably noticed that the controls on
| | 00:34 | the Formatting toolbar went active.
| | 00:37 | So if I click away from it, the formatting
toolbar here, the controls our all gray,
| | 00:43 | but when I click it again, those toolbar
buttons become active. And now I can use those tools
| | 00:48 | to change the formatting
of the selected control.
| | 00:51 | So, for example, if I wanted to change the font
size, I can click the Font Size control's down
| | 00:56 | arrow and select another size such as 14 point,
and that makes the print inside the control larger.
| | 01:05 | There are other common things that you can
do, such as making it bold, italic, or having an
| | 01:10 | underline, and you can
also change the font color.
| | 01:15 | There is a palette of the colors that are
available to you there. And to display the
| | 01:19 | palette, I clicked the arrow at
the right of the Font Color control.
| | 01:24 | If I were to click the control itself to the
left of this little vertical separator line,
| | 01:29 | then it would apply whichever
color is displayed underneath.
| | 01:32 | In this case, it's kind of a dusty purple.
But if I click the down arrow then I see a
| | 01:37 | palette of more colors.
| | 01:39 | If I want more options, I can right-click
the control and then click Format Field.
| | 01:46 | The Format Editor basically gives me access
to all the tools that I can use to format
| | 01:51 | a particular control.
| | 01:52 | In this case, I'm going to click the Common
tab and I can give the object a name, I can
| | 01:58 | rotate the text. Say, for example, if I
wanted to go vertically instead of left to right,
| | 02:03 | I could change its rotation. I could also
change its horizontal alignment. And at the
| | 02:07 | bottom, you see a preview of what it
will look like if you apply those changes.
| | 02:12 | On the Border tab, you can change the line
style, such as making it single line, double,
| | 02:18 | dashed, or dotted, and you
can also change its color,
| | 02:21 | say going from black to any of the other colors in this
palette, or you can click more to see a wider variety.
| | 02:27 | On the Font tab, you can change the font,
the style, the color, and these are basically
| | 02:32 | the same options that you see you on
the left side of the Formatting toolbar.
| | 02:35 | If all you want to do is change the
appearance of the text, then you can do that using the
| | 02:40 | controls on the Formatting toolbar,
instead of opening the Format Editor.
| | 02:44 | At the beginning of this movie, I displayed
the Date tab. There is actually a lot going
| | 02:49 | on in the Date tab,
| | 02:50 | so I'm going to cover
that in a separate movie.
| | 02:52 | When you're ready to apply your changes, you
can click OK and they appear in your report
| | 02:56 | when you click Preview.
| | 02:58 | Changing the appearance of format controls
affects how the data they contain is displayed
| | 03:02 | within your report.
| | 03:04 | You can use bold, change the size of your
text, or change fonts to provide the variety,
| | 03:09 | as long as those changes make the reports
easier to understand and not just decoration
| | 03:13 | for decoration's sake.
| | 03:18 |
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| Applying number formats to report controls| 00:00 | When you add a Number field to a report,
Crystal Reports applies a standard format
| | 00:05 | that includes two digits to
the right of the decimal point.
| | 00:08 | If you're working with
financial data, that's not a problem;
| | 00:11 | however, if you're working with quarters or days of
the month, you don't want those decimal points.
| | 00:16 | In this movie, I will show you how
to change a control's number format.
| | 00:20 | When you take a look at this report, you can see
that I have two number fields in the Detail section.
| | 00:25 | The first is the number of an order and
those numbers are always going to be integers or
| | 00:31 | whole numbers, so we don't need 1.00, 2.00.
It will always be .00,
| | 00:37 | so we can get rid of it.
| | 00:38 | The other data I have that is of a
numerical variety are the amount of each order.
| | 00:46 | This data is actually
currency data or financial data,
| | 00:49 | so I want to apply a currency sign or dollar
sign to the left of it to make that explicit.
| | 00:55 | To change the formatting of a Number field,
you switch over to Design view, then right-click
| | 01:00 | the Number field that you want to change.
| | 01:02 | I'll start with OrderID
and then click Format Field.
| | 01:07 | Then in the Format Editor, on the Number
page, you can select the style that you want.
| | 01:12 | The styles are displayed as negative
numbers, so don't let that throw you off.
| | 01:16 | It did throw me off when I first
started using Crystal Reports.
| | 01:20 | In this case, I want a format that has no
digits to the right of the decimal point,
| | 01:25 | so I will select the second item, and that is
1123 with nothing to the side and no comma.
| | 01:32 | With that change in place, I'll click OK,
and then when I display the report in Preview
| | 01:37 | mode, we see that instead of 1.00,
we have the much more sensible 1, 2, 3, 4, and so on.
| | 01:44 | With that change is done, we can work on the
currency data on the right side of the report.
| | 01:49 | So go back to Design view and right-click
the OrderAmount field and click Format Field.
| | 01:57 | Now, again, on the Number tab of the Format
Editor, I can leave the System Default Number
| | 02:03 | Format, which has two digits to the right of
the decimal point, but now I want to display
| | 02:07 | a currency symbol.
| | 02:08 | To do that, I will check the Display
Currency Symbol box, click OK, and then go back to
| | 02:14 | Preview mode. And we can see the data is now
displayed with the dollar sign to the left.
| | 02:20 | So now there is no question
that that is currency value.
| | 02:24 | It's surprising how disconcerting an
improperly formatted number can be.
| | 02:28 | When you create your report, you should flip
to Preview mode frequently so that you can
| | 02:32 | view your data and see if you need to change
the formatting for any of the number fields
| | 02:36 | to reflect the type of data they contain.
| | 02:41 |
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| Applying formats to date fields| 00:00 | In the previous movie, I showed you how to
format numbers to make them easier to read
| | 00:04 | based on context.
| | 00:06 | In this movie, I'll show you how to
do the same thing for date fields.
| | 00:10 | The Format_Dates report has three fields.
| | 00:13 | The middle field is the Date field,
and that is the date an order was placed.
| | 00:18 | It has the date that the order
was placed and the time of day.
| | 00:23 | But in this case, the time of day
the order was placed wasn't captured,
| | 00:27 | so it just shows 12 a.m. or midnight.
| | 00:30 | What I want to do then is to change the date
field's format so the time no longer appears.
| | 00:35 | I can do that by going into Design view, and then in
the Details section, right-clicking the Date field.
| | 00:43 | Then in the shortcut menu that appears, I can
click Format Field, and doing so displays
| | 00:48 | the Date and Time tab of the Format Editor.
| | 00:52 | And from here I can select the
Date and Time format that I want.
| | 00:55 | In this case, I just want a date format,
| | 00:58 | so I'll scroll down to find the format that
I want, which is the full month, followed
| | 01:05 | by the number of the day, followed by the year.
| | 01:09 | So I'll go ahead and click
that and then click OK.
| | 01:13 | Then when I switch back to Preview, we see
that the field now has December 18, 2012,
| | 01:19 | and it's much easier to read, and there isn't
any extraneous information, which is the time
| | 01:23 | that we hadn't captured in the first place.
| | 01:26 | If you want a little bit more control over your
date fields, you can use the Customize option.
| | 01:31 | So I'll switch back to Design view, and right-
click the Date control in the Details section, and
| | 01:37 | click Format Field.
| | 01:38 | If you click Customize and then click Date,
you can set all kinds of options for your date.
| | 01:47 | So for example, you can have a custom date
type, or you can use either of the two windows
| | 01:51 | defaults, either Short or Long, and then you
can change the format of the month, of the
| | 01:57 | day, of the year.
| | 01:58 | You can change the order in
which your month and day appear.
| | 02:02 | So let's say, for example, that you're in
Europe or working with someone in Canada.
| | 02:07 | They use the day-month-year sequence.
| | 02:09 | If that's the case, you can select the DMY
for day-month-year option to format the
| | 02:15 | data in a way that they would be accustomed to.
| | 02:18 | So there are plenty more options in here,
and I'll leave it to you to play with them to
| | 02:21 | see if you need to make any of those changes.
| | 02:23 | But for now I'll click Cancel.
| | 02:26 | The date format you choose for your report will
vary based on your locale and your company's style.
| | 02:31 | Once you've decided on the style for your
date information, it's easy to apply the format
| | 02:35 | you want.
| | 02:40 |
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| Resizing, aligning, and reordering objects| 00:00 | After you add controls to a report, either by
using the Report Wizard or adding the controls
| | 00:05 | by hand, you can change the
controls' positions and change their size.
| | 00:10 | I intentionally misformatted this report
so you can see here in the Details section,
| | 00:14 | we have the customer ID and then the customer
name and then underneath that, we have the
| | 00:19 | city and the state.
| | 00:20 | So, what I'd like to do is to bring all of
those controls onto a single line, and also
| | 00:25 | adjust their sizes if need be.
| | 00:28 | So, the first thing I will do is switch over
to Design view, and here we can see the details
| | 00:34 | of the controls within the report.
| | 00:35 | We can see the CustomerName is quite large,
in fact, most likely a lot larger than it
| | 00:40 | has to be, and CustomerState, which will be a
two-letter abbreviation, is much, much longer
| | 00:45 | than it needs to be.
| | 00:47 | So, to resize the controls, the first thing
you do is click a control, like I've done here
| | 00:52 | with CustomerName, and then when it's outlined
in blue, you can position the mouse pointer
| | 00:56 | over a corner or edge and
then drag it to resize the control.
| | 01:01 | In this case, I want to make the
CustomerName control not quite as wide. I want to make
| | 01:06 | it narrower. So I will move my mouse pointer
over the right edge, and when the mouse pointer
| | 01:11 | changes to a double-headed horizontal arrow,
like what you see here, I can click and drag
| | 01:18 | to the left. And I will
drag it to about there.
| | 01:22 | And now, I will do the same
thing for the CustomerState control.
| | 01:24 | I will click the control and then grab the
right edge. And again, I know when I've got
| | 01:31 | the pointer in position, because it changes
to a horizontal double-headed arrow. Click
| | 01:36 | and drag it to the left, and I will
make it about half its original size.
| | 01:40 | So that's how you resize a control.
| | 01:42 | If you wanted to resize it vertically--in
other words make it taller--you could grab
| | 01:46 | the control in the top-middle, and it turns into
a vertical two-headed arrow, and you can drag.
| | 01:53 | I'll just put that back.
| | 01:55 | So now that I've resized my controls,
I can put them all into a line.
| | 02:00 | I want fairly fine control over positioning,
so I don't want these controls to snap to
| | 02:05 | the grid when I move them.
| | 02:08 | I covered snapping to grid in Chapter 1,
but I'll review it here briefly.
| | 02:12 | To turn it off, go to File, and then click
Options, and then on the Layout page of the
| | 02:18 | Options dialog box, clear
the Snap to Grid option.
| | 02:23 | When you do, you can now move your controls
anywhere within the window and you won't have
| | 02:28 | to worry about lining them up to the grid.
| | 02:30 | You have absolute control.
| | 02:32 | So, with that change in place, I will click
OK, and now I can start moving these controls.
| | 02:37 | I will move CustomerCity up above the line,
to the right of CustomerName, and then I will
| | 02:44 | move CustomerState up there as well. And I
will move CustomerState up a little bit too
| | 02:50 | high and I will do that on purpose.
| | 02:52 | What I want to do now is to
align all of these controls
| | 02:56 | so that they are at the
same level along the bottom.
| | 03:00 | To do that, I need to select the controls, so
I'll hold down the Ctrl key and with CustomerState
| | 03:06 | still selected, I will click
CustomerCity, CustomerName, and CustomerID.
| | 03:12 | And again, I was holding down the Ctrl key so
that additional clicks selected those other
| | 03:18 | items. Instead of just selecting one, I
selected each one of them and added them to the group.
| | 03:23 | So now I can change these controls' alignment.
| | 03:26 | To do that, I will open the Format menu, point to
Align, and then I want to align them along the bottom.
| | 03:33 | So, from the list that appears, I will click
Bottom. And I will click to clear my selection,
| | 03:40 | and then I can preview my report to see how
it looks. And that's how it's going to look
| | 03:44 | now, and it looks much better
than the report we started with.
| | 03:47 | I like to have very fine control over
the position of objects within a report,
| | 03:51 | so one of the first things I do is
to turn off the Align to Grid setting.
| | 03:55 | I then use the Align command on the Format
menu to ensure that my report controls line up properly.
| | 04:03 |
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| Managing images and drawing objects| 00:00 | When you create a report, the data it
contains is the most important aspect.
| | 00:05 | That said, you can make your report more
readable by adding items such as company logos or text
| | 00:10 | boxes, lines, and other graphic elements.
| | 00:13 | I'm going to add some design elements to this
report to make it a little bit more readable
| | 00:17 | and also to apply some corporate branding, so
it's easy to identify where the report comes from.
| | 00:23 | To do that, I'm going to switch over to
Design view by clicking the Design tab and now in
| | 00:29 | Design view I can add the items that I want.
| | 00:32 | The first thing that I'm going to do is add
a text box in the Report Header a section
| | 00:37 | to provide a title for the report.
| | 00:40 | To do that, I'll click the Insert Text Object
button on the toolbar and then when the mouse
| | 00:47 | pointer changes to a larger black cross,
I can draw the text box that I want and then
| | 00:55 | when I release the mouse button, I can type in the
text I want, and I'll just call it Customer Summary.
| | 01:01 | Now I can select the text and apply
formatting using the controls on the Standard toolbar.
| | 01:07 | So, I'll make the text a little bit larger
by clicking the Increase Font Size button,
| | 01:12 | so I'll take it up to about 18 point, and
then I'll make it bold and then I'll center it
| | 01:20 | within the control by clicking the Align
Center button. So that's how that works. And I'll
| | 01:26 | click the control and drag the handle on the
bottom edge to make it little bit smaller
| | 01:34 | so that the control doesn't take up as
much room inside the Report Header section.
| | 01:38 | Now I'm going to add a company logo, and it is
just a placeholder because in this scenario
| | 01:43 | the company hasn't finalized their logo,
but they know what size they want it to be.
| | 01:48 | So you can add a placeholder and
indicate where that logo will go.
| | 01:52 | To add a picture, you can click the Insert
Picture toolbar button and then in the Open dialog
| | 01:58 | box, click the image you
want to add and click Open.
| | 02:03 | When you do, your mouse pointer appears
inside of the report, and you also see an outline
| | 02:08 | of the image and how large it's going
to be inside the body of the report.
| | 02:13 | So you can move it to the position where you
want it to go, using the edges of the Preview
| | 02:18 | to tell you where it'll fit, and when
you left-click, the image appears.
| | 02:24 | If I wanted to put a box behind the Customer
Summary, I could click and drag to draw the box
| | 02:29 | after clicking the box control on the toolbar,
and when I release left mouse button, the outline appears.
| | 02:36 | But now let say that I wanted to put a line
below each of the rows in the Detail section
| | 02:40 | when it appears in
Preview and when it's printed.
| | 02:42 | To do that, I'll click Insert Line--it's on the
same tool bar--and then in the Detail section
| | 02:49 | I would just draw the line. That line is
now in place, and when I click Preview, all of
| | 02:56 | my changes appear. Just as with any other
type of formatting, images and drawing objects
| | 03:01 | should contribute to the report
instead of being mere decoration.
| | 03:04 | If you use them wisely, your reports
will be that much easier to understand.
| | 03:08 |
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| Highlighting records| 00:00 | Almost ever report contains certain rows of
information that are more important than others.
| | 00:06 | In this movie, I will show you how to
highlight those rows within the body of a report.
| | 00:11 | This report contains data about
individual orders and the amount of the order.
| | 00:16 | So for example, you have
amounts of 575, 601, 1066, and so on.
| | 00:21 | What I want to do is highlight the OrderID
of orders that have amounts over 750, over
| | 00:28 | 1000, and over 1250.
| | 00:32 | So, to do that, I'll switch over to Design
view, and then in the Details section, click
| | 00:38 | OrderID. And again, that is the field that I
want to change the highlighting of. So, with
| | 00:44 | that field selected, I will open the
Format menu and click Highlighting Expert.
| | 00:50 | In the Highlighting Expert, I will click New
to create a new rule and then I'll go over
| | 00:55 | to the Item editor side of the dialog
box to make my changes and define my rule.
| | 01:01 | The first thing that I want to do is to
identify the field that Crystal Reports should look
| | 01:06 | at when it's determining what
type of highlighting, if any, to apply.
| | 01:10 | So I'll click the Value of control and then
click OrderAmount. Then I can tell it, how
| | 01:16 | to compare the value, so I want a
comparison rule of greater than.
| | 01:20 | The first rule I am going to create
looks for a value greater than 750.
| | 01:25 | So in the list of operations, I will click
"is greater" than and then below that, I will
| | 01:31 | click in the control and
then type the value 750.
| | 01:35 | So now this rule would be applied whenever
the order amount control contains a value
| | 01:40 | of greater than 750.
| | 01:43 | I want to highlight the background in green, so I
will change the background color and click green.
| | 01:49 | So now any row in the report that contains a
value greater than 750 will be highlighted
| | 01:54 | in green, and when I click OK and switch to
Preview, we can see that that change has
| | 02:00 | been put in place.
| | 02:02 | But now let's say that I want to create
multiple rules. In other words, I want three different
| | 02:06 | types of highlighting to appear.
| | 02:08 | In this case, I want any OrderID field in a
row that has an amount or greater than 750
| | 02:14 | to be green, but I also want any row greater
than a 1000 to be yellow and any row that
| | 02:20 | contains an amount greater than 1250 to be red.
| | 02:24 | So the first thing I am going to do is to
create the rows incorrectly so that you can
| | 02:29 | see a very easy trap to fall
into and then do it the right way.
| | 02:33 | So I'll switch to Design view, I will click
the OrderID control, and then on the Format
| | 02:39 | menu, click Highlighting Expert.
| | 02:42 | Now I can create a new row by clicking New
and then using the Item editor to make the
| | 02:48 | settings that are required for the rule.
| | 02:50 | We are looking at the value in the
OrderAmount field, so I will select that from the value
| | 02:55 | of control. Again I want values greater than a
certain value, so for the comparison operation,
| | 03:01 | I will select is greater than. And then in the
comparison amount control, I will type 1000.
| | 03:09 | I want the background color to be yellow
for values greater than a 1000, so I will
| | 03:13 | click the Background controls down arrow, and
from the list of colors click yellow. And with
| | 03:18 | that rule in place, I will go ahead and create
the final rule, which will have any rows with
| | 03:23 | values greater than 1250 in the
OrderAmount field displayed in red.
| | 03:28 | So I will click New, value of OrderAmount is
greater than 1250, and the background will be red.
| | 03:43 | Those changes are in place. Then I will click
OK. And back in the body of the report, I will
| | 03:47 | change to Preview and it doesn't
look like anything is changed.
| | 03:51 | The reason it doesn't look like anything is
changed is because I have the rules in the
| | 03:55 | opposite order that they need
to be in to work properly.
| | 03:58 | I will switch back to the Highlighting Expert,
so I can give you a little bit more detail.
| | 04:03 | So I will click Design, click
OrderID, Format > Highlighting Expert.
| | 04:11 | Crystal Reports evaluates highlighting
rules in the order in which they are presented.
| | 04:16 | So in other words, it looks to
see if a value is greater than 750.
| | 04:20 | If it is, it applies the format and stops.
| | 04:23 | It doesn't look to see if the value is
greater than 1000 or greater than 1250.
| | 04:29 | It just says this rule is
true; I can stop looking.
| | 04:31 | What you need to do is order your rules
so that the most restrictive case is on top
| | 04:37 | of the list and the least
restrictive is on the bottom.
| | 04:40 | So in this case, we are looking for values
greater than 1250--that should be evaluated
| | 04:46 | first--then 1000, then 750.
| | 04:50 | So what I'll do is click the red highlighting
rule that is greater than 1250 and click the
| | 04:57 | move-up button over Priority to move it to
the top of the list, and then I'll click the
| | 05:02 | green rule for greater than 750 and click the move
down button so it's at the bottom of the list.
| | 05:09 | So now Crystal Reports will evaluate the
contents of an OrderAmount field for most restrictive
| | 05:14 | to least restrictive, that is, greater than 1250,
greater than a 1000, or greater than 750.
| | 05:21 | With those changes in place, I will click OK
and then switch to Preview, and we can see
| | 05:27 | that the rules have been applied correctly.
| | 05:29 | If I want to get rid of any highlighting
rules, I can do so by once again going back
| | 05:33 | into the Highlighting Expert, click Design,
then OrderID, then on the Format menu click
| | 05:40 | Highlighting Expert. And to delete a rule,
you click the rule and then click the Remove
| | 05:46 | button, and I will do the same thing for the
yellow highlighting rule: click it, then click
| | 05:51 | Remove, click OK, and then click Preview. And we can
see we are back to just the one rule being applied.
| | 05:59 | As with any other type of formatting, it's
easy to go overboard on the highlighting.
| | 06:04 | Just like the textbooks that you highlighted
in school, a little bit of work goes a long
| | 06:08 | way when it comes to emphasizing the
most important ideas in a report.
| | 06:13 |
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|
6. Adding Charts to a ReportIntroducing available chart types| 00:00 | In the previous chapters in this course,
I have shown you how to summarize your data
| | 00:04 | in Crystal Reports 2011 by using reports and
by focusing on individual numbers or summaries.
| | 00:11 | In this chapter, I'm going to show you how
to summarize your data visually using charts,
| | 00:15 | and in this first movie, I am going to describe
the types of charts that are available to you.
| | 00:21 | One of the most common types of charts--and
one that you've probably used either in Crystal
| | 00:25 | Reports or in other programs--is referred to
in Crystal Reports as a bar chart, and that
| | 00:31 | shows a value for each group and a subgroup.
And there are three different subvarieties
| | 00:35 | of bar charts that you can create.
| | 00:38 | Another common and most likely familiar
type of chart is what's called a line chart.
| | 00:43 | Line charts plot data values as points
and connect the lines for each series.
| | 00:47 | Usually you display data over a time series
using a line chart, such as sales by month--
| | 00:53 | January, February, and so on--and you can use
the line to track the ups and downs of the
| | 00:57 | sales amounts over that time.
| | 01:00 | An area chart is like a line chart, except
that it's plotted over time to show contribution
| | 01:05 | of a whole for each series.
| | 01:07 | So let's say for example that your company
has three separate departments and each of
| | 01:11 | those departments or divisions contributes
to a whole over time, so if you want to see
| | 01:16 | the total of all sales and see how much each
individual department contributed for a particular
| | 01:22 | month, then you would use either a
stacked area chart or a percentage area chart.
| | 01:28 | A pie chart--and again, this is one of the most
basic and most familiar types of charts--shows
| | 01:33 | contribution of components to a whole.
| | 01:36 | A doughnut chart does the same thing,
just in a slightly different format.
| | 01:40 | You can change the size of the doughnut so
that its size is proportional to the total
| | 01:45 | amount of all values summarized in the chart.
| | 01:48 | A 3D Riser is simply a 3D column
chart with vertical bars going up.
| | 01:53 | A 3D Surface chart plots data on three axes with
time often plotted along the major or x-axis.
| | 02:00 | This is typically used in scientific functions,
and you might not run into in the business that often.
| | 02:06 | What you have probably run into,
though, is an XY scatter chart.
| | 02:09 | This plots data points along two
independent axes that aren't related to each other.
| | 02:14 | So, for example, one of the most common
examples is plotting temperature versus rainfall, or
| | 02:19 | you might also plot the number of visitors
to a company's website versus the number of
| | 02:24 | orders that were placed on a given day.
| | 02:27 | A Radar chart, which again is used mostly in
scientific or statistical studies, shows you
| | 02:32 | a relationship among data and
how they fit into patterns.
| | 02:36 | A Bubble chart is like a scatter chart, which
I showed you earlier, but it compares three
| | 02:41 | sets of values rather than two.
| | 02:44 | The third value is displayed by the size of
the bubble at each data point. So, let's say
| | 02:48 | for example that you had an XY scatter chart
that showed the number of visitors to a website
| | 02:54 | and plotted that against the
number of orders placed on a given day.
| | 02:58 | The third axis could be the value of all of
those orders, and the size of the bubble would
| | 03:02 | reflect that value.
| | 03:04 | A Stock chart is used to determine the
behavior of stock data, or to represent it in graphic
| | 03:09 | form. So, for example, you can have a high-low
stock chart which indicates the high value
| | 03:14 | and the low value for a day, or within Crystal
Reports, you can have the high-low-open-stock
| | 03:19 | chart which shows the opening value as a line
and then also displays the high and the low.
| | 03:24 | A Numeric axis chart is great for showing
data across time or as a value trends along
| | 03:30 | the main horizontal axis.
| | 03:33 | So for example, you can show the data
across time as either a line chart, a bar chart,
| | 03:38 | or an area chart.
| | 03:40 | A Gauge is a dial that
shows a small number of values.
| | 03:43 | So let's say that you want to show
the capacity of a manufacturing plant.
| | 03:48 | Let's say that it was running at 70% capacity,
75% capacity, 80%, or whatever. You can use
| | 03:54 | a gauge to show that.
| | 03:56 | A Gantt chart is often
used for project planning.
| | 03:59 | It shows the start of a given task within a
project and also the end, and it shows whether
| | 04:04 | those tasks are dependent
and how they interrelate.
| | 04:07 | If you've ever used Microsoft Project then
Gantt charts, I am sure, are very familiar to you.
| | 04:12 | The final two carts I would like to discuss
are the Funnel, which is commonly used in customer
| | 04:16 | relationship management.
| | 04:18 | Let's say for example that at the top of the
funnel were the number of phone calls, the
| | 04:22 | second level would be the number of follow-up
phone calls, and the final area--the smallest
| | 04:28 | area--would be the number of orders
that were replaced by your customers.
| | 04:31 | Finally, there is the Histogram.
| | 04:33 | That shows the frequency of
occurrence of data elements in a data set.
| | 04:37 | So let's say for example that you were
looking at the values of orders, and you would want
| | 04:41 | to know the number of orders that were less
than $100, between 100 and $200, between
| | 04:46 | 200 and 300, and so on.
| | 04:48 | You could use a histogram to
summarize that data visually.
| | 04:52 | In the rest of this chapter, I will show you
how to create, format, and modify your charts
| | 04:56 | to present your data most effectively.
| | 05:01 |
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| Creating a chart| 00:00 | After you bring your data into Crystal
Reports, you can summarize it visually.
| | 00:04 | By creating a chart, you allow your audience
to view the data all at once without forcing
| | 00:09 | them to summarize
individual lines of data on their own.
| | 00:13 | My goal for this movie is to create a simple
chart that displays the number of calls for
| | 00:17 | the years 2011 and 2012.
| | 00:21 | To do that, I will go to the Insert toolbar
and click the Insert Chart button and then
| | 00:29 | I will move to position my mouse pointer
so that it's in Report Headers C. And you
| | 00:34 | can see the gray outline of the box indicating
where the chart will go in Report Header c.
| | 00:40 | So, I will click for left mouse button and
when the do you the Chart Expert appears.
| | 00:46 | The default chart type in Crystal Reports is a
vertical bar chart, also called a column chart.
| | 00:52 | If I wanted to change the chart type, I can
click the Type tab and select any of the
| | 00:57 | other chart types from the
list that is available.
| | 01:00 | But in this case, I do want to use the
default, which is the Side by side bar chart.
| | 01:05 | With that chart type selected, I can click
Data to identify the data that I want to appear
| | 01:11 | in the body of the chart.
| | 01:12 | I wanted the data to be arranged by year,
| | 01:16 | so I am going to click the Sheet1_Year field and
then under On Change of, I will click the Add button.
| | 01:25 | So what that means is that Crystal Reports,
in this chart, will create a new bar for each
| | 01:30 | year and will summarize all data that apply to
a particular year, in this case 2011 and 2012.
| | 01:38 | I want to summarize the call data, so I will
click Sheet1_Calls, and then in the Show Values
| | 01:44 | list, I will click the Add button there.
| | 01:47 | So that means the chart will show the
sum of all calls for 2011 and 2012.
| | 01:53 | I do not want to make any other changes
right now, so I'll click OK and when I do, my chart
| | 01:57 | appears in Report Header c. And as with
other objects, I can resize the chart, such as by
| | 02:04 | grabbing one of the handles on the corner
and pulling up it to make smaller, or if I
| | 02:09 | want undo that change,
| | 02:11 | I can click the Undo
button on the standard toolbar.
| | 02:15 | You can create a Crystal Reports chart quickly by
following the steps that I described in this movie.
| | 02:20 | If you find that one chart does not present
your data in exactly the way that you want it
| | 02:23 | to, you can always create another one.
| | 02:28 |
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| Creating a chart using the Group layout| 00:00 | When you group data within a report,
you change the data's organization.
| | 00:05 | Those changes are reflected in the
chart that you create based on that data.
| | 00:10 | In this movie, I am going to show you how to
create a chart that summarizes grouped data.
| | 00:15 | This report contains grouped data. I have
call data for 2011 and 2012, and I have it
| | 00:22 | grouped based on the five call centers that are
available: Austin, Boston, Vegas and so on.
| | 00:28 | My goal is to create a chart that reflects
the group organization within the report.
| | 00:33 | To do that, I will click the Insert
menu header and then click Chart.
| | 00:40 | When I do, an outline appears, and I can drag
that outline by moving the mouse pointer to
| | 00:47 | the area where I want to drop the chart,
| | 00:49 | in other words, where I want to place it.
I want to place it place it in Report Header
| | 00:53 | c, so with the outline there, I will click
the left mouse button and the chart appears.
| | 00:58 | This chart represents the
summaries that I have within the report.
| | 01:02 | So if I scroll down, you could see that I have
summaries for 2011 for each of the individual
| | 01:09 | call centers, and if I go to Page 2 and scroll
up, you can see that there is a summary for
| | 01:16 | the year 2011, and that is 64,000
calls, and for 2012 its 67,000 calls.
| | 01:23 | So if I go back to Page 1 by clicking the
Show Previous Page button on the Navigation
| | 01:28 | bar, and scroll up,
| | 01:31 | you can see that those amounts are
reflected in the body of the chart.
| | 01:35 | If I want to edit the chart--that
is, change out summarizes the data--
| | 01:38 | I can click the Design tab to go over to
Design view, right-click the chart, and then click
| | 01:44 | Chart Expert. And from here I can
change anything I want about the chart.
| | 01:49 | For example, I can change
the chart type if I wanted to,
| | 01:51 | but in this case what I want to do is to change the
way the data is laid out, so I will click Data.
| | 01:57 | Now notice that I have the Group tools
available to me within Layout. That reflects the fact
| | 02:03 | that I have a report that contains
grouped data and those groups have summaries.
| | 02:08 | So what I can do is change how the
chart summarizes the data visually.
| | 02:13 | The one thing that I can change in this
particular chart is how many bars it draws.
| | 02:18 | For example, right now it is only
displaying a different bar for each year and that is
| | 02:22 | reflected in the On Change of Year value here.
| | 02:26 | I have another summary
for each individual center.
| | 02:29 | So if I click the On Change of control,
then I can have Sheet1_Year and Center.
| | 02:35 | So I'll go ahead and click that. I do not have
any other summaries other than calls, so if
| | 02:40 | I were to click that control, I would not
see any other options, so you do not need
| | 02:44 | to worry about that one in this case.
| | 02:46 | But if you have multiple columns within your
report that could be summarized then you will
| | 02:51 | probably see them there.
| | 02:52 | So with that in place, I will click OK.
And the preview of my chart has changed in Design
| | 02:58 | view, but if I click Preview to view the
chart as it will be displayed, I can see that I
| | 03:04 | have the number of calls for each of the
centers broken out by year: 2011 and 2012.
| | 03:10 | And that is how you create a chart
using grouped data within Crystal Reports.
| | 03:15 |
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| Creating a chart using the Cross-Tab layout| 00:00 | One way to summarize data in
Crystal Reports is to create a cross-tab.
| | 00:05 | A cross-tab summarizes data in a grid
with headers for both rows and columns.
| | 00:10 | I cover cross-tabs in great detail in a
separate chapter later on in this course,
| | 00:14 | but I wanted to show you how to create
charts based on the data in this chapter because
| | 00:18 | that is where all the charting material is.
| | 00:20 | So this report contains a cross-tab, and it
has sales data for two sales representatives,
| | 00:26 | and it goes across California, Colorado, Idaho,
Oregon, and Washington, and also, there are varieties
| | 00:32 | of payment methods.
| | 00:33 | So now to insert the chart, I will go up to
the Insert menu and click Chart, and then
| | 00:42 | with the outline in place, I am going to move
the mouse pointer down to the Report Header
| | 00:47 | b section and click the left mouse button.
| | 00:51 | When I do, the Chart Expert appears. I have a
new option available to me and that is Cross-Tab
| | 00:56 | under Layout, so I will click that, and I
can select how I want to lay out the data.
| | 01:02 | I have On change of, Subdivided by, and Show.
| | 01:06 | On change of means that the data will be organized
at the first level by State, and that is correct.
| | 01:12 | I want to do that.
| | 01:13 | My other option would be Sales_Rep.
But in this case I do want to stay with State as
| | 01:18 | the primary division within this data.
| | 01:21 | I want it subdivided by Sales_
Rep, and that is my other option.
| | 01:26 | So I will click the Sales_Rep item under
Subdivided by. And I want to show the Order_Amounts;
| | 01:32 | in other words, I'd like to total of all the
sales, so I will click OK, and when I do--
| | 01:40 | scrolling down--my chart appears inside of
Report Header b. And I see by the legend that
| | 01:46 | all of the bars in blue are for Jones
and all the ones in orange are for Smith.
| | 01:52 | There is a missing blue bar about the state
of Colorado, but that is just because I have
| | 01:57 | looked at the data and I know that Jones had
no sales for Colorado during the period that
| | 02:01 | we are looking at in this data set.
| | 02:04 | Cross-tabs let you summarize your data
concisely in Crystal Reports 2011, and the charts are
| | 02:08 | just as effective.
| | 02:13 |
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| Formatting chart elements| 00:00 | After you add a chart to a Crystal Reports
report, you can change the location and appearance
| | 00:06 | of the chart's elements.
| | 00:07 | In this movie, I will show you how to change
the format of the most common chart elements
| | 00:12 | in Crystal Reports 2011.
| | 00:14 | To work with a chart and change its formatting,
you can display your chart in Preview mode
| | 00:19 | and then click the chart.
| | 00:22 | Doing so causes a new chart
menu to appear on the menu bar.
| | 00:27 | You can then click the Chart menu header and
from there you can select a series of options.
| | 00:32 | The first one I'd like to
show you is Format Background.
| | 00:37 | You can use the controls in the Format Background
dialog box to change the background of your chart.
| | 00:42 | And this is the confusing part, but it's just
the way that this dialog box is laid out:
| | 00:47 | Foreground Color actually
changes the background of the chart.
| | 00:51 | In other words, this isn't a color layer
that gets layer that gets laid over the top of
| | 00:55 | the chart; it's in the background.
| | 00:57 | So just understand that
that's a little bit confusing.
| | 01:00 | It confused me the first time I tried it.
But changing the Foreground Color setting
| | 01:04 | will change the
background color of your chart.
| | 01:07 | So I'm going to select a light gray, and when
I do, that color appears in the background.
| | 01:14 | I could also select a pattern if I wanted to, by
clicking Pattern, Gradient, Texture, and Picture.
| | 01:19 | All those options are available to
you, and I invite you to explore them.
| | 01:23 | To save my change, I'll go ahead and click OK.
| | 01:27 | Another tool that's available to you under the
Chart menu is the Chart Options dialog box.
| | 01:33 | So I'll click the Chart menu
header and then click Chart Options.
| | 01:38 | You can use the controls in the Chart Options
dialog box to change the chart's overall appearance,
| | 01:43 | its titles, data labels, and so on.
| | 01:45 | So let's say, for example, that I
want to show labels for the data.
| | 01:49 | If I select or check the Show Labels dialog
box, then Crystal Reports displays the values
| | 01:55 | for each one of the vertical bars.
| | 01:58 | And then I can change the label's
location and also the format if I want to.
| | 02:02 | I can also change the formatting of the legend,
and that is this box here on the right side
| | 02:08 | of the chart, which indicates that blue bars represent
sales by Jones and orange bars represent sales by Smith.
| | 02:15 | So if I click the Legend tab, I can get
rid of it by clearing the Show Legend checkbox,
| | 02:20 | or I can do any other number of things like
changing markers, changing the box style,
| | 02:25 | its color, and so on.
| | 02:27 | On the Gridlines tab, I can affect the
gridlines that appear inside the body of the chart.
| | 02:33 | So let's say for example that I wanted
to have gridlines for each of the groups.
| | 02:37 | I can click the Major Gridlines button,
and when I do, vertical lines appear.
| | 02:42 | But in this case for this chart, I think
that it's pretty obvious where the separations
| | 02:46 | are, so I'll go ahead and clear that checkbox.
| | 02:49 | But it's a good thing to keep in mind if your
data isn't separated as clearly as it is in
| | 02:53 | this particular chart.
| | 02:55 | Then on the Axes tab, you can decide
whether to show or hide group axes.
| | 03:00 | For example, if I clear that checkbox, then we
don't see the states that are listed at the bottom.
| | 03:05 | But that is important information,
so I'll check it to bring it back.
| | 03:09 | And you can also change the way that the data is
displayed, based on the type of data that you have.
| | 03:15 | For example, if you have time data, then
you should select the Show Time Scale option.
| | 03:20 | If you have numeric data, then you can do
the same thing by showing the Numeric Scale.
| | 03:25 | If you clear the Show Data Axes checkbox,
then you don't get the values on the Y axis--
| | 03:32 | in other words, the vertical axis--that gives you
a relative sense of what the numbers would be.
| | 03:36 | Because we have data labels applied at the
moment, that's not a big deal, but I actually
| | 03:41 | do like to keep the data axes displayed so
that I don't have to look to the middle of
| | 03:46 | a particular bar.
| | 03:47 | I can just look at the top and get the
relative magnitude of each of the values.
| | 03:52 | So with all those changes in place, if I click OK,
Crystal Reports applies them to the body of the report.
| | 03:58 | I've only had time to go over the most common
formatting changes you can make with chart elements.
| | 04:03 | Feel free to experiment with the rest of the
interface and use the techniques that I described
| | 04:07 | to change those aspects of your chart as well.
| | 04:12 |
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|
7. Selecting Records in a ReportSelecting records within a single field| 00:00 | When you summarize data in Crystal Reports,
you are often interested in the overall patterns
| | 00:05 | or how a set of records holds together.
| | 00:08 | If you want to focus on a particular value,
then you can do so by selecting records based
| | 00:12 | on the value in a single field.
| | 00:15 | For this movie, I am going to show you how
to select values using values from a single
| | 00:19 | field of your report.
| | 00:20 | My goal for this movie is to display values
first for Austin and then for Austin and Boston.
| | 00:27 | So I am going to create a
selection rule that does exactly that.
| | 00:32 | To create that rule, I will open the Report menu,
point to Select Expert, and then click Record.
| | 00:42 | Then in the Choose Field dialog box, I want
to select Center, because the call centers
| | 00:47 | relate to cities Austin, Boston, and so on.
| | 00:50 | So with Center selected, I will click OK.
| | 00:54 | Doing so causes the Select Expert to appear.
| | 00:57 | The first thing I need to do is to
identify the type of rule that I want to use.
| | 01:02 | If I want to display all of the values,
then I can use the "is any value" rule, but if
| | 01:07 | I click that control, I display a list of all
the other rules that are available to me.
| | 01:12 | These comparison rules are probably
familiar to you" "is equal to," "is not equal to,"
| | 01:17 | "greater than," and so on.
| | 01:19 | The rule I am going to use
for this movie is "is one of."
| | 01:23 | What that rule allows me to do is to type
in a list of values and indicate to Crystal
| | 01:29 | Reports that I only want to see records that
contain a value from this list in the Center field.
| | 01:35 | So the first one will be
Austin, and I will click add.
| | 01:41 | When I do, that value appears in the list.
| | 01:44 | I am only interested in calls for the
Austin center, so I will go ahead and click OK.
| | 01:49 | Crystal Reports asks if I want to use the saved
data from the original version of the report. I do,
| | 01:55 | so I will click Use Saved Data.
| | 01:57 | If I thought that the data might have changed,
then I would click Refresh Data, but this
| | 02:02 | is historical data that will definitely
not change, so all click Use Saved Data, and
| | 02:08 | when I do, I see records
only from the Austin center.
| | 02:12 | I can add more terms by going back into the
Select Experts, so I will click Report > Select
| | 02:18 | Expert > Record, and now I can add more values.
| | 02:23 | So let's say that I wanted to work Austin and Boston,
so I will type in "Boston" and click the Add button.
| | 02:31 | So now I have those two values in my list.
And in this case order doesn't matter; just
| | 02:36 | as long as the value is
in the list, you are fine.
| | 02:39 | If for some reason you wanted to remove a
value, you could select it and then click
| | 02:43 | the Remove button.
| | 02:45 | But in this case I want both Austin and
Boston to stay, so I will click OK. And again, I
| | 02:50 | will use the saved data, and now my report
contains all of the records that apply to
| | 02:55 | Austin and Boston.
| | 02:58 | Crystal Reports lets you focus on your
data using the values in a single field.
| | 03:02 | You can also focus on your data
using the values in more than one field.
| | 03:06 | I will show you how to do
that in the next movie.
| | 03:11 |
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| Selecting records using multiple fields| 00:00 | When you examine data in Crystal Reports,
you might be interested in particular sets
| | 00:05 | or subsets of values.
| | 00:07 | For example, you might only want to look for
data about calls to call centers that occurred
| | 00:12 | within the first quarter of the year.
| | 00:14 | In this movie, I will show you how to find
that data by selecting records using values
| | 00:19 | in multiple fields.
| | 00:21 | Just like I did in the last movie, I want
to create a rule that displays values for
| | 00:26 | particular call centers.
| | 00:28 | To create that rule, I will open the Report menu,
point to Select Expert, and then click Record.
| | 00:35 | Then, in the Choose Field dialog box, I want to
focus on centers, so I will click the Center
| | 00:41 | field and then click OK.
| | 00:45 | Now, in the Select Export dialog box,
I can create the type of rule that I want.
| | 00:49 | I want to identify centers that are part of
a list of values that I supply, so I will
| | 00:55 | click the "is any value" control and then click "is one
of" and now I can type in the values for the list.
| | 01:02 | The first will be the city of Austin and
click Add, and the second is Boston so I will
| | 01:09 | click back in the box where I can enter
values and type "Boston" and then click Add.
| | 01:16 | I want to create additional criteria--so I
will click New--this allows me to add a second
| | 01:21 | rule, and this will be based on quarter.
So remember, I am looking for values in the first
| | 01:27 | quarter of the year.
| | 01:28 | So from the Report Fields list, I
will click Quarter, then click OK.
| | 01:32 | I am interested in the calls from the first
quarter, so I will set my comparison operator
| | 01:38 | to "is equal to" and then in the
value box to the right, I will type 1.
| | 01:44 | Now I can click OK because I have completed
the rule. And Crystal Reports asks if I want
| | 01:50 | to use the saved data. This is historical
data that probably hasn't change, so I can
| | 01:54 | click Use Saved Data, and when I do, the values
for quarter number one for Austin and Boston
| | 02:01 | appear within the body of the report.
| | 02:04 | The search rules that I have described in this
movie let you narrow down your data significantly.
| | 02:09 | If you create multiple rules, you can focus
on exactly what you need to get the job done.
| | 02:14 |
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| Creating selection rules using the Or operator| 00:00 | Most of the selection rules you create in
Crystal Reports use the "and" operator.
| | 00:06 | When you use "and," each of the rules you specify must
be true for a row to be displayed within the report.
| | 00:13 | If you want to display a row, if one of several
values occurs, then you can use an "or" operator.
| | 00:19 | In this movie, I will show you how to create
selection rules that use "or" instead of "and,"
| | 00:24 | Actually, that's a bit of a misnomer,
because you first need to create a rule that uses
| | 00:29 | "and" and then edit it
so that it uses "or."
| | 00:33 | I've left the selection rule that I created in
my last movie implemented here in the report.
| | 00:38 | I am looking at results for Austin and
Boston that occurred within quarter number 1.
| | 00:44 | But let's say that I wanted to see results
from Austin and Boston or any other center
| | 00:50 | that occurred during quarter number 1.
| | 00:52 | If I want to create that type of rule, then
I can edit the rule that I currently have
| | 00:57 | to make that possible.
| | 00:59 | To display my rule, I will open the Reports
menu, point to Select Expert, and click Record.
| | 01:05 | And here I have my rule.
| | 01:07 | If you look down in the text pane, you will
se that the rule is spelled out in more or
| | 01:13 | less plain language.
| | 01:14 | We are looking for the center from the list of
either Austin or Boston and the Quarter = 1.00.
| | 01:23 | If I want to have Austin or Boston
displayed or any results from quarter number 1, all
| | 01:29 | I have to do is edit the text so
that instead of "and," I have "or."
| | 01:37 | With that in place, I can click OK, indicate
that I want to use the saved data, and I have
| | 01:44 | every result from Austin and Boston, plus
all of the first-quarter results from Las
| | 01:50 | Vegas, Seattle, and St. Louis.
| | 01:52 | "Or" operators give you a lot of flexibility
when you create selection rules, and of course,
| | 01:57 | you're not limited to single "or." You can
have multiple "ors" to expand the list of
| | 02:01 | acceptable values.
| | 02:06 |
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| Selecting records based on dates| 00:00 | Many business data collections include dates.
It might be the date of an order, the date
| | 00:06 | a call was received, or the
date a shipment is expected.
| | 00:09 | In this movie, I will show you how
to select records that include dates.
| | 00:14 | My goal is to select records from the
data source that meet certain date criteria.
| | 00:20 | So for example, I might want to
select records for a particular date.
| | 00:24 | To do that, I open the Report menu, point
to Select Expert, and then click Record.
| | 00:32 | Then, in the Choose Field dialog box, I can
click the field that contains the dates that
| | 00:36 | I want to select on; and in this
case, it is Date, and click OK.
| | 00:42 | Now, I can define my selection rule.
| | 00:45 | I want to have a specific date, so I
want to create an "is equal to" rule.
| | 00:50 | So I will click the selection operator control
and click the second item which is "is equal
| | 00:56 | to." And now I can type in the date I want
to select, and I'll make that 4/16/2012.
| | 01:05 | So I'm looking for
records from April 16the of 2012.
| | 01:09 | When I click OK, I am given the option
to use saved data or to refresh data.
| | 01:16 | This is historical data,
so it shouldn't have updated,
| | 01:19 | so I will go ahead and click Use Saved Data.
| | 01:22 | Doing so causes all the records from the day I
identified, April 16, 2012, to appear in the report.
| | 01:28 | Now, if I want to undo that selection, I can
click the Undo button, and Use Saved Data,
| | 01:35 | and all the data reappears
back in the body of the report.
| | 01:38 | If I want to identify records from a set
of days, then I can create a similar rule.
| | 01:44 | I'll do that by clicking the Report menu,
then point to Select Expert, and click Record.
| | 01:50 | In the Choose Field dialog box,
I click the Date field and click OK.
| | 01:55 | Now, instead of saying
"is equal to," I can say "is between."
| | 02:01 | So now I can identify the
starting date and the ending date.
| | 02:04 | So I will make it 4/16/2012, then click in
the second box and type 4/17/2012, and then
| | 02:14 | when I click OK, say that I
want to use the saved data,
| | 02:19 | then I see all the records for
April 16 and April 17 of 2012.
| | 02:22 | And again, to undo the sort, I will just
click the Undo toolbar button, use the Save Data,
| | 02:29 | and it's all back.
| | 02:30 | There's one other way that you can
identify periods of dates that you want to use.
| | 02:35 | So, I'll go back into the Report menu,
Select Expert, click Record, and as I did before,
| | 02:43 | I will identify the Date field and click OK.
| | 02:46 | Now, if I click the comparison operator
control, I can select "is in the period."
| | 02:51 | When I do, a second control appears to the right,
and it gives me a list of periods that I can select.
| | 02:57 | So for example, I could select the week to
date from the previous Sunday or if I click
| | 03:03 | the list, you see a long list of other periods
that you can define: MonthToDate, YearToDate,
| | 03:09 | Last7Days, and so on.
| | 03:11 | You and I are separated in time, and all of
these periods are based on the present day,
| | 03:17 | so if you were to do what I'm about to do,
you will probably see different results.
| | 03:21 | But just to give you an idea of what it would look like,
I'm going to select the last seven days of data.
| | 03:27 | So I will click Last7Days and
then click OK. Use Saved Data.
| | 03:32 | So what I see is data starting on April 12.
And if I go up to the Navigation toolbar
| | 03:40 | and click Show Next Page,
I see values from April 18.
| | 03:45 | So those are my last seven days of
data: April 12, 2012 to April 18, 2012.
| | 03:51 | Selecting records based on dates in Crystal
Reports is extremely powerful because it
| | 03:55 | lets you focus on your most recent data, or
data from a specific period, so that you can
| | 03:59 | find the answers you need.
| | 04:04 |
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| Selecting records using formulas| 00:00 | So far in this chapter these selection rules
that I've created use the simple rules
| | 00:05 | as opposed to formulas.
| | 00:07 | Formulas could be as complex
as you'd like to make them.
| | 00:10 | In this movie, I will show you how to create
simple formulas and then you can use the techniques
| | 00:14 | I show you to create any
selection formula you like.
| | 00:17 | My goal for this movie is to display records
in the report that reflect a call volume of
| | 00:23 | greater than 3500 per quarter, and that call
volume appears here in the right-hand column.
| | 00:28 | So again, what I want to do is display only
those rows where this value is greater than 3500.
| | 00:36 | To do that, I can create a
formula-based selection criteria.
| | 00:40 | So I'll go up to the Report menu,
point to Select Expert, and click Record.
| | 00:47 | Then, in the Choose Field dialog box, I'll
click Calls--that's the value that I want to work
| | 00:52 | with--and click OK.
| | 00:55 | Within the Select Expert dialog box,
instead of selecting a criteria from this list, I
| | 01:00 | want to create a formula, so I'll click the
Formula Editor button. Doing so opens the
| | 01:05 | Formula Workshop.
| | 01:07 | Now, within the Formula Workshop, I can
create the formula that I want. It's going to be
| | 01:12 | based on the Calls field, so in the list of
fields, I'll click the expand control next
| | 01:18 | to Report Fields and now in the list of fields
available to me, I'll double-click Sheet1_Calls,
| | 01:24 | so that it appears in the formula text pane.
| | 01:27 | Now I'm going to type in the formula so
that it reads Sheet1_Calls with a space greater
| | 01:33 | than, space, 3500, so 3500.
| | 01:37 | So this formula will identify any rows that
contain a call value of greater than 3500.
| | 01:43 | I'll go ahead and click Save and Close and
the formula appears here in the bottom of
| | 01:49 | the text pane, so I'll click OK.
| | 01:52 | As I've explained in previous movies, I do
want to use saved data instead of refreshing.
| | 01:57 | And when I click OK, my report only
contains values greater than 3500.
| | 02:02 | Using formulas to select records gives you
a lot of flexibility. I've only shown you
| | 02:06 | the most basic examples, but as you gain
facility using formulas, which you'll learn about in
| | 02:11 | detail in a later chapter, you'll find a lot of
ways to use these criteria to your advantage.
| | 02:16 |
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8. Managing Reports Using Parameter FieldsCreating a parameter field by entering a list of values| 00:00 | Parameters fields are fields that let you
filter the records that appear in a report
| | 00:05 | by selecting a value.
| | 00:07 | For example, if you have Month as a parameter
field, then you can select one of the 12 calendar
| | 00:12 | months and limit the records
displayed to just those in that month.
| | 00:17 | In this movie, I will show you how to define
parameter fields and let you select from a
| | 00:21 | static set of values.
| | 00:24 | This report contains data about five
separate call centers, and they are listed here.
| | 00:29 | My goal is to create a parameter field that
will let us select one of those cities and
| | 00:34 | limit the data to just that call center.
| | 00:37 | To create the Parameter field, go over to
the Field Explorer. It's at the right side
| | 00:41 | of the program window.
| | 00:44 | If you don't see the Field Explorer, you can
go up to the Standard toolbar and click the
| | 00:48 | Field Explorer button to display it, then
click Parameter Fields, and click the New button.
| | 00:55 | When you do, the Create New
Parameter dialog box appears.
| | 00:59 | Now you can type in a name for your
parameter, and I will call it Center.
| | 01:04 | The type of data reflects the type of
data that is in a particular field.
| | 01:09 | This is String data, in other words, text, so
we can leave it alone. And we will be creating
| | 01:14 | a static list of values.
| | 01:17 | A static list of values is a
list that you type in yourself.
| | 01:21 | It's not based on any field
in the original data source.
| | 01:24 | That's a dynamic list and we will
cover that in the separate movie.
| | 01:28 | With those settings in place, we can type
in our Values, so click in the Click here
| | 01:32 | to add item box in the Value pane, and then
type in the first city, which is Austin.
| | 01:39 | And it is absolutely vital that you
type in the names accurately.
| | 01:43 | If I were to type in, instead of Austin with an
I, I would type in Auston, then if I selected
| | 01:51 | it, it wouldn't match anything, and no records
would be displayed. So, spelling counts here.
| | 01:55 | So we have Austin, press Enter, then click
here; Boston, Enter, and click; Las Vegas,
| | 02:07 | don't forget the space, click again; Seattle,
Enter, and click for the final one, which is St. Louis.
| | 02:17 | Now that I have created
my list, I can click OK.
| | 02:21 | Next, I need to create a selection rule that will
allow me to select one of those parameter values.
| | 02:26 | To do that, click Report on the menu bar,
point to SelectExpert, and click Record.
| | 02:34 | Then in the Choose Field dialog box, click
Sheet 1_Center, because we want to select
| | 02:39 | a call center, click OK, and now in the Select
Expert dialog box, you need to create a rule
| | 02:47 | where the Center field is
equal to your parameter.
| | 02:50 | Instead of "is any value," click the
comparison operator control here, click "is equal to."
| | 02:56 | Then you click the control next to it.
It shows a down arrow and it's currently blank,
| | 03:01 | and now you need to identify which
value you want it to be equal to.
| | 03:05 | You don't what it to be equal to any of the
values that you typed in; instead, what you
| | 03:09 | want it to be equal to is whatever the current
value of the center Parameter field you created is.
| | 03:16 | A Parameter field is identified with the
name in curly brackets and with a question mark
| | 03:21 | in front of the name.
| | 03:22 | So question mark center
is your Parameter field.
| | 03:25 | Go ahead and click it and then
click OK to create the rule.
| | 03:29 | When you do, the Enter
Values dialog box appears.
| | 03:31 | Now remember--and I will just slide
this dialog box to the side for a moment--
| | 03:36 | we have data from all five
call centers currently displayed.
| | 03:39 | If I click the Enter Center control's down
arrow and select Austin and click OK, then
| | 03:46 | only data from Austin
appears in the body of the report.
| | 03:51 | If you see a dialog box asking you to either
refresh your data or connect to a data source,
| | 03:56 | you can do so using techniques that you
have learned elsewhere in this course.
| | 04:00 | Now let's say that I want to change it.
| | 04:01 | I want to display perhaps St. Louis.
| | 04:04 | To do that, I go over to the Parameters List,
which is here in the left-hand pane of the
| | 04:10 | program window. And if for some reason that
isn't displayed, for example, if you click
| | 04:15 | on Groups or something else, you can click the
Parameters box at the bottom to redisplay it.
| | 04:23 | To give yourself the opportunity to enter
another parameter, click the Prompt for Parameters
| | 04:28 | button. This displays the Enter a Value
dialog box again. Select a new value, such as St.
| | 04:35 | Louis and click OK.
| | 04:37 | Now notice that the report hasn't changed
to reflect the parameter choice. You need
| | 04:42 | to go back to the Parameters
pane and click Apply Changes.
| | 04:46 | It's the button that looks like a green arrow.
| | 04:49 | When you do, your report updates.
| | 04:51 | Entering a static set of values is great for lists
that either never change or don't change frequently.
| | 04:57 | Abbreviations for states, in the United Sates,
are great example of data set that works well
| | 05:01 | for a static list.
| | 05:06 |
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| Defining default parameter values| 00:00 | When you define a Parameter field, you allow
your users to select from a set of values.
| | 00:06 | If one value will be selected much more
frequently than the others, such as standard shipping
| | 00:10 | for an online retailer, then you
can set the value as the default.
| | 00:15 | In this movie, I'll show you how to
assign a default value to a parameter.
| | 00:19 | I have already created a parameter field
and I currently have the parameter values set
| | 00:24 | to quarter number 4.
| | 00:26 | What would I like to do, though, is to assign
a default parameter value of 1, so that way
| | 00:32 | whenever someone opens the report,
Crystal Reports will display the data for quarter
| | 00:37 | number 1 because that is what
is more frequently requested.
| | 00:41 | To do that I need to edit the Parameter field,
and it's over here in the Field Explorer pane.
| | 00:46 | Again, if you don't see the Field Explorer,
you can go up to the standard tool bar and
| | 00:50 | click the Field Explorer button. So click
Quarter and then on the Explorer toolbar
| | 00:56 | click the Edit button.
| | 00:59 | Here you can see the details of
the Parameter fields I created.
| | 01:03 | Its name is Quarter and it is a number and
it is a list of static values, and the values
| | 01:09 | are listed here in the Value list.
| | 01:11 | To assign a default value, you go to the
Value Options area and scroll down just a bit to
| | 01:17 | see the default value.
| | 01:20 | You can then click in the box to the right
of the default value label and select the
| | 01:25 | value by clicking the down arrow.
| | 01:26 | I have the values 1, 2, 3, and 4,
so I will click 1 and click OK.
| | 01:33 | When I do, I have assigned the
default value of 1 for the quarter.
| | 01:37 | One interesting thing to note is that Crystal
Reports only looks at the default value once.
| | 01:42 | In other words, the next time you open the
report, the default value will be whatever
| | 01:46 | you set it to be.
| | 01:47 | However, if you change it, then whatever value
is saved with the report is what will appear
| | 01:52 | the next time you open it.
| | 01:57 |
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| Defining multi-value parameter fields| 00:00 | Filtering the records in a report using a
Parameter field lets you focus on the data
| | 00:05 | that is most important to you.
| | 00:06 | So far in this chapter I have shown you how
to define a single-value Parameter field.
| | 00:11 | In this movie I will show you how to define
Parameter fields that let you select multiple
| | 00:16 | values at the same time.
| | 00:18 | This report contains an existing Parameter field
called Quarter. It is over here in the Field Explorer.
| | 00:24 | If you do not see the Field Explorer, you
can go up to the standard toolbar and click
| | 00:28 | the Field Explorer button to display it.
| | 00:30 | As currently configured, the
Parameter field only allows a single value,
| | 00:35 | so I want to go in and change it.
| | 00:37 | If you need to review how to create a Parameter field
you can go back to the first movie in this chapter.
| | 00:41 | But for now, I will click Quarter, which is the
Parameter field, and then click the Edit button.
| | 00:48 | Just too quickly look at what the Parameter
field is, it's named Quarter and is of Type
| | 00:54 | Number--in other words, it contains numeric
values--and it is a static list which I entered
| | 01:00 | here in the Value list.
| | 01:02 | So now what I want to do is allow
multiple selections at the same time.
| | 01:07 | To do that, I will go in to the Value Options area and
scroll down and here it says Allow multiple values.
| | 01:15 | I will click over on the side of the line
where it says False. This displays a list,
| | 01:20 | and I am going to change that
property's setting to True and then click OK.
| | 01:26 | So now when they enter Values Dialog Box appears, like it
did in previous movies, we can select multiple values.
| | 01:33 | So if I wanted to see only the data for
quarters 2 and 3, I could click 2 and then click the
| | 01:39 | Add button. And then the highlight moved down to 3
automatically, so I will click Add, so we have 2 and 3.
| | 01:49 | If I wanted to remove one of those values,
I could select it and click Remove or to remove
| | 01:54 | all of them, I could click All.
| | 01:56 | But I do want to look at 2 and 3, have that
as my filter, so I can click OK. And when I
| | 02:03 | do, data for Quarters 2 and 3
appear inside the body of the report.
| | 02:08 | If Crystal Reports displays a dialog box
asking you either to identify the data source or
| | 02:13 | to make a connection, then you can connect
to the call data file using the techniques
| | 02:18 | that you've learned elsewhere in this course.
| | 02:21 | Letting users select multiple values in a
Parameter field gives them the power to display
| | 02:24 | just the data they are interested in.
Rather than go into one value at a time and try to
| | 02:30 | keep the numbers in their head when they
change the Parameter value, multiple values puts
| | 02:34 | all of the data in the report at one time.
| | 02:38 |
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| Allowing dynamic parameters| 00:00 | So far in this chapter, I have described
Parameter fields that use a static set of values.
| | 00:06 | In this movie, I will show you how to
create a Dynamic Parameter field which draws its
| | 00:11 | values from a data source, such as the original data
source, Excel workbook, or a field within the report.
| | 00:18 | This data file, which we haven't seen before
in this course, tracks prices for two types
| | 00:23 | of products, two
departments: Windows and Doors.
| | 00:28 | There's always the possibility that my
business could grow and add more product lines, more
| | 00:33 | departments, so what I want to do is to create a
Parameter field that would work with whichever
| | 00:38 | product departments I have in place.
| | 00:40 | But I will start by applying
it to just Windows and Doors.
| | 00:44 | The first thing I need to do
is define my Parameter field.
| | 00:48 | So I will go over to the Field Explorer
on the right side of the program window.
| | 00:52 | If you don't see it, you can go up to the
standard toolbar and click the Field Explorer button.
| | 00:58 | In the Field Explorer, click Parameter
Fields and then click the New button.
| | 01:05 | In the Create New Parameter dialog box,
you can type a name for your parameter.
| | 01:09 | I will make it Dept, short for department.
The value type is a string. That is it's text.
| | 01:17 | As for the List of Values, I want to change
it from Static to Dynamic, and when I do,
| | 01:24 | the Create New Parameter dialog box changes.
| | 01:27 | Now I can select a new data source by going
into the Value list, and when I click Click
| | 01:33 | here to add item, I can select a
column within that data source.
| | 01:38 | And in this case, I want the
ProductDept, which is here.
| | 01:43 | I don't need to make any other changes, so I
can click OK and I've made my Parameter field.
| | 01:49 | But now I need to create a selection rule
that allows me to select any value from the
| | 01:54 | Department field.
| | 01:56 | To do that, open the Report menu,
point to Select Expert, and click Record.
| | 02:03 | Under Report Fields, I can
click ProductDept and OK.
| | 02:08 | I want to set the Product Department equal
to the value that is currently displayed in
| | 02:14 | the Department Parameter field,
| | 02:16 | so I'm going to change the
comparison operator to "is equal to,"
| | 02:21 | then click the down arrow in the control to
the right to identify the data source, and
| | 02:26 | that will be the Department Parameter field.
| | 02:29 | By way of review, a Parameter field appears in
curly brackets with a question mark in front of it,
| | 02:35 | so that's how you can
identify it as a parameter.
| | 02:38 | I'll click that, everything
looks good, and I will click OK.
| | 02:42 | When I do, the Enter
Values dialog box appears.
| | 02:45 | If Crystal Reports displays a dialog box
asking you either to use saved data or to connect
| | 02:51 | to a data source, then you can do so using the
techniques you've learned elsewhere in this course.
| | 02:56 | Now, I can select one of the two departments.
| | 02:59 | I will select Windows and click OK.
| | 03:03 | When I do, Crystal Reports filters
the document so only Windows appear.
| | 03:07 | If I want to switch over to Doors, I can go
to the Parameters panel on the left side
| | 03:12 | of the user interface, click the Prompt for
Parameters button, and then under Enter ProductDept,
| | 03:22 | click Doors, click OK, and then, again in
the Parameters panel, click the Apply Changes
| | 03:29 | button--it looks like a green check mark--and
Crystal Reports applies my setting to the report.
| | 03:35 | Dynamic parameters are perfect for
value sets that could change rapidly.
| | 03:39 | For example, if you run an international
shipping business, you might get orders from businesses
| | 03:44 | in countries from which
you've not received orders before.
| | 03:47 | Rather than enter those countries names into
a static list, you can use the data from your
| | 03:51 | customer table to populate
the values for your parameter.
| | 03:56 |
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| Editing and deleting parameter fields| 00:00 | After you create a Parameter field, you can
change it, such as by adding a default value,
| | 00:05 | or delete it entirely.
| | 00:07 | In this movie, I will start by showing you
how to edit your Parameter fields, and then
| | 00:11 | how to delete them.
| | 00:13 | When you open the exercise file, you will see
that it has a Parameter field called Department.
| | 00:19 | And I've already applied a parameter value so
that I'm only displaying doors within this report.
| | 00:27 | There are actually products
for both doors and windows.
| | 00:30 | If I want to edit the Parameter field, I can
select it in the Field Explorer. And again,
| | 00:37 | if you don't see the Field Explorer, you can
go up to the standard toolbar and click the
| | 00:42 | Field Explorer button. But then with the Parameter
Field selected, click the pencil button, which is Edit.
| | 00:51 | Using the tools in the Edit Parameter dialog
box, you can give your parameter a new name,
| | 00:56 | change how it gets its values, either from
a dynamic source or from a static list you
| | 01:00 | type in. You can also
change its Value Options.
| | 01:04 | For example, you can change its sort order.
Instead of ascending by value, you can go
| | 01:09 | descending by value or ascending by
description or descending by description.
| | 01:14 | You can also change the prompt text.
For example instead of saying Enter Product Department,
| | 01:22 | you can edit that just by selecting the text
and using the keyboard, and saying "Enter a
| | 01:29 | product." And there are other options that you can change;
I'll leave those for you to explore on your own.
| | 01:35 | When you're done making your changes, you can
click OK and the Crystal Reports applies them.
| | 01:41 | If you want to rename your Parameter field,
you can click the Rename button, which highlights
| | 01:46 | the name, and then you can type a new
name, such as Dept, and press Enter.
| | 01:52 | If you want to delete the field entirely,
there isn't actually a button that lets you do that.
| | 01:57 | Instead, you need to right-click
the Parameter field and click Delete.
| | 02:03 | First, you have to delete the
select rules associated with the field.
| | 02:08 | You've seen how to do that elsewhere in the course.
Then you can continue on with this procedure.
| | 02:14 | If your Parameter field appears in the body
of the report, Crystal Reports will display
| | 02:19 | a dialog box indicating that's the case.
| | 02:22 | If you want to delete it,
click Yes; if you don't, click No.
| | 02:26 | I'll go ahead and click No and
leave the Parameter field in place.
| | 02:31 | Editing a Parameter field
is a lot like creating it.
| | 02:34 | You can go in and change pretty much every
aspect of the Parameter field that you want,
| | 02:38 | and you should do so to meet the
needs of your growing business.
| | 02:43 |
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|
9. Summarizing Data Using FormulasIntroducing the Formula Workshop| 00:00 | So far in this course, I have shown you how
to create reports and then to modify them,
| | 00:05 | either by changing their format or
by selecting which records appear.
| | 00:10 | What I'd like to do now is to show you how to
customize your reports by adding custom calculations.
| | 00:15 | To do that, you will use the formulas and
functions available to you in Crystal Reports.
| | 00:21 | You get at that functionality through the
Formula Workshop, and I'd like to introduce
| | 00:25 | that to you in this movie.
| | 00:27 | Let's say that I want to add a
custom calculation to this report.
| | 00:31 | I can do that by going over to the Field Explorer,
clicking Formula Fields, and then clicking the New button.
| | 00:38 | If you don't see the Field Explorer in your
Program window, then you can display it by
| | 00:42 | going to the standard toolbar and
clicking the Field Explorer button.
| | 00:47 | My Field Explorer is already open, so I'll
just go over, and with Formula Fields selected,
| | 00:52 | click the New button.
| | 00:54 | Now I can type a name for my formula and I'll
just call it Sample, and click the OK button.
| | 01:01 | So here's the Formula Workshop, and the lower
part of the workshop is divided into five panes.
| | 01:08 | This pane here, the largest one in the
bottom-right, is where the formula itself will appear.
| | 01:13 | To the left, there is a series of
assets that are available to you.
| | 01:18 | Those are Formatting Formulas, Selection
Formulas, SQL Expression Fields, and so on.
| | 01:23 | We won't actually be using any of those in
any of the movies in this course, but I wanted
| | 01:27 | to let you know that they
were there so you didn't wonder.
| | 01:30 | The second pane along the top row contains the
report fields and any summaries that you've included.
| | 01:36 | So for example, here we have the group that is
based on Center, and then we have our Sample formula.
| | 01:42 | To the right, we have the list of
functions that are available to you.
| | 01:45 | You might need to click the expand control
next to Functions to display the entire list.
| | 01:50 | And when you do, you see a list of all the
categories of functions that are available
| | 01:53 | to you, and you can click inside of those by
clicking this command control such as for
| | 01:59 | the Math subcategory, and you get the
mathematical functions that are available to you.
| | 02:05 | To the right--and again, you might need to
click your expand control to display all the
| | 02:10 | operators that are available to you.
| | 02:13 | Operators are actions that
you can take within a formula.
| | 02:16 | So the most common examples would be addition,
subtraction, multiplication, that sort of thing.
| | 02:21 | Now, just as an example,
I'll create a very simple formula.
| | 02:24 | Let's say that in my business I owed taxes
at the end of the tax year, but the rule in
| | 02:29 | my jurisdiction is that I can
just omit any cents on the dollar.
| | 02:34 | In other words, I only have to pay the whole
dollar amount; I don't have to worry about any cents.
| | 02:39 | I can just leave it off and not
worry about rounding up or down.
| | 02:42 | The function for calculating the integer
part of a number in Crystal Reports is Int.
| | 02:48 | So I have Int and then I'll type a left
parenthesis and the number 4011.56.
| | 02:54 | It can be any number, as long as it has some sort
of a number to the right of the decimal point.
| | 03:00 | So this formula would take the
integer value of 4011.56.
| | 03:05 | I'll click Save and close, and then my new
formula field appears in the Field Explorer
| | 03:13 | underneath Formula Fields.
| | 03:15 | And if I drag it onto the body of the report--
and I'll just put it here on the report header--
| | 03:19 | the integer component of 4011.56 appears,
and that is 4,011.00.
| | 03:27 | One other thing I'd like to show you about
the Formula Workshop is how to get help.
| | 03:31 | To do that, I'll reopen the Formula
Workshop by clicking Sample and then click Edit.
| | 03:37 | If you want to get help inside of the Formula
Workshop, go up to the top toolbar and click
| | 03:43 | the question mark button, which is Help.
| | 03:45 | When you click that, you'll get help on whatever
is active, and in this case, the integer formula
| | 03:51 | is used in the body of the Formula
Workshop, so you get help on that.
| | 03:56 | If you want other help, you can go to
Search and type "formula workshop" and press Enter
| | 04:04 | and you get a list of all the help
files that are available on that topic.
| | 04:08 | If you've used other programs that let you
create formulas, most of the information in
| | 04:12 | this movie was probably familiar to you.
| | 04:15 | Even so, getting a good look at the Formula
Workshop interface will make creating your
| | 04:18 | own formulas that much easier.
| | 04:21 |
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| Using functions in formulas| 00:00 | When you're ready to perform custom calculations
on your data, you can use Crystal Reports' built-in
| | 00:05 | functions to do so.
| | 00:06 | In this movie, I'll show you how to use
those built-in functions in your formulas.
| | 00:11 | To create a new formula field, I'll go over to
the Field Explorer and click Formula Fields.
| | 00:18 | If for some reason the Field Explorer doesn't
appear in your program window, you can go to
| | 00:22 | the standard toolbar and click the
Field Explorer button to display it.
| | 00:27 | Once it's there and you've clicked Formula
Fields, you can click the New button and then
| | 00:32 | in the Formula Name dialog box, type a name
for the formula. And I'll just call this one
| | 00:36 | AverageCalls and click OK.
| | 00:41 | Now what I want to do is
add the Average function.
| | 00:44 | I can find that in the third pane along the
top, so I'll click the expand control next to
| | 00:49 | Functions. And then I happen to know that
Average is under the Summary category, so I'll click
| | 00:57 | that category's expand control.
And then I have three options to select from:
| | 01:02 | average for a single field, for a conditional
field, or a third option. We'll just work with
| | 01:07 | the first option.
| | 01:09 | So I'll find the Average and actually I'll double-
click it, and that adds it to the body of the formula.
| | 01:15 | Now I can identify the field that I want to
do the calculation on, and that will be the
| | 01:20 | number of calls, which is here, Sheet1_Calls,
so I'll double-click that. And as long as the
| | 01:27 | cursor was flashing within the parentheses beside
average, that is where the field will be added.
| | 01:32 | Now note that there is also
Sheet1_Calls up here, but that is a Sum.
| | 01:38 | You can see that by the sigma
| | 01:40 | or the sum indicator, and that means that
it's a summary so you don't want to use that;
| | 01:45 | instead, you want to use the field itself, which has
something that looks like a database row next to it.
| | 01:51 | So that's how you can tell
which one you want to use.
| | 01:54 | With that in place, I can click Save and close,
and the formula appears in the Field Explorer.
| | 02:02 | I can now drag the formula to the body of
the report, just put it there in the Report
| | 02:06 | Header, and we see the
average value of 3293.28.
| | 02:11 | Now it's not immediately obvious what that
value represents, so I'll just add a text box,
| | 02:16 | just draw it above it, and
type in "Average quarterly calls."
| | 02:24 | And you can change the formatting and positioning
using techniques I've covered elsewhere in this course.
| | 02:29 | You can tell when a formula field is
displayed within the body of a report because in the
| | 02:34 | Field Explorer there will be a
green check next to its indicator.
| | 02:39 | If I were to remove the AverageCalls field
from the report, that check would go away.
| | 02:43 | Crystal Reports has a wide range of functions
that you can use in your custom calculations.
| | 02:48 | I've shown you one. If you want more details,
you can use the Help facility inside of the
| | 02:53 | Formula Workshop to find out
everything you need to know.
| | 02:57 |
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| Adding if-then logic to formulas| 00:00 | When you analyze business data, you will
often want your formulas to return one result if
| | 00:05 | one criterion is true
and another if it's not.
| | 00:09 | In this movie, I will show you how to use
if-then logic to make those two occurrences happen.
| | 00:14 | In this case, I'm going to assume that I want
each of the call centers to have a quarterly
| | 00:18 | call target number, or a goal, of 4000 calls.
| | 00:23 | That means if the number of calls is above
4000 then they are above target, and if it's
| | 00:28 | below then they are below target.
| | 00:30 | My goal is to create an if-then formula that
will display either below target or above
| | 00:36 | target as appropriate to
the right of the calls value.
| | 00:40 | To do that, I will create a new formula field.
So over in the Field Explorer, I will click
| | 00:46 | Formula Fields. And again, if you don't see
the Field Explorer, you can go to the standard
| | 00:50 | tool bar and click the Field Explorer button to
display it. Then, with Formula Fields selected,
| | 00:57 | click the New button, and then in the
Formula Name dialog box, type Target and click OK.
| | 01:04 | In the Formula Workshop, you can create a
formula by typing in the main formula area,
| | 01:11 | which is down here in the bottom-right corner--
it's the largest pane in the window. And you
| | 01:16 | will type "If," and then double-click
Sheet 1_Calls is the Report Fields area.
| | 01:24 | So if Sheet1_Calls > 4000 then, and a
space, then "Above Target," and then close
| | 01:37 | the double quotes.
| | 01:39 | If I were to save the value right now,
then anytime that we have a calls number of greater
| | 01:43 | than 4000, then it would be about target.
That is what would appear in this formula field.
| | 01:49 | But instead what I want to do is add an
additional criteria that would tell it what to do if
| | 01:55 | the number is not greater than 4000.
| | 01:58 | So for that, I will type a space, then else, a
space "Below Target," then close the double quotes.
| | 02:09 | So what's happening is that Crystal Reports checks to
see if this row's calls number is great than 4000.
| | 02:16 | If it is, it's above target;
if not, it's below target.
| | 02:19 | I will click Save and Close and that
takes me back to the body of the report.
| | 02:25 | Now I will switch to Design view by
clicking the Design tab, and I would drag the Target
| | 02:30 | field from the Field Explorer to the
details area, to the right of the Calls control.
| | 02:39 | When it appears, we get the @ Target field,
and that just means that it's a calculated
| | 02:44 | field named Target. And I will Ctrl+Click
Calls. That way both of the fields are selected.
| | 02:52 | And I will go up to Format > Align > Align
Tops and that moves up the Target field so
| | 02:59 | it's in a line with calls and
all the other fields in the row.
| | 03:03 | When I switch to Preview, by clicking the
Preview tab, the formula field has been added and
| | 03:08 | we see all of the rows that are below
target and those that are above target.
| | 03:13 | The if-then structure is extremely useful.
| | 03:15 | You will probably find yourself using it a lot,
especially when you analyze data in relation
| | 03:19 | to your company's goals and other criteria.
| | 03:24 |
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| Adding case statements to formulas| 00:00 | In the previous movie, I showed you how to
use the if-then structure to decide which
| | 00:05 | of several sets of instructions to
follow based on a report's value.
| | 00:09 | In this movie, I will show you another way
to select which set of instructions to follow
| | 00:13 | by using the case structure.
| | 00:16 | As in the previous movie, I have call data
for a series of call centers broken down by
| | 00:22 | quarter and by year.
| | 00:23 | Now, what I want to do is indicate one or
three conditions, whether the call volume
| | 00:28 | is low, moderate, or heavy.
| | 00:31 | I can do that by creating a new formula field.
| | 00:34 | So, in the Field Explorer,
I will click Formula Fields.
| | 00:38 | And if your Field Explorer doesn't appear
inside your program window, you can go up
| | 00:42 | to the standard toolbar
and click Field Explorer.
| | 00:45 | But after you have selected Formula Fields,
click the New button, and in the Formula Name
| | 00:50 | dialog box, type a name for the formula.
And I'll just call it ThreeCases and click OK.
| | 00:58 | Now, inside of the Formula
Workshop, I can create my formula.
| | 01:04 | To do that, I'll follow this structure.
| | 01:06 | The first is Select and then a left parenthesis, and I
want to do my selection based on the number of calls.
| | 01:14 | And that field is Sheet1_.Calls, so I'll double-click
it in the Report Fields area, and then type a right parenthesis
| | 01:22 | to close the first line of the statement.
| | 01:24 | Then I'll press Enter and press the
spacebar twice, and then I'll type Case 0 to 2000:.
| | 01:34 | So what I've done is first, I've offset the
case statement below Select just so I know
| | 01:40 | that it's on a different level
within the formula that I'm creating.
| | 01:45 | It helps visually. It doesn't really matter
in terms of functionality. It just makes it
| | 01:48 | easier to read it, I think.
| | 01:50 | And then I define the range, 0 to 2000, for
which the following action is going to take place.
| | 01:57 | So, Case 0 to 2000, and then you
indicate the end of a case by typing a colon.
| | 02:04 | Then press Enter, and then
press the spacebar four times.
| | 02:09 | Again, that's just for
spacing. You don't have to.
| | 02:12 | Then "Low volume."
| | 02:15 | So, for any value between 0 to 2,000,
this formula will display Low volume.
| | 02:22 | I'll press Enter twice, two spaces,
and now I can define my other cases.
| | 02:27 | I have Case 2001 to 4000:, Enter, and
then four spaces, "moderate volume."
| | 02:40 | The reason that I'm putting double-quotes around
these values is because they are text strings.
| | 02:45 | If they were numeric values or a
reference to a field, I wouldn't have to do that.
| | 02:49 | I'll press Enter twice, two spaces, and then
the final case is a catchall case for anything
| | 02:56 | that I didn't define above.
| | 02:58 | That is Case is > 4000. Then type a colon,
Return, four spaces, and that is High volume.
| | 03:09 | I've created my formula, and now I can click
Save and close, and the Formula field appears
| | 03:15 | inside of the Field Explorer.
| | 03:16 | Now, I'll switch over to Design view by clicking
the Design Tab, and I will drag the ThreeCases
| | 03:23 | field to the Details
area to the right of Calls.
| | 03:27 | Then, with ThreeCases still selected,
I'll hold down the Ctrl key and click Calls, and
| | 03:33 | then on the Format menu,
point to Align and click Tops.
| | 03:38 | So now ThreeCases is in a line with Calls, Center,
Quarter, and Year, so the data will look good
| | 03:45 | when it appears within the report.
| | 03:47 | The next thing I'll do is move the ThreeCases
header from the Page Header field to the Group
| | 03:55 | Header just above the
ThreeCases formula field.
| | 03:59 | With that in place, I can switch to Preview,
and you can see that we have Low volume, Moderate
| | 04:04 | volume, and High volume in all the
cases that I defined in the case statement.
| | 04:08 | I tend to use if-then if I only have one criteria
or two criteria, so that I can use if-then-else.
| | 04:16 | If I have three or more conditions
that I want to check against, I use Case.
| | 04:19 | I just think that the layout of the Case
statement makes it easier to understand than a series
| | 04:24 | of if-then statements.
| | 04:29 |
| | Collapse this transcript |
| Correcting formula errors| 00:00 | Creating formulas can be tricky.
| | 00:03 | There are a lot of moving parts, and there's always
the possibility you might type something incorrectly.
| | 00:07 | In this movie, I will show you how to
correct formula errors just in case they occur.
| | 00:12 | This report contains data about the number of
calls received by salespeople in a particular
| | 00:17 | region and the number of calls
that were converted to sales.
| | 00:21 | So in the first column we have the number
of calls, and in the second column we have
| | 00:26 | the number of conversions, and then over in
the right side in the third column, there
| | 00:31 | is the conversion percentage or rate.
| | 00:34 | So this formula here for the
conversion rate is working properly.
| | 00:38 | What I'll do now is change
it so that it doesn't work.
| | 00:41 | I'll go into the Field Explorer and click
the Formula Fields expand control. And again,
| | 00:47 | if you don't see the Field Explorer, you can
click the Field Explorer button on the standard
| | 00:51 | toolbar to display it. Then I'll click
ConversionRate and then click the Edit button.
| | 00:57 | It looks like a pencil.
| | 01:01 | Doing so displays the
Formula Workshop's Formula Editor.
| | 01:04 | So this formula is working correctly,
but what if I were to change the field name of
| | 01:09 | Conversions to Conversion?
| | 01:12 | There is no field inside
this report named Conversion.
| | 01:16 | The field's name is actually Conversions.
| | 01:19 | So when I click Save and close, Crystal
Reports displays a dialog box indicating that there
| | 01:24 | is an error in the formula and
asking if you want to save it anyway.
| | 01:29 | The answer to this question is always No,
because if you say Yes, then the formula will
| | 01:34 | stay inside of your report, but there won't
be an easy indication--at least until later--
| | 01:39 | that there is an error.
| | 01:41 | So I'll go ahead and click No,
saying I do not want to save it anyway.
| | 01:45 | And then if it's possible, Crystal Reports will
display a note indicating what the error type is.
| | 01:51 | So in this case, the field name is not known.
| | 01:54 | Click OK and the program has
highlighted the code that is giving it trouble.
| | 01:58 | Well, I can look in the Field list above.
You'll see that Conversions actually has an
| | 02:03 | S on it, so I can fix the field name by
typing in the S and everything will be fine.
| | 02:09 | But now, let's suppose that you're inside
the Formula Workshop and you want to check
| | 02:13 | your formula for errors before
you try to do Save and close.
| | 02:16 | So let me put the error back into the formula by
deleting the S from the Conversions field name.
| | 02:23 | I can go to the second toolbar here
on the second level and click Check.
| | 02:29 | I could also press Alt+C
to start this process.
| | 02:33 | So I click the Check button, and when I do,
Crystal Reports runs the same checking mechanism
| | 02:39 | that it does when you click Save and close,
and it gives me the error message saying the
| | 02:44 | field name is not known, and it
highlights the offending code.
| | 02:47 | So I'll click OK and I'll make the fix,
changing Conversion to Conversions, and now when I
| | 02:54 | click Save and close,
everything works as expected.
| | 02:58 | Crystal Reports does a good job of alerting
you when a formula contains an error and also
| | 03:03 | helping you find the
errors so you can fix them.
| | 03:05 | Always make sure your formulas are correct
before you save them and to get out of the
| | 03:09 | Formula Workshop.
| | 03:13 |
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|
|
10. Adding SubreportsCreating an unlinked subreport| 00:00 | When you analyze business data in Crystal
Reports, you will often find that your data
| | 00:04 | sources are related.
| | 00:06 | For example, you might have multiple
reports that relate to an individual customer.
| | 00:12 | In this movie, I will show you how to
summarize data using a subreport but without linking
| | 00:17 | that subreport to any
value in the main report.
| | 00:20 | The first thing I'm going to do is to switch to
Design view so that I'll be able to position
| | 00:24 | my subreport properly when I add it.
| | 00:27 | To start adding my subreport, I'll
open the Insert menu and click Subreport.
| | 00:33 | In the Insert Subreport dialog box, if it
isn't already selected, click the Create a
| | 00:39 | subreport with the Report Wizard option, and
then in the New report name box, type "Orders."
| | 00:45 | Now I'll click the Report Wizard
button to open the Report Wizard.
| | 00:49 | When you do, the Standard Report
Creation Wizard dialog box opens.
| | 00:53 | And you've already seen this when you worked
through Chapter 1, but because you probably
| | 00:57 | haven't created any new connections recently,
your dialog box might look like this, with
| | 01:02 | the Create New Connection submenu collapsed.
| | 01:07 | So if you need to, click the expand control
next to Create New Connection and then expand
| | 01:12 | Access/Excel if you need to, and
then double-click Make New Connection.
| | 01:17 | You can select the data type.
| | 01:22 | So if you click the control next
to Database Type, select Excel 8.0, and we select Excel 8.0
| | 01:28 | as I explained back in Chapter 1, because
our file is an Excel 97 through Excel 2003
| | 01:34 | file, which has the .xls file type.
| | 01:38 | We can select the particular file, so click
the Browse button next to Database Name and
| | 01:44 | in the Chapter 10 exercise files folder,
click CustomerOrders and click Open.
| | 01:49 | With that done, you can click Finish, and we
see the connection here, CustomerOrders.xls.
| | 01:58 | Click the expand control to
display the tables that are available.
| | 02:04 | Click Sheet 2 and click the Add button.
| | 02:07 | It's possible that this will
already be expanded for you.
| | 02:10 | It changes based on what
work you've done before.
| | 02:13 | So now with that table selected and in the
Selected Tables list, click Next, and now
| | 02:19 | we identify the fields that we want to add.
| | 02:21 | I could add them one at a time by clicking
a field and then clicking the Add button,
| | 02:26 | but I want to add all of them,
so I'll click the Add All button.
| | 02:30 | And then because I don't want to make
any other changes, I'll click Finish.
| | 02:34 | The Insert Subreport dialog box
reappears and I can click OK.
| | 02:39 | When I do, an outline is attached to my mouse
pointer, and that represents the subreport.
| | 02:45 | I'm going to drop it in the Report Footer
section, so I'm going to position my mouse
| | 02:51 | pointer carefully inside the
Report Footer section and click.
| | 02:57 | When I do, the subreport appears there.
| | 03:00 | And when I switch to Preview, we see the main report,
but here on the Orders tab, we see the subreport.
| | 03:08 | To see the data inside the subreport,
we need to click the Refresh button or press F5 if
| | 03:14 | you prefer, and when we do, a new Orders
Preview tab appears and it contains all of the order
| | 03:20 | data for those customers.
| | 03:23 | An unlinked subreport presents all of the data
from a related report in your current report.
| | 03:28 | Doing so makes it easier to find
that data when you want to examine it.
| | 03:31 | In the next movie, I'm going to show you how
to create a linked subreport that displays
| | 03:36 | data for each individual customer.
| | 03:40 |
| | Collapse this transcript |
| Creating a linked subreport| 00:00 | In the previous movie, I showed you how to
create a subreport within a main report, but
| | 00:05 | there was no link between the two data sets.
| | 00:08 | In this movie, I will show you how to create a
linked subreport that displays values related
| | 00:13 | to the current row of the main report.
| | 00:15 | I'm going to use the Subreports_Linked file
that you can find in the Chapter 10 folder
| | 00:21 | of your Exercise Files archive.
| | 00:24 | I'm also going to rely on work
that I did in Chapter 10, Video 1.
| | 00:29 | I'm going to use the connection that I created for
the data for the subreport in that previous movie.
| | 00:36 | So if you haven't worked your way through
Chapter 10, Video 1, please do it now so that
| | 00:40 | you can follow along exactly
as I work through this movie.
| | 00:43 | The first thing I want to do is switch over
to Design view so that I can add my subreport
| | 00:48 | to the section that I want, and now I can
insert the subreport and define the data connection.
| | 00:56 | So, on the Insert menu, I'll click Subreport.
| | 00:59 | If it isn't already selected, select the
Create a subreport with the Report Wizard option,
| | 01:05 | and for the New report name, type Orders,
and then click the Report Wizard button.
| | 01:12 | The data connection I created in the previous
movie is to the Chapter 10 file CustomerOrders.xls.
| | 01:20 | And inside of that file, I want to use Sheet 2.
| | 01:23 | I'll click the Add button
to add it and click Next.
| | 01:28 | Now I can select the fields that I want to add.
| | 01:30 | In this case, I want to add all of
them, so I'll click the Add All button.
| | 01:34 | It looks like two greater than signs.
| | 01:37 | I don't want to make any other
changes, so I can click Finish.
| | 01:41 | Inside the Insert Subreport
dialog box, click the Link tab.
| | 01:45 | Doing so allows me to identify
the fields that I want to link.
| | 01:49 | So I'll click CustomerID and
then click the Add button.
| | 01:55 | And when I do, in the bottom part of the
dialog box, Crystal Reports makes its best guess
| | 01:59 | on the field that I want to link to, and in this
case, in the subreport, it is based on CustomerID.
| | 02:07 | If I wanted to--in other words, if Crystal
Reports had identified the wrong field--I
| | 02:12 | could click this control and
identify the correct field.
| | 02:16 | But in this case it's right, because the
fields have the same name and I can click OK.
| | 02:22 | When I do, an outline appears
attached to my mouse pointer.
| | 02:25 | That is the subreport.
| | 02:27 | The next place I click is where the
subreport will be added to the report, and I'm going
| | 02:32 | to add that to the Details section.
| | 02:35 | So I'll move the mouse pointer below
CustomerID and click the left mouse button.
| | 02:41 | When I do, the Orders report is inserted.
| | 02:44 | And I'll click Preview, and all the orders
related to Brown Shipping customer 1 appears
| | 02:52 | in the subreport.
| | 02:54 | So we have CustomerID 1.00, CustomerID 1.00,
Order 1.00, and Order 3.0.
| | 02:59 | If I scroll down using my mouse wheel,
for Customer 2.00, we have that customer's orders as well.
| | 03:06 | In some ways, linked
subreports are like groups.
| | 03:09 | You see related data for whatever field you choose
to create the group or to link to in the subreport.
| | 03:15 | But the benefit of using a linked subreport
is that you don't need to combine your data
| | 03:19 | sources into a single file.
| | 03:21 | All you need to do is identify the link between
them based on a common field and add the second
| | 03:26 | data set as a linked subreport.
| | 03:31 |
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| Creating an on-demand subreport| 00:00 | Subreports provide a lot
of useful information,
| | 00:03 | but they do take up room
in the body of your report.
| | 00:07 | If you want to have the benefit of the
subreport without it taking up so much space, you can
| | 00:11 | create an on-demand subreport which
only appears when you click on its link.
| | 00:16 | For this movie, I'm going to use the
Subreports_OnDemand, file which you can find in the Chapter 10
| | 00:22 | folder of your Exercise Files archive.
| | 00:25 | I'm also going to use the data connection that
I created in Chapter 10, movie number one.
| | 00:31 | So if you haven't worked through that movie,
please do it now, so that you can follow along
| | 00:35 | exactly as I work through here.
| | 00:38 | The first thing you want to do is to change to Design
view, and then on the Insert menu, click Subreport.
| | 00:46 | In the Insert Subreport dialog box, if it
isn't already selected, select the Create
| | 00:52 | a subreport with the Report Wizard option, and
then in the New Report Name Box, type Orders.
| | 01:00 | Then click the Report Wizard button.
| | 01:03 | A list of your available data sources appears,
and under the Chapter 10, CustomerOrders.xls
| | 01:11 | connection, click Sheet2$.
| | 01:14 | Then click the Add button--it looks like
a greater than sign--and click Next.
| | 01:20 | On the next page of the wizard, you
can identify the fields you want to add.
| | 01:24 | In this case, you want to add all of
them, so click the Add All button.
| | 01:29 | There are no other changes that
you want to make, so click Finish.
| | 01:34 | We're back in the Insert
Subreport dialog box, and click Link.
| | 01:38 | That displays the Link tab in the dialog box.
| | 01:40 | What we want to do now is identify the
field that establishes the link between the two
| | 01:45 | data sources, and in this
case, it is CustomerID,
| | 01:50 | so click that in the Available
Fields list, and click the Add button.
| | 01:55 | When you do, Crystal Reports
identifies the fields that are linked.
| | 02:00 | So we have Sheet1_CustomerID and a
CustomerID in the Subreport data. That link is correct.
| | 02:06 | Now, let's go back to the Subreport tab, and
toward the bottom of the tab page, check the
| | 02:13 | On-demand subreport checkbox.
| | 02:16 | Everything is good. Click OK. When we do, my
mouse pointer changes so it has an outline
| | 02:23 | attached to it.
That's the body of the subreport.
| | 02:26 | I'm going to add it to the Details section,
below CustomerID, and when it's in place,
| | 02:32 | I will click the left mouse button,
and the linked subreport appears.
| | 02:36 | Now, this is an on-demand subreport, so when
I click Preview, instead of having all the
| | 02:42 | related records appearing below Brown Shipping
and taking up a lot of space, instead, I have
| | 02:48 | a link; it's like a hyperlink
that you click to go to a website.
| | 02:52 | I needed to click away to clear the
selection of the fields, which happens when you add a
| | 02:58 | subreport to a main report.
| | 03:00 | So once that selection is
cleared, you can click the link.
| | 03:02 | I'll click for customer number 2.
| | 03:05 | The mouse pointer changes to a pointing hand,
and when it's in that position, click, and
| | 03:11 | you get a separate page that has a
subreport with orders for only customer number 2.
| | 03:18 | You can close that tab by clicking its Close button
and go back to Preview to see your main report.
| | 03:25 | On-demand subreports are extremely useful and
they let you display your data in a compact
| | 03:29 | form, only displaying the
details when you want them.
| | 03:33 |
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| Formatting subreports| 00:00 | After you add a subreport to your main report,
you can format it just like any other report object.
| | 00:05 | In this movie, I'll demonstrate some of the most
common subreport formatting tasks that you can perform.
| | 00:11 | The first thing you need to do is to
display the report in Design view,
| | 00:15 | so go ahead and click
the Design tab to do that.
| | 00:19 | Then go down to the Detail section
and right-click the subreport.
| | 00:23 | It is the Orders object that you can see there.
Right-click and then from the shortcut menu,
| | 00:30 | click Format Subreport.
| | 00:31 | This displays the Format Editor.
| | 00:33 | You can use the tools in the Format Editor
dialog box to change many aspects of your
| | 00:38 | subreport. There are a couple that I will
focus on; the first is the object's name.
| | 00:43 | You'll notice that it says
Subreport2, and that's not very informative.
| | 00:48 | You don't know what the subreport contains.
| | 00:50 | So what I like to do is change the name to
reflect its contents, and have OrdersSubreport.
| | 00:58 | Your object name cannot contain any spaces,
and you should make it reasonably short so
| | 01:02 | it's quick to read.
| | 01:04 | Next is the Tool Tip Text. That's in the box
just below the object name, and this is what
| | 01:10 | appears when you hover your mouse pointer
over the object when you're in Design view.
| | 01:14 | The tool Tip Text can contain spaces,
| | 01:17 | so I like to say Orders
Subreport by Customer.
| | 01:25 | Something like that is a little bit
more explanatory but still quick to read.
| | 01:28 | Those are the only options I will cover on
this page, but if you switch over to the Border
| | 01:32 | tab, then you can add a
border around your subreport.
| | 01:36 | Now, you notice here in the sample that
appears at the bottom of the dialog box that the
| | 01:41 | subreport already has a border around it.
| | 01:44 | But if you want, you can make the border a
different color. For example, if you wanted
| | 01:48 | to change the border color from black to a dark
gray, you can do that and the sample changes.
| | 01:56 | You can also add a background color.
| | 01:58 | To do that, you check the Background box
and then click the down arrow. And if you
| | 02:05 | don't see a color that you like, you can click More
and select a color from somewhere in this range.
| | 02:11 | I like to use a fairly light background so it
doesn't detract from the black text in front of it,
| | 02:17 | so I tend to go just a couple
of shades darker than white.
| | 02:21 | I mean you can barely see
it here in the Preview.
| | 02:24 | But that's how I like to work with it, and
if you prefer a darker color, then feel free
| | 02:28 | to select any color from the palette you like.
| | 02:31 | When you click OK, the color appears there,
and it also appears in the subreport.
| | 02:37 | And I forgot to mention, if you want to
change some aspect of the lines--for example you
| | 02:41 | want to make them thicker--then you can go
up to the Line Style area, and then you can
| | 02:46 | affect the left, right, top, and
bottom lines of the border separately.
| | 02:51 | So let's say that you want to make the top
line of the border around the subreport a
| | 02:55 | double line instead of a single line.
| | 02:57 | To do that, you can click the Top control, select
Double and you see the change reflected in the sample.
| | 03:04 | The last thing I will show you is how to change the
font, and you do that, no surprises, on the Font tab.
| | 03:11 | You can change the font, you can change its
style, say from Regular to Italic, Bold Italic
| | 03:17 | or Bold, and you can also change the color.
| | 03:20 | In this case, I will change the font, just
for demonstration purposes, to Arial Narrow.
| | 03:25 | And with all of those
change in place, click OK.
| | 03:29 | You'll notice that the preview and the Design
view changes, and I'll switch back to Print
| | 03:34 | Preview by clicking the Preview tab, and you can
see all of the changes applied to your subreports.
| | 03:40 | Formatting your subreports properly lets you
make your data easier to read, and also fit
| | 03:44 | in with whatever theme you've
chosen for your presentation.
| | 03:47 | It's also great for adhering
to corporate style guides.
| | 03:52 |
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|
|
11. Summarizing Data Using Cross-TabsCreating and manipulating a cross-tab| 00:00 | Most of the reports that I've used earlier
in this course just used data and columns.
| | 00:06 | As you can see in this report, we have the
Order ID, the salesperson's name, the state
| | 00:13 | the order came from, shipping method, and so on.
| | 00:16 | If you want, you can arrange your data into
cross-tabular tables, which are called crosstabs
| | 00:21 | in Crystal Reports 2011.
| | 00:24 | It's easier to show you what a cross-tab looks
like by creating one than it is to describe
| | 00:28 | it, so I will just go ahead and do that.
| | 00:29 | The first thing I will do is switch to Design view, and
then open the Report menu, and click Section Expert.
| | 00:38 | What I am going to do is add a new
Report Header section below Report Header b.
| | 00:43 | So, I will click Report Header b, click
Insert so I get a new section Report Header c, and
| | 00:50 | click OK, and the section appears.
| | 00:52 | I will go up to the Insert
menu, and click Cross-Tab.
| | 00:58 | Doing so causes my mouse pointer to change.
It now has an outline attached to it that
| | 01:02 | indicates where the
cross-tab will appear when I click.
| | 01:05 | So, I'll drop down to the Report Header c
section and click, and the crosstab appears.
| | 01:13 | I can start adding fields to the crosstab.
| | 01:15 | And as you can see, I have columns and rows.
| | 01:19 | To add fields to a crosstab, you drag them
over from the Fields Explorer the same way
| | 01:23 | that you add fields to the body of the report.
| | 01:25 | So, I'll move over to the Field Explorer.
| | 01:27 | As I have said in previous movies, if the
Field Explorer doesn't appear in Crystal Reports,
| | 01:33 | you can go up to the standard toolbar and
click the Field Explorer button to display it.
| | 01:38 | But now, if necessary, click the expand
control next to Database Fields, and again, next to
| | 01:45 | Sheet1 to display the fields that are available to you,
and now you can drag fields over to the cross-tab.
| | 01:50 | I will put OrderSalesRep in the Rows area.
| | 01:56 | And when I drop it, we have Row #1 Name, and
when I hover over Row #1 Name, it indicates
| | 02:02 | in the tooltip that SalesRep
is the field that goes there.
| | 02:07 | For the columns, I am going to add state.
| | 02:10 | So I will do the same thing, just drag it over and
drop it into the Column Header area, and it appears.
| | 02:16 | For the body of the cross-tab,
I will use the OrderAmount,
| | 02:19 | so I will drag that field into any of the
Insert Summarize cells. And now with everything
| | 02:25 | in place, I can click over to Preview by
clicking the Preview tab and the cross-tab appears.
| | 02:32 | I have data for Jones--his total amount of
sales and his sales broken out by state--and
| | 02:39 | I have the same thing for Smith.
| | 02:41 | If you want, you can also add a second or
third level of organization to either the
| | 02:46 | rows or the column area.
| | 02:48 | So, let's say that I wanted to find out what
type of payment methods were used for these
| | 02:52 | two sales representatives most
commonly, or to summarize them.
| | 02:57 | To do that, I will switch back to Design view
and then go over to the Field Explorer and
| | 03:04 | drag OrderPayment type.
| | 03:05 | I am going to put it in the Row area, and I
drag it to the right of Row # 1 Name, and
| | 03:14 | you can see a small, gray downward-pointing
arrow indicating where it's going to go.
| | 03:18 | If I wanted to put it before the
salesperson's name, I could drag it over to here to this
| | 03:23 | line and it would go before it.
| | 03:25 | But in this case, I want it to be a lower
level of organization, so I will drop it here.
| | 03:30 | And you can see that the cross-tab changes
in Design view. And when I switch to Preview,
| | 03:36 | the data is broken out further, so now I have
Jones and then payments by check, by credit
| | 03:41 | card and purchase order, and those
amounts are still broken out by state.
| | 03:46 | Now, if I want, I can change the order of the
fields after I've already added them to a crosstab.
| | 03:52 | So I will switch back to Design view.
And let's say that I do want to put the payment
| | 03:57 | type at a higher level of
organization than the sales rep.
| | 04:01 | To do that, I will just drag Row # 2 Name
on top of Row #1 Name, and you can see that
| | 04:08 | there are two opposite-pointing arrows.
| | 04:10 | That indicates that Row #1
and Row #2 will be swapped.
| | 04:14 | So, when I drop it, the change occurs, and
I click to Preview, and we now have payment
| | 04:20 | methods as a higher level of
organization than sales rep.
| | 04:25 | Cross-tabs help you summarize your
data efficiently in a familiar format.
| | 04:28 | In the rest of this chapter, I'll show you
how to manipulate your cross-tabs, and also
| | 04:32 | to format them to make them easier to read.
| | 04:37 |
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| Sorting cross-tab group values| 00:00 | When you create a cross-tab with multiple
criteria, you are essentially creating groups.
| | 00:06 | In this movie I will show you how to sort
your cross-tab data within those groups.
| | 00:10 | Here on the Report Header c I have a small
cross-tab that summarizes sales data by payment
| | 00:16 | type in the Row area and by
sales rep in the column area.
| | 00:21 | In this case the three payment methods--check,
credit card, and purchase order--are in ascending
| | 00:27 | alphabetical order.
| | 00:29 | What I want to do is to change the sort order
so that they appear in an order that I specify
| | 00:35 | instead of either ascending or descending
alphabetical order. So, I'll show you how to do that.
| | 00:42 | The first thing you need to do is to click this
area at the top-left of the cross-tab.
| | 00:48 | It's the empty space at the top-left where this
column and this row intersect, so you right-click
| | 00:55 | that space--that selects the entire cross-tab--
and then from the context menu that appears,
| | 01:02 | click Cross-Tab Expert.
| | 01:05 | You can use the Cross-Tab Expert to change
anything you want, practically, about your cross-tab,
| | 01:10 | but in this case I'm going to focus on
changing the sort order of a particular field.
| | 01:15 | So, in the rows area where it says OrderPayment,
go ahead and click it, and now I want to change
| | 01:22 | the group's options, so I'll click the Group
Options button. Doing so displays the Cross-Tab
| | 01:27 | Group Options dialog box.
| | 01:29 | On the Comment tab I see that order payment
is the field I'm working with--that's correct--
| | 01:35 | and then the control underneath
that has a series of sort orders.
| | 01:39 | The active sort order is ascending order and
when I click the control, I see that I can
| | 01:44 | change to descending
order or in specified order.
| | 01:48 | I've covered sorting and ascending and
descending order elsewhere in this course, so I'm going
| | 01:52 | to go ahead and click in specified order, which
displays a new tab page inside the dialog box.
| | 01:59 | What I can do now is click the Named Group
control's down arrow and select the items in
| | 02:06 | the order that I want them to appear.
And that order is Purchase Order, so I'll click it,
| | 02:15 | and then Check and finally, Credit Card.
| | 02:20 | And after I've put these items in, I can
change the order if I wanted to, using the move up
| | 02:24 | and move down buttons.
| | 02:26 | So, let's say if I wanted to move Check below
Credit Card, then I can click the move down button,
| | 02:31 | but that just puts them into
sending alphabetical order.
| | 02:34 | So, for the purposes of this demonstration,
I'll leave Check selected and click the move up arrow.
| | 02:40 | So, now my order is Purchase Order, Check,
and Credit Card. Click OK to save that new
| | 02:46 | order and OK to close Cross-Tab Expert and
when I do, I see that my column is sorted
| | 02:54 | Purchase Order, Check, and
Credit Card, just like I wanted.
| | 02:58 | Sorting cross-tab data within a group lets you
order the data according to the criteria that you set.
| | 03:04 | Doing so makes your data easier to analyze
and also makes it easier for your audience
| | 03:08 | to get the point of your presentation.
| | 03:13 |
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| Adding summary fields to a cross-tab| 00:00 | When you create a cross-tab, Crystal reports
assumes that you want to find the sum of the
| | 00:05 | values within the table.
| | 00:06 | In this movie, I'll show you how to change
the summary operation if that's not the case.
| | 00:11 | If you want to change the summary operation
for the field in the Summary area of your
| | 00:17 | cross-tab, you can right-click any cell in
that area and then in the shortcut menu that
| | 00:25 | appears, click Edit Summary.
| | 00:28 | Then in the Edit Summary dialog box you can
verify that you do have the OrderAmount field
| | 00:33 | selected, or whichever field is providing
values for the interior of your cross-tab, and then
| | 00:39 | you can select your summary operation.
| | 00:41 | As I said, the default is Sum, but if you click
the Operation control, you can see that there
| | 00:46 | is a huge list of other ways
that you can summarize your data.
| | 00:50 | So, for example, if you wanted to display the
average, you can click Average and click OK,
| | 00:56 | and the body of the cross-tab changes to reflect
the average value of each order that was placed
| | 01:02 | by check, credit card, and purchase order and
that was assigned to salesperson Jones or Smith.
| | 01:09 | There is another way you can summarize your data and
that is by displaying it as a percentage of all sales.
| | 01:14 | So, I'll right-click a cell in the Summary
area and again click Edit Summary. Then I'll
| | 01:21 | click the Calculate this summary control and
switch it back to Sum, which is at the top
| | 01:25 | of the list. And now I'm going to use the
Options at the bottom to show it as a percentage,
| | 01:30 | so I'll click Show as percentage of, and for
this it will be the total of all orders.
| | 01:36 | And you can also control whether to summarize
based on row or column and in this case, I'll
| | 01:41 | summarize based on column. So if a move the
Edit Summary dialog box to the side, we'll
| | 01:46 | see that we'll be shown as a percentage of
check purchases, credit card purchases, and
| | 01:53 | purchase orders, because
those are the row headers.
| | 01:55 | If I were to switch column, we would see them
by Jones and by Smith, the salespeople.
| | 02:00 | So with that change in place, I'll click OK and
we'll see that we have the percentages and
| | 02:05 | as always, the percentages in
each column must add up to 100%.
| | 02:11 | Adding summary fields to cross-tabs lets
you present your data efficiently. It also
| | 02:15 | makes it easy to see how much each aspect
of your data collection contributes to the whole.
| | 02:23 |
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| Adding a formula field to a cross-tab| 00:00 | When you summarize your data using a cross-tab, you can
customize your analysis by creating a formula field.
| | 00:07 | Creating a formula field means that you're
not limited to the built-in functions that
| | 00:10 | are included in Crystal Reports.
| | 00:13 | The cross-tab which I have in Report Header
section c summarizes sales data. First we
| | 00:18 | have the Total, which appears in the top-left corner
by default, and then it's broken down by Sales
| | 00:24 | Rep and then also by Payment Method.
| | 00:27 | My goal for this movie is to change the summary
operation, which is currently Sum, to calculate
| | 00:33 | the commission that is due to each of the
two sales reps. To do that, we need to create
| | 00:37 | a formula field and then put that formula
field in the summary area of the report.
| | 00:43 | The first thing we need do is to create a new
formula field to calculate the commission,
| | 00:48 | so I'll go over to the Field Explorer and
click Formula Fields. And as always, if you
| | 00:53 | don't see the Field Explorer, you can go up
to the standard toolbar and click the Field
| | 00:59 | Explorer button to display it.
| | 01:02 | Once you have selected formula fields,
click the New button and then type a new name for
| | 01:08 | the formula, and I'll just call
it Commission and click OK.
| | 01:13 | After I click OK, the formula workshop appears.
| | 01:16 | So, what I want to do is to calculate the
commission due each of the sales reps based
| | 01:22 | on the OrderAmount.
| | 01:23 | So, I'll go to the Report Fields list and
double-click OrderAmount to add it, type a
| | 01:29 | space, add an asterisk--I do that for multiplication--
and then we'll give them a 15% commission. So I'll type
| | 01:37 | .15. The formula looks good, so I'll click Save
and Close and when I do, the new formula field
| | 01:44 | appears in the Field Explorer.
| | 01:46 | So my next step is to add that
formula field to the summary area.
| | 01:50 | To do that, I right-click the cell in the
top-left corner of the cross-tab, and this
| | 01:57 | is where this column and this row intersect,
so right-click there, and then from the shortcut
| | 02:03 | menu, click Cross-Tab Expert.
| | 02:05 | So, now what I need to do is to change the
summary field, and I can do that by clicking
| | 02:12 | in the Summarized Fields list. So I've
selected OrderAmount and then I'll click the Remove
| | 02:18 | button--it looks like a less than
sign--to get rid of that field.
| | 02:22 | I can over to the Report Fields area, click
Commission, and add it to the Summarized Fields list.
| | 02:31 | It appears as Sum of Commission because that is how
the data in that field is going to be summarized.
| | 02:36 | I showed you how to change the summary
operations in a previous movie, so I'll just leave
| | 02:40 | it that way for now and click OK.
| | 02:44 | After I click OK, we switch back to Preview,
and we see that instead of Total Sales Data,
| | 02:50 | we see the total commissions that
are due to each of the sales reps.
| | 02:54 | In this movie, I've shown you how Formula
fields let you augment your cross-tab analysis
| | 02:58 | with custom calculations.
| | 03:01 | You can create any calculation you want and
add it to find the exact information you need.
| | 03:06 |
| | Collapse this transcript |
| Formatting a cross-tab| 00:00 | The basic cross-tab you create in
Crystal Reports is just that: basic.
| | 00:04 | In this movie I'm going to show you how to
format your cross-tab as a whole and also
| | 00:09 | how to change the appearance
of its individual outlets.
| | 00:12 | To display the controls that you need to
format a cross-tab, you click the top-left corner
| | 00:18 | of the cross-tab, and that's in the imaginary
cell at the intersection of the row header
| | 00:24 | column and the column header
row, so it's right here.
| | 00:28 | It'll say cross-tab when you hover over it.
Right-click and then from the shortcut menu,
| | 00:34 | click Format cross-tab.
| | 00:37 | When you do, the Format Editor appears.
You can use the tools in the Format Editor to
| | 00:41 | change quite a few things
about your cross-tab's appearance.
| | 00:45 | The first thing I'll show you how to
do is to change the object's name.
| | 00:48 | The object is referred to in the program as
CrossTab2, and that's not very informative,
| | 00:54 | so instead, I'll change it to SalesCrossTab.
| | 00:59 | Your object's name can't have any spaces in it.
| | 01:02 | It can only have alphanumeric
characters and the underscore character.
| | 01:06 | Next, you can also display a tooltip.
The tooltip is what appears when you hover your
| | 01:12 | mouse pointer over the cross-tab,
and this value can contain spaces.
| | 01:17 | So I'll call it Sales
Summary for Western States.
| | 01:24 | Those are the only changes that I'll make on
this tab, so I'll switch over to the Border tab.
| | 01:30 | The Border tab, as the name implies, lets you
affect the border for the cross-tab and also
| | 01:36 | to change the background color.
| | 01:39 | Let's say that instead of having no line along the
bottom of the cross-tab, you want to have a single line.
| | 01:44 | To do that, you will click the
bottom control and click Single.
| | 01:49 | When you do, these sample of your cross-tab
changes to reflect the change that you just made.
| | 01:54 | If you want, you can also
affect the color of the borderline.
| | 01:58 | To do that, you would click the Border
control and select a color, and in this case I'll
| | 02:03 | make it a dark gray.
| | 02:06 | If you want to change the background color
so the cross-tab stands out a bit more from
| | 02:09 | the rest of the report, you can check the
Background box and then click the background
| | 02:16 | color control's down arrow, and then you can
either select one of the preset colors or
| | 02:21 | click more to have more choices.
| | 02:24 | I prefer to use a gray that is
just barely darker than white.
| | 02:28 | So I'll click White, if it isn't already, and
then go up near the top of the spectrum on
| | 02:35 | the right side of the color palette, click
a value there. You can see that the color
| | 02:41 | appears here in the box, and it's a very
slight change, but when I click OK, I can see that
| | 02:47 | the body of the cross-tab will have a
background color that does make it stand apart from the
| | 02:52 | rest of the report, but it doesn't
obscure the text within the cross-tab itself.
| | 02:57 | So with those changes in place, I'll click OK,
and my work appears in the body of the report.
| | 03:04 | And I should also point out that if I hover
my mouse pointer over the top-left cell of
| | 03:09 | the cross-tab, I see the tool-tip
Sales Summary for Western States.
| | 03:15 | As with any other formatting, you should
experiment with the settings that make your cross-tabs
| | 03:18 | easiest to understand.
| | 03:23 |
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12. Exporting Report DataExporting to Excel| 00:00 | Crystal Reports is a powerful
analytical and data-summary tool.
| | 00:04 | That said, if you want to perform further
analysis using Microsoft Excel, you can do
| | 00:09 | so by exporting your data
to that program quickly.
| | 00:12 | When you want to export a ne file to Excel,
display the file, and then on the File menu, point
| | 00:19 | to Export and then click Export Report.
| | 00:25 | Then, in the Export dialog box, click the format
control and from the list that appears, click
| | 00:31 | Microsoft Excel (97-2003).
| | 00:35 | The destination is a disk file.
| | 00:37 | We want to save it as an Excel workbook,
so go ahead and click OK.
| | 00:41 | After you do, the Excel
Format Options dialog box appears.
| | 00:46 | You probably won't need to
change any of the settings in here.
| | 00:48 | What the program is asking is whether the
column width should be based on objects in
| | 00:52 | the whole report, which means that Crystal
Reports will export the data and it will
| | 00:57 | make sure that all of the data from individual
columns fit into cells in your Excel workbook.
| | 01:03 | So, that won't be an issue.
| | 01:04 | You don't need to change that.
| | 01:06 | Other options you might want to set
are creating page breaks for each page.
| | 01:10 | I never do that, but you might want to.
| | 01:13 | Converting date values to strings, this
might be helpful if you have included weekdays,
| | 01:19 | and also times in your dates.
| | 01:22 | But if it's just regular dates, then Excel
will pick it up and identify them as dates,
| | 01:26 | and you won't need to worry about it.
| | 01:28 | And for showing gridlines, that's an option
you can set within Excel, so you don't need
| | 01:32 | to worry about it here.
| | 01:34 | With those options in place, you can click OK.
| | 01:37 | From there, you can navigate to your
Chapter 12 exercise files folder, or any folder that
| | 01:41 | you care to, make sure that the file name
appears the way that you want it, and then click Save.
| | 01:49 | One thing to keep in mind when you're
exporting data to Excel is that Excel 2003 and earlier
| | 01:55 | versions, which are the only program versions
that you can export to from Crystal Reports
| | 02:01 | 2011, have a maximum row number of 65,536.
| | 02:06 | If you are working with a large data set,
even if it's may be only 50,000 rows or so, you
| | 02:12 | need to be careful that you don't exceed that
limit or your data won't get exported properly:
| | 02:17 | either the Export would fail
or some of it will be left out.
| | 02:21 | If your dataset does contain more than 65,000
rows, then you should use another format, such
| | 02:26 | as comma-separated values.
| | 02:27 | I will show you how to export to
that format later in this chapter.
| | 02:32 |
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| Exporting a report to Word using an RTF file| 00:00 | After you create a report, you might
want to include it in another document.
| | 00:05 | If that's the case, you can export your report
to Microsoft Word or another word processing
| | 00:10 | program by creating a
rich text format, or RTF, file.
| | 00:15 | To export this report, open the File menu,
point to Export, and then click Export Report.
| | 00:24 | From here, you can select the format
that you want to export your file into.
| | 00:28 | So I'll click the Format control and
scroll down and click Rich Text Format (RTF).
| | 00:35 | I do want to send it to a disk file,
so I'll click OK.
| | 00:38 | I can select the page range, and in this case
my report only has one page--you can see that
| | 00:44 | on the navigation control up top.
| | 00:46 | But if I wanted to, I could select the Page
range option button, and then enter the page
| | 00:52 | range numbers from and to in the boxes below.
| | 00:56 | But in this case, I want to
export the entire report,
| | 00:58 | so I'll select All and click OK.
| | 01:02 | Now if I want to, I can put in a new name
for the file, and verify that Rich Text Format
| | 01:08 | is the format that I'm exporting to, and also
navigate to the folder where I want the file to end up.
| | 01:14 | With all of those settings in place, I can
click Save, and my file's been exported.
| | 01:19 | Pretty much every modern word processing program
can open and render RTF files without any problem.
| | 01:26 | If you need to share a Crystal Reports
document with another user who doesn't have Crystal
| | 01:29 | Reports, RTF is a great baseline format to use.
| | 01:33 |
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| Exporting a report to a CSV file| 00:00 | The contents of Crystal Reports
documents are, at their base, sets of values.
| | 00:05 | If you just want to communicate the values
themselves and not any of the formatting,
| | 00:10 | you can export that data to a
Comma-Separated Value field.
| | 00:14 | Just as the RTF format--which I covered in the
previous movie--is the baseline for formatted
| | 00:19 | text files, the CSV file type is the baseline for
communicating data to databases or spreadsheets
| | 00:25 | without taking any formatting along.
| | 00:28 | To export the file, open the File menu,
point to Export, and then click Export Report.
| | 00:37 | Then, in the Export dialog box click the
Format control, click Separated Values (CSV), and
| | 00:45 | again, CSV stands for Comma-Separated Values.
| | 00:49 | We do want to export it to a
disk file, so we can click OK.
| | 00:53 | The next dialog box that appears is the
Separated Values Export Options dialog.
| | 00:59 | There are number of options that we can set.
| | 01:01 | The first is the delimiter.
| | 01:03 | The delimiter is the character used to
indicate where the beginning and end of a field value
| | 01:09 | is if that field value contains a space.
| | 01:13 | So for example, my name is Curtis Frye,
and it's written C-U-R-T-I-S F-R-Y-E.
| | 01:19 | If I wanted to delimit that value and
identify it as a string, then I would put a double
| | 01:25 | quote in the front of it and
a double quote in the back.
| | 01:28 | And that is the delimiter character here.
| | 01:30 | It's a little blurry,
but that is a double quote.
| | 01:33 | You could change that if you
want to, but that is the standard,
| | 01:36 | so I recommend leaving it as it is.
| | 01:39 | The separator value is a comma, and that is
what separates one field's value from the next.
| | 01:44 | So in other words if you have the number 14,
then a comma, then the number 15, then any
| | 01:49 | program that reads that data would know that one cell
will contain 14 and the next cell will contain 15.
| | 01:56 | And there are other options
that are available to you,
| | 01:58 | but you don't have to worry about any of
them for this simple export operation.
| | 02:03 | With those settings in place, we can click
OK and then type in the name of the file,
| | 02:10 | verify that it is going out as a CSV file,
and then select the folder where you want
| | 02:18 | it to go, and click Save.
| | 02:21 | Pretty much every data-analysis program in
use today can import Separated Value files.
| | 02:27 | If you can't come up with a common format
to send your data to someone else using a
| | 02:30 | database or other application, I can
almost guarantee that CSV will work.
| | 02:35 |
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| Exporting a report to a web file| 00:00 | An increasing amount of business is
conducted on the web, both in terms of commerce and
| | 00:05 | also data presentation.
| | 00:08 | In this movie, I will show you how
to export a report to a web file.
| | 00:12 | So, once again, the goal is to
export this file to an HTML file.
| | 00:19 | HTML stands for Hypertext Markup Language.
| | 00:22 | To start the export, we'll open the File menu,
point to Export, and then click Export Report.
| | 00:31 | Then, in the Export dialog box, click the
Format control, and from the list of formats that
| | 00:37 | appear, scroll up--or scroll within the list
depending upon how yours is laid out--and click HTML 4.0.
| | 00:46 | We do want the destination to be a disk file.
| | 00:49 | With those settings in place, click OK.
| | 00:52 | And when we do, the Select
Export File dialog box appears.
| | 00:56 | You can use the controls to select the
drive and destination folder for your file.
| | 01:01 | In this case, I'll just leave the settings
as they are, and then I can change the base
| | 01:06 | file name if I want to, but
Export_Web.html seems fine.
| | 01:11 | Next, I can decide whether to have a page
navigator and separate HTML files created.
| | 01:19 | Page navigator and separate HTML pages
would place each of the individual pages from a
| | 01:25 | printed report on its own web page.
| | 01:28 | In this case, I want them to be all on the
same page--in other words, the entire document
| | 01:34 | to be presented as a single webpage--
| | 01:36 | so I will clear those two checkboxes:
Page navigator and Separate HTML pages.
| | 01:43 | If my report did contain multiple pages,
I can either select all or if I clicked the
| | 01:49 | Pages Option button, I could indicate the
pages From and To that I wanted to include.
| | 01:54 | With those settings in place, I'll click OK,
and Crystal Reports exports my file to a web page.
| | 02:03 | When you export a report to a web file, it makes
the report visible to anyone with a web browser.
| | 02:08 | Selecting the HTML 4.0 setting will correctly render the
data in pretty much any modern browser.
| | 02:16 |
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| Exporting a report to an XML file| 00:00 | Earlier in this chapter, I showed you how to
export data using a Comma-Separated Value file.
| | 00:06 | One limitation of CSV files is that they do not
include any information about the data inside the file.
| | 00:12 | In this movie, I will show you how to export
your data to an Extensible Markup Language,
| | 00:17 | or XML, file, which can include
information about your data.
| | 00:21 | To begin the export process, open the File menu,
point to Export, and then click Export Report.
| | 00:29 | Then, in the Export dialog box, click the Format control,
and scroll down to the bottom list and click XML.
| | 00:38 | We do want to export to a disk file, so we
can leave the destination setting in place
| | 00:43 | and then go ahead and click OK.
| | 00:46 | XML interpreters, which can include
spreadsheet programs such as Microsoft Excel, databases
| | 00:51 | such as Microsoft Access, and so on, use what are
called schemas to interpret data that's coming in.
| | 00:57 | Unless you're told differently, you should
use the Crystal Reports XML (default) schema
| | 01:03 | to export your data.
| | 01:05 | Someone in your company's IT department would
have had to tell you to use another schema
| | 01:09 | and install that on your system
for you to be able to use it.
| | 01:13 | Unless you're told differently, use
the default schema to export your data.
| | 01:18 | With that in place click OK. After you click OK,
the Choose export file dialog box appears.
| | 01:25 | You can navigate to
select the target folder,
| | 01:28 | change the file name if you
want--we won't in this case--
| | 01:31 | and then also make sure that
the Save as type is .xml.
| | 01:36 | With that in place, you can click Save,
and Crystal Reports exports your file.
| | 01:41 | Most large companies use XML or a version
of XML to communicate data among applications.
| | 01:47 | If for some reason a colleague can't read
an XML file you sent to them, you should
| | 01:51 | check with your IT folks to see if you
need to apply a specific schema to the file.
| | 01:56 | If so, they should give you the address of
the file on your network, which you can then
| | 02:00 | use in the procedure I
described in this movie.
| | 02:05 |
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ConclusionAdditional resources| 00:00 | Thanks again for taking the time to work
through Crystal Reports 2011 Essential Training.
| | 00:06 | I hope you've learned a lot, and I've
have had a lot of fun teaching it to you.
| | 00:09 | If you want to learn more, I do want to
recommend several additional resources.
| | 00:13 | If you need to share a Crystal Reports document
with someone who doesn't have Crystal Reports,
| | 00:18 | they can view it using
the Crystal Reports Viewer,
| | 00:21 | and you can find that on the
main site of cystalreports.com.
| | 00:25 | If you want more in-depth instruction
on our Crystal Reports, I highly recommend
| | 00:29 | the book Mastering SAP Crystal Reports 2011
+ SAP Crystal server 2011, by David Mcmanus,
| | 00:37 | and the book is put out by Kuiper Publishing.
| | 00:40 | If you want to get help from the community
of other SAP Crystal Reports users, you can
| | 00:44 | find that online at scn.sap.com/welcome.
| | 00:50 | Thanks again and best of luck.
| | 00:54 |
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