Crystal Reports XIr2 UserGuide

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Crystal Reports Explorer XI Release 2 Users Guide

Crystal Reports Explorer XI Release 2

Patents

Business Objects owns the following U.S. patents, which may cover products that are offered and sold by Business Objects: 5,555,403, 6,247,008 B1, 6,578,027 B2, 6,490,593 and 6,289,352. Business Objects, the Business Objects logo, Crystal Reports, and Crystal Enterprise are trademarks or registered trademarks of Business Objects SA or its affiliated companies in the United States and other countries. All other names mentioned herein may be trademarks of their respective owners. Copyright 2005 Business Objects. All rights reserved. Business Objects products in this release may contain redistributions of software licensed from third-party contributors. Some of these individual components may also be available under alternative licenses. A partial listing of third-party contributors that have requested or permitted acknowledgments, as well as required notices, can be found at: http://www.businessobjects.com/thirdparty

Trademarks

Copyright Third-party contributors

ContentsChapter 1 Welcome to Crystal Reports Explorer 23 About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 What is Crystal Reports Explorer? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Who should read this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Online help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Business Objects information resources . . . . . . . . . . . . . . . . . . . . . . . 25 Chapter 2 Using Crystal Reports Explorer 27

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Logging on to BusinessObjects Enterprise . . . . . . . . . . . . . . . . . . . . . . . . 28 Creating and modifying reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Working in the Create Report page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Chapter 3 Working with Report Data 33

Using Business Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Using report data sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Choosing a data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Working with report parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Selecting and renaming fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Grouping records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Filtering records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Creating multiple filter conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Summarizing grouped data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Sorting records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Sort field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Sort direction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Sorting records in the Details section . . . . . . . . . . . . . . . . . . . . . . . . . 46 Sorting groups of records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Sorting and selecting groups based on summarized values . . . . . . . . 48

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Removing sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Viewing your report on the Data tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Publishing and exporting the report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Chapter 4 Adding Calculations with Formulas 53

Formulas overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Typical uses for formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Formula components and syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Formula components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Formula syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Crystal syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Creating and modifying formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Creating a formula and inserting it into a report . . . . . . . . . . . . . . . . . . 56 Editing formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Deleting formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Removing the working formula from your report . . . . . . . . . . . . . . . . . . 59 Deleting the formula specification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Error messages and formula compiler warnings . . . . . . . . . . . . . . . . . . . . . 59 Chapter 5 Formatting Reports 71

Formatting overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Adding and removing charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Formatting with templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Applying a template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Template considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Formatting objects and sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Moving and resizing objects and sections . . . . . . . . . . . . . . . . . . . . . . . 75 Adding and editing text objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Formatting field and text objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Adding special fields to the report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Formatting sections of the report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Formatting options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Common tab (Format Editor dialog box) . . . . . . . . . . . . . . . . . . . . 80

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Border tab (Format Editor dialog box) . . . . . . . . . . . . . . . . . . . . . . 81 Font tab (Format Editor dialog box) . . . . . . . . . . . . . . . . . . . . . . . 81 Number tab (Format Editor dialog box) . . . . . . . . . . . . . . . . . . . . . 82 Date tab (Format Editor dialog box) . . . . . . . . . . . . . . . . . . . . . . . 82 Common tab (Section Expert) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Color tab (Section Expert) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Working on the Report tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Adding and editing text objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Formatting sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Formatting fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Browsing field data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Sorting field data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Removing a field from the report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Chapter 6 Setting User Preferences 87

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Changing the background color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Setting the default display tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Customizing the toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Displaying advanced dialog boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Displaying field names and descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Setting the number of rows in the data grid . . . . . . . . . . . . . . . . . . . . . . . . 91 Changing the appearance of the Design tab . . . . . . . . . . . . . . . . . . . . . . . 91 Chapter 7 Crystal Syntax Reference 93

Crystal syntax overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Crystal syntax fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 The result of a formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Crystal syntax is not case-sensitive . . . . . . . . . . . . . . . . . . . . . . . 94 Practice using the Xtreme sample database . . . . . . . . . . . . . . . . . 95 Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 How fields appear in formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

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Sample formulas using fields

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Expressions . . . . . . . . . . . . . . . . . . . . . . . . . . . .