1. CRYSTAL REPORTS XI R2

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
Standard Report creation wizard opens.
Click

14. Selecting Data (Continued)
Standard Report creation wizard has five sections.
Current connections
List of currently connected data sources
Favorites
List of commonly used data sources, maintained in favorites
History
List of the five recently used data sources

15. Selecting Data (Continued)
Create New connection
Shows sub folders for various data sources you can connect to.
Repository
Contents of your repository through the Crystal Enterprise explorer

16. Selecting Data (Continued)
Select Tables
Click

17. Selecting Data (Continued)
Selected Table

18. Design Area
Click Field Explorer

19. Design Area (Continued)
Click Field Explorer on the Standard toolbar.
The Field Explorer dialog box appears

20. Field Explorer
Table Name
Column Names

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.

23. Design Tab Areas (Continued)

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)
View of Design Area
Inserted field

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 Handle
Resizing Cursor

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
Used to find information related to the report quickly
Enter the Information

33. Adding a title Click the design tab Go to field explorer
Expand Special fields
Choose Report Title
Drag the cursor over the report
Place the Title in the Report Header

34. Adding a title (Continued)

35. Adding a title (Continued)

36. Formatting Object Select the object which you want to format
Right click and select format field from the drop down menu
Format Editor will open
You can change the format for the object
- You can add borders, colors and shading to a field
- You can add hyperlinks to the objects

37. Formatting Object (Continued)
Selected Object

38. Formatting Object (Continued)
Formatted Object

39. Formatting Object (Continued)
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.

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
Select the field
Click
Select the sort order

45. Sorting Records (Continued)
Sorted Output

46. Grouping the Report It provides flexibility for customizing the report
While on the Design tab,Click insert group
Select the field for grouping

47. Grouping the Report (Continued)
Groups

48. Adding image file to the report
Click insert picture
Browse and Select Image file

49. Adding image file to the report (Continued)
Final Report looks like this:
Image

50. HANDS ON WORKSHOP

51. Exercise 1 Create a report using Blank Report Select Employee Table
Select Employee ID,First name,Position,Salary
Add Summary info for the report
Give Title to the report
Group the report by Employee position
Apply sort on Employee Name
Insert image to the report
View the report

52. Report Creation Using Report wizard
There are four report creation 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

62. Making a Report Read-only (Continued)

63. Making a Object Read-only (Continued)
Right Click object you want to make read-only

64. Adding Lines to Report Click Insert Line on the insert Toolbar
Use the pencil cursor to draw the line where required

65. Editing Lines on a Report
Right click the Line you want to format
Make
Desire
Changes

66. Adding Boxes to Report Click Insert Box
Use the pencil cursor to draw the box where required

67. Adding Shapes to Report
You can insert shapes such as circles,elipses and boxes with rounded corners
To add shapes to your report, you need to add a box
Right click the box, then click Format Box
In Format Editor Click the Rounding Tab

68. Adding Shapes to Report (Continued)
Select a number or move the slider to the right to increase the curvature of the box corners until you obtain appropriate shape.

69. HANDS ON WORKSHOP

70. Exercise 2
Create a Report using Report wizard
Use the Employee table
Add Shapes to Report
Make this report as read only

71. Charts You can insert charts for the following:
Summary and Subtotal fields
Detail, formula and Running Total fields
Cross-Tab Summaries
OLAP Data

72. Chart Layouts
Advanced
Group
Cross-Tab
OLAP

73. Types of Charts in Crystal Reports

74. Hiding Report Sections
Hide (Drill-Down OK)
Hides the section when you run the report
Suppress (No Drill Down)
Condition is applied by formulas
Suppress Blank section
Hides a section whenever nothing is in it

75. SubReports A subreport is a report within a report
Subreports are used to
To combine unrelated reports into a single report
To coordinate data that cannot otherwise be linked
To present different views of the same data within a single report.

76. Difference b/w Primary Report and SubReport
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. Click Report Wizard to create Sub Report
Inserting SubReports
On the insert menu Click Subreport
Insert Sub Report Name
Click Report Wizard to create Sub Report

78. HANDS ON WORKSHOP

79. Exercise 3 Create a report Create Subreport in the primary report
Create on-demand Subreport in the primary report
Identify the difference

80. Summary Functions
The Summary functions are all used to summarize field data
Examples:
Sum
Average
Minimum
Maximum
Count
Distinct count etc.

81. Summary Functions(Continued)
Click ‘Insert Summary’ on the Insert Menu
Select the Summary function

82. Linking Tables
When you add multiple database tables to your report, you need to link the tables on a common field so that records from one table match related records from another

83. Linking Tables (Continued)
Primary Table
Lookup Table

84. Linking Tables (Continued)
Auto Link
Automatically chooses links for your tables based on common fields in tables or indexed fields (if your database supports indexed fields).
Link Processing Order
Specify the link processing order using Order Links option in the Database Expert.

85. Linking Tables (Continued)

86. Cross-tab Table On File menu click New
Select a Cross-tab Report from the drop down menu

87. Cross-tab Table (Continued)
Locate the data source and select the table you want to use

88. Cross-tab Table (Continued)
Check the Linking between the tables

89. Cross-tab Table (Continued)
Add fields to the Rows, Column and Summary field areas
Select the Summary operation

90. Cross-tab Table (Continued)
If you want chart in the Report, Select the type of chart

91. Cross-tab Table (Continued)
Select the fields on which you want to apply filter conditions

92. Cross-tab Table (Continued)
Select a Grid Style

93. Cross-tab Table (Continued)
Typical Cross-tab Report
Region
Product Name
Sum of Product Amount in Abu Dhabi

94. HANDS ON WORKSHOP

95. Create a Cross-Tab Report from the available data source
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)
Enter Parameter Name
Select a field
Click Actions, Select Append All Database values
Enter Prompt Text

99. Using Parameter Fields
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

100. Running Total
Running totals are totals that can be displayed on a record by record basis
It totals all records up to and including the current record.

101. Creating Running Total Field
Select Running Total Fields in Field Explorer and Click New

102. HANDS ON WORKSHOP

103. Exercise 5 Create a report using Customer and Order Tables
Include the fields Customer Name, Order ID,Order Amount
Create a Running total for Order Amount on the change of Order ID
Add Running total field in to design Area.
View the Report

104. Creating Report Alerts
Select Alerts on the Report Menu then Click Create or Modify Alert

105. Creating Report Alerts (Continued)
Name the alert.
Create the message you want to appear when the alert is triggered (optional).
Define the condition that triggers the alert.

106. HANDS ON WORKSHOP

107. Exercise 6 Create a Report using Customer Table
Include Country, Last Year’s sales, City
Create a Alerter to indicate the countries with last year’s sales greater than $15000

108. Dynamic and Cascading Prompts
Prompt values can be populated from values in Database
Prompts can be arranged in a cascade, where one value in the prompt constraints values in subsequent pick lists
Report designers no longer maintain static prompt lists in individual reports. A single prompt definition can be stored in the repository and shared among multiple reports, improving both runtime scalability and design-time productivity

109. Creating Dynamic and Cascading Prompts
Open the sample report called Group.rpt

110. Creating Dynamic and Cascading Prompts (Continued)
Click Field Explorer
Select parameter Fields and then Click New

111. Creating Dynamic and Cascading Prompts (Continued)
From the List of Values, select Dynamic
From the Value List, select country

112. Creating Dynamic and Cascading Prompts (Continued)
Click the blank field under country and select region
Click the blank field under region and select city
In the parameter binding area, click country and Region to clear the binding (only the field associated with the City value should be bound).

113. Creating Dynamic and Cascading Prompts (Continued)
Click Selection Expert
Select City in the choose expert box
Assign a condition and select the dynamic prompt from the values list

114. Creating Dynamic and Cascading Prompts (Continued)
Select the values for the Prompt and then Click OK

115. RTF Export Format
This is optimized for ease of editing the files that it generates
In the File Menu Select ‘Export’ and click on ‘Export Report’
Select Editable (RTF) from the drop down
Select location to store the report

116. RTF Export Format (Continued)
Select the Options as you need
Select the location where you want to save

117. Parameterized Sorting
Group sort order can now have their sort values driven by formula
This feature allows you to use parameters to control sort order

118. Creating Parameterized Sorting
Create a simple report with the country, Region and City field from the Customer Table in the Xtreme sample Database 11

119. Creating Parameterized Sorting (Continued)
Create a parameter called Sort Order that has two values: Ascending and Descending

120. 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
Click the Conditional formula button

121. Creating Parameterized Sorting (Continued)
In the Formula Workshop enter your conditional formula text

122. Creating Parameterized Sorting (Continued)
When you prompted to select a Sort Order, select the Option that you want , and click OK.

123. Creating Parameterized Sorting (Continued)
Now the Report appears with groups for the field that you selected in the Insert Group Dialog box and sorted in the order that you selected in your parameter prompt.

124. HTML Preview
Crystal reports can now be previewed in HTML format thus showing how reports will look when published to the web
In Crystal Reports design environment an additional VIEW tab is added to support this functionality
The advantage of this feature is time saved in iterative task of publishing reports to the web as they are designed

125. Updated Repository Explorer
The new repository Explorer makes it easier to navigate within the Business Objects Enterprise system
Better able to share reporting components with other users through the repository

126. Updated Repository Explorer (Continued)

127. Updated Repository Explorer (Continued)
Give User Name and Password Credentials

128. Workbench
Lets you keep Projects organized and allows you to group reports in folders according to your preference

129. Business Objects Universes
Crystal reports based on Business Objects Universes can now support Universe run-time security and union queries
These enhancements allow for most overloads defined in the Universe to be supported in Crystal reports

130. Creating Reports from Business Objects Universes
Go to Standard Report wizard
Create New Connection
Universes  Make New Connection  Double Click

131. Creating Reports from Business Objects Universes (Continued)
Select the objects whatever you want in to the Result Objects Pane and Query Filters then say OK

132. Creating Reports from Business Objects Universes (Continued)
Select the Query in to the Selected Tables

133. Creating Reports from Business Objects Universes (Continued)
Your Report will looks like in the below Screenshot

134. Report Processing Strategy
Advanced Reporting
Report Processing Strategy

135. Multi-Pass Reporting Process of the Crystal Reports Engine
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.

136. What is a “Pass”?
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.

137. Report Processing 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

138. Report Processing
Process Flow : Pass # 1

139. Report Processing Crystal Reports Processing Engine – Pre-Pass # 2:
Group Sorting Top/Bottom N
Hierarchical Grouping
Crystal Reports Processing Engine – Pass # 2:
Evaluation Time – “While Printing Records”
Print-time formulas
Running total Calculations
Charts, maps, Cross-tabs & OLAP grids
Subreports

140. Report Processing
Process Flow : Pass # 2

141. Report Processing Crystal Reports Processing Engine –Pass # 3:
Total Page Count

142. Multi-Pass Report Engine Flow

143. Thank You