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SAP Crystal Reports 2011 User's Guide
■ SAP Crystal Reports 2011
2012-03-14
© 2011 SAP AG. All rights reserved.SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP
BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as
Copyright
well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and
other countries.Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports,
Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services
mentioned herein as well as their respective logos are trademarks or registered trademarks of Business
Objects Software Ltd. Business Objects is an SAP company.Sybase and Adaptive Server, iAnywhere,
Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as
their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP
company. All other product and service names mentioned are the trademarks of their respective
companies. Data contained in this document serves informational purposes only. National product
specifications may vary.These materials are subject to change without notice. These materials are
provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only,
without representation or warranty of any kind, and SAP Group shall not be liable for errors or
omissions with respect to the materials. The only warranties for SAP Group products and services
are those that are set forth in the express warranty statements accompanying such products and
services, if any. Nothing herein should be construed as constituting an additional warranty.
2012-03-14
Contents
Chapter 1 Introduction to SAP Crystal Reports 2011............................................................................21
1.1 About Crystal Reports...........................................................................................................21
1.2 About the Crystal Reports documentation..............................................................................21
1.2.1 Locate information quickly......................................................................................................22
1.2.2 Sample Reports.....................................................................................................................22
Chapter 2 Quick Start............................................................................................................................23
2.1 Learning how to use Crystal Reports.....................................................................................23
2.1.1 Sample data - Xtreme.mdb.....................................................................................................23
2.2 Report Creation Wizards........................................................................................................24
2.2.1 Standard................................................................................................................................24
2.2.2 Cross-Tab..............................................................................................................................24
2.2.3 Mailing Label..........................................................................................................................25
2.2.4 OLAP.....................................................................................................................................25
2.3 Quick start for new users.......................................................................................................25
2.3.1 Before you begin....................................................................................................................26
2.3.2 Creating the report.................................................................................................................26
2.3.3 Record Selection...................................................................................................................37
2.3.4 Grouping and sorting..............................................................................................................41
2.3.5 Completing the report............................................................................................................45
2.4 Quick start for advanced users...............................................................................................46
2.4.1 Choosing a report type and data source.................................................................................46
2.4.2 Working with report elements on the Design tab....................................................................47
2.4.3 Using other reporting features................................................................................................48
Chapter 3 Report Design Concepts.......................................................................................................51
3.1 Basic report design................................................................................................................51
3.2 Deciding on the content of the report.....................................................................................51
3.2.1 Stating the purpose................................................................................................................51
3.2.2 Determining the layout of the report ......................................................................................52
3.2.3 Finding the data......................................................................................................................53
3.2.4 Manipulating the data.............................................................................................................54
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3.2.5 Determining printing area characteristics................................................................................55
3.3 Developing a prototype on paper...........................................................................................57
3.3.1 To design a paper prototype...................................................................................................57
Chapter 4 Introduction to Reporting......................................................................................................59
4.1 Report creation options..........................................................................................................59
4.2 Choosing data sources and database fields...........................................................................60
4.2.1 The Database Expert..............................................................................................................60
4.2.2 The Field Explorer...................................................................................................................62
4.3 About the report design environment.....................................................................................64
4.3.1 Design tab.............................................................................................................................64
4.3.2 Preview tab............................................................................................................................68
4.3.3 HTML Preview tab..................................................................................................................72
4.4 Creating a new report............................................................................................................73
4.4.1 Selecting the data source.......................................................................................................73
4.4.2 Adding tables.........................................................................................................................74
4.4.3 Linking multiple tables............................................................................................................75
4.4.4 Placing data on the report......................................................................................................76
4.4.5 BLOB (Binary Large Object) fields.........................................................................................83
4.4.6 Formatting data......................................................................................................................83
4.4.7 Record selection....................................................................................................................84
4.4.8 Grouping, sorting, and summarizing data................................................................................84
4.4.9 Using the drill-down option on summarized data.....................................................................84
4.4.10 Using the zoom feature..........................................................................................................85
4.4.11 Inserting page headers and footers........................................................................................85
4.4.12 Adding a title page to the report.............................................................................................86
4.4.13 Adding summary information to the report..............................................................................87
4.5 Exploring reports and working with multiple reports................................................................88
4.5.1 The Report Explorer...............................................................................................................88
4.5.2 The Workbench......................................................................................................................90
4.5.3 The Dependency Checker......................................................................................................91
4.5.4 Opening and docking explorers..............................................................................................93
4.6 Beyond basic reports.............................................................................................................94
Chapter 5 SAP BusinessObjects Enterprise Repository........................................................................95
5.1 What is the SAP BusinessObjects Enterprise Repository?.....................................................95
5.1.1 Work flow..............................................................................................................................95
5.2 Accessing the SAP BusinessObjects Enterprise Repository..................................................96
5.2.1 To open the SAP BusinessObjects Enterprise Repository......................................................97
5.3 Repository Explorer toolbar....................................................................................................97
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5.4 Adding subfolders and subcategories to the repository..........................................................98
5.4.1 To add a new subfolder or subcategory..................................................................................99
5.5 Adding items to the repository...............................................................................................99
5.5.1 Adding a text object or bitmap image.....................................................................................99
5.5.2 Adding a text object or bitmap image - another method........................................................100
5.5.3 Adding a custom function.....................................................................................................100
5.5.4 Adding a command...............................................................................................................101
5.6 Using repository objects in reports ......................................................................................101
5.6.1 Adding a text object or a bitmap image to a report...............................................................102
5.6.2 Adding a custom function to a report....................................................................................102
5.6.3 Adding a command to a report.............................................................................................103
5.6.4 Adding a list of values to a parameter...................................................................................103
5.7 Modifying objects in the repository.......................................................................................103
5.7.1 To modify a repository object...............................................................................................104
5.8 Updating connected repository objects in reports................................................................104
5.8.1 To set the update option......................................................................................................105
5.9 Deleting items from the repository.......................................................................................105
5.9.1 To delete an object from the repository................................................................................105
5.10 Using Undo in the repository................................................................................................106
Chapter 6 Designing Optimized Web Reports.....................................................................................107
6.1 Overview..............................................................................................................................107
6.1.1 Key strategies for optimizing web reports............................................................................108
6.2 Scale with SAP BusinessObjects Business Intelligence platform .........................................108
6.2.1 Evaluation times for date functions in SAP BusinessObjects Business Intelligence platform .109
6.3 Making the right design choices...........................................................................................110
6.3.1 Using faster report formats..................................................................................................110
6.3.2 Choosing between live and saved data................................................................................111
6.3.3 Designing summary reports.................................................................................................112
6.3.4 Using subreports carefully....................................................................................................113
6.3.5 Using other design elements effectively...............................................................................115
6.3.6 Designing reports to maximize data sharing.........................................................................115
6.4 Streamlining your reporting environment..............................................................................116
6.4.1 Selecting the fastest database and connection....................................................................116
6.4.2 Using table indexes..............................................................................................................116
6.4.3 Improving table-linking choices.............................................................................................117
6.4.4 Using thread-safe database drivers......................................................................................117
6.4.5 Using stored procedures for faster processing.....................................................................118
6.5 Using enhanced record selection formulas ..........................................................................119
6.5.1 Pushing down record selection—an example.......................................................................119
6.5.2 Record selection performance tips.......................................................................................120
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6.5.3 Strategies for writing efficient record selection formulas......................................................121
6.5.4 Incorporating parameter fields into record selection formulas...............................................124
6.5.5 Using SQL expressions where appropriate..........................................................................125
6.6 Improving grouping, sorting, and totaling..............................................................................125
6.6.1 Performing grouping on server.............................................................................................126
6.6.2 Benefits of grouping on server—an example........................................................................126
6.6.3 Using SQL Expressions for groups, sorts, and totals...........................................................127
6.6.4 Using SQL Expressions for Case Logic................................................................................128
6.6.5 Inserting summary and running total fields where possible....................................................128
Chapter 7 Record Selection.................................................................................................................129
7.1 Selecting records.................................................................................................................129
7.1.1 Options for selecting records...............................................................................................129
7.1.2 Determining which field(s) to use.........................................................................................129
7.1.3 Using the Select Expert........................................................................................................130
7.1.4 Using formulas.....................................................................................................................132
7.1.5 Interaction of the Select Expert and the Formula Editor........................................................132
7.1.6 Saved data selection formulas..............................................................................................134
7.2 Using formula templates.......................................................................................................134
7.2.1 Record selection formula templates.....................................................................................134
7.3 Pushing down record selection to the database server.........................................................137
7.4 Troubleshooting record selection formulas...........................................................................137
7.4.1 To troubleshoot record selection formulas...........................................................................137
7.4.2 Correcting selections that do not generate data...................................................................139
Chapter 8 Sorting, Grouping, and Totaling..........................................................................................141
8.1 Sorting data.........................................................................................................................141
8.1.1 Understanding sort options..................................................................................................141
8.1.2 Sorting single and multiple fields..........................................................................................143
8.1.3 Sort controls........................................................................................................................145
8.2 Grouping data......................................................................................................................147
8.2.1 Grouping data......................................................................................................................147
8.2.2 Creating custom groups.......................................................................................................149
8.2.3 Sorting groups conditionally.................................................................................................150
8.2.4 Sorting records within groups..............................................................................................151
8.2.5 Group selection...................................................................................................................152
8.2.6 Grouping data in intervals.....................................................................................................156
8.2.7 Grouping by the first letter of a company name....................................................................158
8.2.8 Grouping data hierarchically.................................................................................................159
8.2.9 Editing groups......................................................................................................................165
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8.3 Summarizing grouped data...................................................................................................166
8.3.1 To summarize grouped data.................................................................................................166
8.3.2 Ordering groups by summarized values................................................................................167
8.3.3 Selecting top or bottom N groups or percentages................................................................168
8.3.4 Selecting top or bottom groups or percentages conditionally...............................................170
8.4 Subtotaling...........................................................................................................................171
8.4.1 Subtotaling data...................................................................................................................171
8.4.2 Extending prices and subtotaling the extensions...................................................................172
8.5 Percentages.........................................................................................................................173
8.5.1 Calculating a percentage......................................................................................................174
8.6 Group headers.....................................................................................................................175
8.6.1 Creating group headers........................................................................................................175
8.6.2 Suppressing group headers.................................................................................................179
8.6.3 Drilling-down on group headers............................................................................................179
Chapter 9 Running Totals....................................................................................................................181
9.1 Understanding running totals................................................................................................181
9.1.1 How running totals work.......................................................................................................181
9.2 Creating running totals.........................................................................................................182
9.2.1 Creating running totals in a list.............................................................................................182
9.2.2 Creating running totals for a group.......................................................................................184
9.2.3 Creating conditional running totals.......................................................................................185
9.2.4 Creating running totals in a one-to-many linking relationship.................................................187
9.3 Creating running totals using a formula.................................................................................188
9.3.1 To create running totals using a formula...............................................................................188
Chapter 10 Multiple Section Reports.....................................................................................................191
10.1 About sections.....................................................................................................................191
10.2 Working with sections..........................................................................................................191
10.2.1 Inserting a section................................................................................................................192
10.2.2 Deleting a section................................................................................................................192
10.2.3 Moving a section..................................................................................................................193
10.2.4 Merging two related sections...............................................................................................193
10.3 Splitting and resizing sections..............................................................................................194
10.3.1 Splitting a section.................................................................................................................194
10.3.2 Resizing a section................................................................................................................195
10.4 Using multiple sections in reports ........................................................................................196
10.4.1 Keeping variable length objects from overwriting each other................................................196
10.4.2 Eliminating blank lines when fields are empty........................................................................197
10.4.3 Adding blank lines conditionally............................................................................................198
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10.5 Form letters.........................................................................................................................198
10.5.1 Working with text objects.....................................................................................................199
10.5.2 Creating a form letter using a text object..............................................................................200
10.5.3 Printing conditional messages in form letters........................................................................205
Chapter 11 Formatting...........................................................................................................................207
11.1 Formatting concepts............................................................................................................207
11.2 Using a template..................................................................................................................207
11.2.1 Applying a template..............................................................................................................208
11.2.2 Removing an applied template..............................................................................................209
11.2.3 Reapplying the last template selected..................................................................................209
11.2.4 Using Template Field Objects...............................................................................................210
11.2.5 Template considerations......................................................................................................211
11.3 Using the Report Design Environment..................................................................................213
11.3.1 Section characteristics.........................................................................................................214
11.3.2 Making an object underlay a following section......................................................................214
11.3.3 Pre-printed forms.................................................................................................................216
11.3.4 Multiple columns..................................................................................................................216
11.3.5 Hiding report sections..........................................................................................................217
11.3.6 Hiding report objects............................................................................................................218
11.3.7 Placing text-based objects....................................................................................................220
11.3.8 Placing multi-line, text-based objects....................................................................................223
11.3.9 Importing text-based objects from a file................................................................................224
11.3.10 Spacing between text-based objects....................................................................................225
11.3.11 To allow for overflow field representation.............................................................................231
11.3.12 Selecting multiple objects.....................................................................................................232
11.3.13 Vertical placement...............................................................................................................233
11.3.14 Inserting character and line spacing......................................................................................233
11.3.15 Setting fractional font sizes..................................................................................................234
11.3.16 Setting page size and page orientation.................................................................................235
11.3.17 Setting page margins...........................................................................................................236
11.3.18 TrueType fonts.....................................................................................................................236
11.3.19 Printer drivers......................................................................................................................237
11.3.20 Formatting a report for web viewing.....................................................................................238
11.4 Formatting properties...........................................................................................................238
11.5 Working with absolute formatting.........................................................................................239
11.5.1 Adding borders, color, and shading to a field........................................................................239
11.5.2 Making a report, section, area, or object read-only...............................................................240
11.5.3 Locking an object's size and position....................................................................................241
11.5.4 Changing your default field formats......................................................................................241
11.5.5 Adding and editing lines.......................................................................................................243
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11.5.6 Adding and editing boxes.....................................................................................................244
11.5.7 Expected behavior of line and box formatting.......................................................................245
11.5.8 Adding shapes to a report....................................................................................................247
11.5.9 Scaling, cropping, and sizing objects....................................................................................248
11.5.10 Using conventional accounting formats................................................................................249
11.5.11 Repeating report objects on horizontal pages.......................................................................250
11.5.12 Using white space between rows.........................................................................................252
11.6 Working with conditional formatting......................................................................................254
11.6.1 Conditional on or off properties............................................................................................255
11.6.2 Conditional attribute properties............................................................................................255
11.6.3 Changing margins conditionally............................................................................................257
11.6.4 Changing X position conditionally.........................................................................................258
11.6.5 Creating footers after the first page.....................................................................................258
11.6.6 Using the Highlighting Expert................................................................................................260
11.6.7 Undo/Redo activities...........................................................................................................263
11.7 Using the Format Painter......................................................................................................263
11.7.1 To copy and apply formatting...............................................................................................264
11.8 Working with barcodes.........................................................................................................265
11.8.1 Adding a barcode.................................................................................................................265
11.8.2 Changing the appearance of a barcode................................................................................266
11.8.3 Removing a barcode............................................................................................................267
Chapter 12 Charting..............................................................................................................................269
12.1 Charting concepts................................................................................................................269
12.1.1 Charting overview................................................................................................................269
12.1.2 Chart layouts.......................................................................................................................270
12.1.3 Chart types..........................................................................................................................271
12.1.4 Where to place a chart ........................................................................................................273
12.1.5 Drill-down with charts...........................................................................................................273
12.1.6 Drill-down with legends........................................................................................................273
12.2 Creating charts....................................................................................................................274
12.2.1 Charting on details or formula fields (Advanced layout)........................................................274
12.2.2 Charting on summary or subtotal fields (Group layout).........................................................275
12.2.3 Charting on Cross-Tab summaries (Cross-Tab layout).........................................................276
12.2.4 Charting on an OLAP cube (OLAP layout)............................................................................277
12.3 Working with charts.............................................................................................................278
12.3.1 Editing charts using the Chart Expert....................................................................................278
12.3.2 Editing charts using the Chart Options menu items..............................................................278
12.3.3 Editing charts using other menu items..................................................................................279
12.3.4 Using the zooming features with bar and line charts.............................................................280
12.3.5 Auto-arranging charts...........................................................................................................281
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12.3.6 Formatting charts.................................................................................................................282
12.3.7 Using the underlay feature with charts.................................................................................283
Chapter 13 Mapping..............................................................................................................................285
13.1 Mapping concepts................................................................................................................285
13.1.1 Mapping overview................................................................................................................285
13.1.2 Map layouts.........................................................................................................................285
13.1.3 Map types............................................................................................................................286
13.1.4 Where to place a map..........................................................................................................288
13.1.5 Drill-down with maps............................................................................................................289
13.2 Creating maps......................................................................................................................289
13.2.1 Mapping on group fields (Group layout)................................................................................289
13.2.2 Mapping on Cross-Tab summaries (Cross-Tab layout).........................................................290
13.2.3 Mapping on an OLAP cube (OLAP layout)............................................................................292
13.3 Working with maps...............................................................................................................293
13.3.1 Editing maps using the Map Expert.......................................................................................293
13.3.2 Changing the map title.........................................................................................................294
13.3.3 Changing the map type........................................................................................................294
13.3.4 Changing map layers............................................................................................................294
13.3.5 Resolving data mismatches..................................................................................................296
13.3.6 Changing the geographic map..............................................................................................296
13.3.7 Zooming in and out on a map...............................................................................................297
13.3.8 Panning a map......................................................................................................................298
13.3.9 Centering a map...................................................................................................................298
13.3.10 Hiding and showing the Map Navigator................................................................................298
13.3.11 Formatting Maps..................................................................................................................300
13.3.12 To underlay a map................................................................................................................300
Chapter 14 OLE.....................................................................................................................................301
14.1 OLE overview.......................................................................................................................301
14.1.1 OLE terminology..................................................................................................................301
14.1.2 Types of OLE objects...........................................................................................................302
14.1.3 General OLE considerations.................................................................................................302
14.2 Inserting OLE objects into reports........................................................................................303
14.2.1 To copy and paste OLE objects ...........................................................................................303
14.3 How OLE objects are represented in a report.......................................................................304
14.4 Editing OLE objects in reports..............................................................................................304
14.4.1 In-place editing.....................................................................................................................304
14.4.2 Dynamic OLE menu commands............................................................................................305
14.4.3 OLE and the Insert Picture command...................................................................................305
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14.5 Working with static OLE objects..........................................................................................306
14.5.1 Inserting a static OLE object.................................................................................................306
14.5.2 Making a static OLE object dynamic.....................................................................................307
14.5.3 Converting a static OLE object to a bitmap image object......................................................308
14.6 Working with embedded vs. linked objects...........................................................................308
14.6.1 Embedded objects...............................................................................................................308
14.6.2 Linked objects......................................................................................................................309
14.7 Integrating Shockwave Flash (SWF) objects........................................................................310
14.7.1 Printing Shockwave Flash (SWF) objects.............................................................................311
14.7.2 Adding an Xcelsius SWF object to a report..........................................................................312
14.7.3 Using data binding to bind an Xcelsius SWF object to a report.............................................313
Chapter 15 Cross-Tab Objects..............................................................................................................315
15.1 What is a Cross-Tab object?................................................................................................315
15.2 Cross-Tab example..............................................................................................................316
15.2.1 Report of order data - no sorting/grouping...........................................................................316
15.2.2 Report of order data - grouped by region.............................................................................317
15.2.3 Report of order data - grouped by product...........................................................................318
15.2.4 Report of order data - grouped by region and product..........................................................319
15.2.5 Order data in a Cross-Tab object.........................................................................................320
15.3 Creating a Cross-Tab report.................................................................................................321
15.3.1 To create a new cross-tab report.........................................................................................322
15.3.2 To add a Cross-Tab to an existing report..............................................................................322
15.3.3 Specifying the data source...................................................................................................323
15.3.4 Modifying the links...............................................................................................................324
15.3.5 Adding a chart......................................................................................................................324
15.3.6 Selecting records.................................................................................................................325
15.3.7 Defining the structure of the Cross-Tab...............................................................................325
15.3.8 Applying a predefined style and finishing the report..............................................................326
15.3.9 Adding a Cross-Tab to an existing report using the Cross-Tab Expert..................................326
15.4 Working with Cross-Tabs.....................................................................................................329
15.4.1 Showing values as percentages...........................................................................................329
15.4.2 Abbreviating large summarized fields ...................................................................................329
15.4.3 Customizing row/column labels............................................................................................330
15.4.4 Using running totals in Cross-Tabs.......................................................................................331
15.4.5 Printing Cross-Tabs that span multiple pages ......................................................................332
15.5 Formatting Cross-Tabs.........................................................................................................333
15.5.1 Changing width, height, and alignment of Cross-Tab cells....................................................333
15.5.2 Formatting background color of entire rows/columns...........................................................333
15.5.3 Formatting fields individually.................................................................................................334
15.5.4 Formatting several fields at one time....................................................................................334
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15.5.5 Suppressing Cross-Tab data................................................................................................334
15.5.6 Displaying summarized fields horizontally.............................................................................336
15.6 Advanced Cross-Tab features..............................................................................................336
15.6.1 Calculated Members............................................................................................................336
15.6.2 Embedded Summaries.........................................................................................................340
Chapter 16 Building Queries.................................................................................................................343
16.1 Connecting to a universe.....................................................................................................343
16.1.1 To connect to a universe......................................................................................................343
16.2 Defining the data selection for a query.................................................................................344
16.2.1 To build a simple query.........................................................................................................344
16.2.2 To create a combined query.................................................................................................345
16.2.3 Quick reference to objects...................................................................................................345
16.3 Editing an existing query.......................................................................................................346
16.3.1 To edit an existing query......................................................................................................347
16.4 Viewing the SQL behind a query..........................................................................................347
16.4.1 To view the SQL when you create a query...........................................................................347
16.4.2 To view the SQL after you have created a query..................................................................348
16.5 Query filters and prompts.....................................................................................................348
16.5.1 Creating query filters............................................................................................................348
16.5.2 Building prompts..................................................................................................................349
16.5.3 Combining query filters and prompts....................................................................................350
16.5.4 Using And or Or to combine query filters.............................................................................351
16.5.5 Quick reference to query filter operators..............................................................................351
16.5.6 Editing and removing query filters.........................................................................................354
16.6 Filtering data using subqueries and database ranking...........................................................354
16.6.1 What is a subquery?.............................................................................................................355
16.6.2 Building a subquery..............................................................................................................355
16.6.3 What is a database ranking?.................................................................................................357
16.6.4 Creating a database ranking.................................................................................................358
Chapter 17 Creating and Updating OLAP Reports................................................................................361
17.1 OLAP reporting with Crystal Reports...................................................................................361
17.1.1 OLAP grid objects................................................................................................................361
17.2 Creating an OLAP report......................................................................................................362
17.2.1 To create an OLAP report....................................................................................................362
17.2.2 Specifying the data source...................................................................................................362
17.2.3 Defining the structure of the grid..........................................................................................363
17.2.4 Setting sliced dimensions and specifying the number of grids..............................................365
17.2.5 Applying a predefined style..................................................................................................366
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17.2.6 Inserting a chart...................................................................................................................367
17.3 Updating an OLAP report.....................................................................................................368
17.3.1 To update a cube location in an OLAP grid object................................................................368
17.3.2 To update the database location...........................................................................................369
17.4 Formatting data in an OLAP grid...........................................................................................369
17.4.1 Changing the background color of a dimension....................................................................370
17.4.2 Creating an alias for a dimension..........................................................................................371
17.4.3 Formatting grid lines.............................................................................................................371
17.4.4 Labeling dimensions.............................................................................................................372
17.5 Changing the view of OLAP data..........................................................................................372
17.5.1 To show or hide dimension members ..................................................................................372
17.5.2 To create asymmetry in an OLAP grid..................................................................................373
17.5.3 To add totals to an OLAP grid..............................................................................................373
17.5.4 To change the display format for member names.................................................................373
17.5.5 To alter the data displayed in the OLAP grid.........................................................................374
17.5.6 To define the order of fields in the OLAP grid ......................................................................374
17.6 Sorting and filtering OLAP grid data.....................................................................................374
17.6.1 Sorting data in an OLAP grid................................................................................................374
17.6.2 Filtering data in an OLAP grid...............................................................................................376
17.7 Adding calculations to OLAP grids.......................................................................................377
Chapter 18 Printing, Exporting, and Viewing Reports............................................................................379
18.1 Distributing reports..............................................................................................................379
18.1.1 Printing a report...................................................................................................................379
18.1.2 Faxing a report.....................................................................................................................379
18.1.3 Exporting a report.................................................................................................................380
18.1.4 Working with Web folders....................................................................................................390
18.1.5 Working with Enterprise folders............................................................................................391
18.2 Viewing reports....................................................................................................................393
18.2.1 Report Parts and other Report objects.................................................................................394
18.2.2 Creating an Enterprise Hyperlink..........................................................................................405
18.3 Using smart tags..................................................................................................................406
18.3.1 To use smart tags with a Crystal Reports object..................................................................407
Chapter 19 Report Alerts.......................................................................................................................409
19.1 About Report Alerts.............................................................................................................409
19.2 Working with Report Alerts..................................................................................................409
19.2.1 Creating Report Alerts.........................................................................................................409
19.2.2 Editing Report Alerts............................................................................................................411
19.2.3 Deleting Report Alerts..........................................................................................................412
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19.2.4 Viewing Report Alerts..........................................................................................................412
19.2.5 Referring to Report Alerts in formulas..................................................................................413
Chapter 20 Using Formulas...................................................................................................................415
20.1 Formulas overview...............................................................................................................415
20.1.1 Typical uses for formulas......................................................................................................415
20.2 Formula components and syntax..........................................................................................416
20.2.1 Formula components............................................................................................................416
20.2.2 Formula syntax.....................................................................................................................417
20.3 User Function Libraries in formulas......................................................................................418
20.4 Specifying formulas..............................................................................................................419
20.4.1 Working with the Formula Workshop....................................................................................420
20.4.2 Working with the Formula Editor...........................................................................................424
20.5 Creating and modifying formulas..........................................................................................428
20.5.1 Creating a formula and inserting it into a report....................................................................428
20.5.2 Creating a formula in the Formula Expert..............................................................................429
20.5.3 Editing formulas....................................................................................................................431
20.5.4 Searching for formula text....................................................................................................431
20.5.5 Copying formulas.................................................................................................................432
20.6 Deleting formulas.................................................................................................................434
20.6.1 Removing the working formula from your report...................................................................434
20.6.2 Deleting the formula specification.........................................................................................434
20.7 Debugging formulas.............................................................................................................435
20.7.1 Debugging evaluation time errors.........................................................................................435
20.7.2 Debugging tutorial................................................................................................................436
20.8 Error Messages and Formula Compiler Warnings.................................................................440
Chapter 21 Parameter Fields and Prompts............................................................................................451
21.1 Parameter and prompt overview...........................................................................................451
21.1.1 Parameter field considerations.............................................................................................451
21.1.2 Prompt considerations.........................................................................................................452
21.1.3 Data and non-data parameters.............................................................................................453
21.1.4 Optional parameters.............................................................................................................454
21.2 Understanding dynamic prompts..........................................................................................454
21.3 Understanding lists of values................................................................................................457
21.3.1 List-of-values types..............................................................................................................457
21.3.2 Determining which list-of-values type to use.........................................................................459
21.3.3 Lists of values and prompt groups contrasted......................................................................460
21.4 Creating a parameter with a static prompt............................................................................461
21.4.1 To create a parameter with a static prompt .........................................................................461
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21.4.2 To incorporate the parameter into the record selection filter.................................................463
21.4.3 To incorporate the parameter into a saved data selection formula........................................464
21.5 Creating a parameter with a dynamic prompt.......................................................................464
21.5.1 To create a parameter with a dynamic prompt......................................................................465
21.6 Creating a parameter with a cascading list of values............................................................466
21.6.1 To create a parameter with a cascading list of values...........................................................467
21.7 The Parameter Panel............................................................................................................469
21.8 Working with lists of values..................................................................................................469
21.8.1 Sharing common lists of values within a report.....................................................................470
21.8.2 Using separate value and description fields..........................................................................471
21.8.3 Using command objects as list-of-values data sources.........................................................472
21.8.4 Null handling........................................................................................................................472
21.8.5 Long lists of values..............................................................................................................473
21.9 Best practices for prompting................................................................................................474
21.9.1 Unmanaged reports.............................................................................................................474
21.9.2 Managed reports..................................................................................................................474
21.9.3 Converting unmanaged reports to managed reports.............................................................475
21.9.4 Deploying managed reports with dynamic prompts..............................................................476
21.10 Deleting parameter fields.....................................................................................................476
21.10.1 To delete a parameter that is not used in a formula..............................................................476
21.10.2 To delete a parameter used with the Select Expert...............................................................476
21.10.3 To delete a parameter that is used in a formula....................................................................477
21.11 Responding to parameter field prompts................................................................................477
21.11.1 Previewing a report for the first time....................................................................................477
21.11.2 Refreshing report data.........................................................................................................478
21.12 Advanced parameter features..............................................................................................479
21.12.1 Creating a parameter with multiple prompting values............................................................479
21.12.2 Applying conditional formatting using parameter fields.........................................................480
21.12.3 Creating a report title using parameter fields........................................................................481
21.12.4 Specifying single or ranges of values...................................................................................481
21.12.5 Incorporating a parameter into a formula..............................................................................482
21.12.6 Defining sort order using parameter fields............................................................................483
21.12.7 Defining entry type and format using the Edit Mask..............................................................484
21.12.8 Creating a saved-data record filter using parameter fields....................................................485
21.12.9 To create a parameter appearing on the Parameter Panel....................................................486
21.12.10 To incorporate the parameter into a saved data selection formula........................................487
21.12.11 Adding dynamic grouping using parameter fields..................................................................487
Chapter 22 Subreports...........................................................................................................................489
22.1 What are subreports?...........................................................................................................489
22.1.1 Unlinked vs. linked subreports.............................................................................................489
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