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