TheEducationEdge Crystal Reports Tutorial - Blackbaud ?· CRYSTAL REPORTS TUTORIAL 3 Each step of the…

  • Published on
    27-Aug-2018

  • View
    213

  • Download
    0

Embed Size (px)

Transcript

  • TheEducationEdge

    Crystal Reports Tutorial

  • 102111

    2011 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc.

    The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages.

    In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation.

    All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc.

    All other products and company names mentioned herein are trademarks of their respective holder.

    EE-CrystalTutorial-102111

  • Contents

    CRYSTAL REPORTS TUTORIAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

    Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Step 1: Creating an Export File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Step 2: Linking the Export File to a New Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Step 3: Adding and Organizing Report Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Step 4: Formatting the Appearance of the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Step 5: Saving the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

  • CR Y S T A L RE P O R T S TU T O R I A L 1

    Crystal Reports Tutorial

    Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Step 1: Creating an Export File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Step 2: Linking the Export File to a New Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Step 3: Adding and Organizing Report Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Inserting Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Resizing Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Moving Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Editing Field Headings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Sorting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Grouping Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Adding Subtotals, Summaries, and Grand Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Filtering Report Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Suppressing Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Step 4: Formatting the Appearance of the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Inserting Text Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Inserting Special Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Formatting Fields Using the Format Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Adding Lines and Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Step 5: Saving the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Refreshing a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Setting the Database Location for a Saved Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

  • 2 CH A PT E R

    The Education Edge contains many standard reports to help you quickly produce information you need. However, for unique reporting needs, you can use Crystal Reports to create custom report designs that contain data from The Education Edge.

    The Education Edge includes one license for Crystal Reports XI. You need a license for each person who creates custom reports. In addition, each license is associated with a particular product, which means if one person is reporting for both The Education Edge and The Raisers Edge, that individual needs two Crystal Reports XI licenses. For information about purchasing additional Crystal Reports XI licenses, contact your account representative or send an email request to solutions@blackbaud.com.

    Getting StartedThis tutorial guides you through the steps necessary to create a basic Crystal report. We create a custom report that presents Admissions Office applicant information grouped by grade and includes the total number of applicants for the specified time period. We also use formatting features, such as lines, borders, and color, to draw attention to certain areas of the report. The finished report appears as shown here:

    Note: A Crystal Reports Professional license is required to use Crystal Reports to run reports directly from a SQL Server database running SQL Server Standard or Enterprise, or MSDE with Read-Only Database Assistance.

    Weekly Applicant Statistics

    Applicant Present School Ethnicity Current Status Date AppliedGrade Apply

    Allen Wilkins Peabody Elementary African American K ApplicantKG 3/6/06

    Fiona Watkins Lafayette Caucasian K Applicant 3/6/06

    Gerard King NCRC Caucasian K Applicant 3/6/06

    Madison Little Lone Oak Montessori Asian K Applicant 3/6/06

    Peter Jones Concord St. Andrews Cooperative N Caucasian K Applicant 3/6/06

    Sam Riggs Jr. NCRC African American K Applicant 3/4/06

    Total by grade 6

    Dylan Reid Waterfront Montessori African American 1 & 4 Applicant1 3/6/06

    Lisa Fitzpatrick Washington International Multiracial 1 & 4 Applicant 3/6/06

    Madison Smith John Eaton Caucasian 1 & 4 Applicant 3/6/06

    Michael Kerr Janney Latino 1 & 4 Applicant 3/6/06

    Robert Witt British School Caucasian 1 & 4 Applicant 3/6/06

    Total by grade 5

    Aja Owens Aidan Montessori African American 2 & 3 Applicant2 3/4/06

    Julian Edwards Caucasian 2 & 3 Applicant 3/5/06

    Michael Miller St. Augustines Multiracial K Applicant 3/4/06

    Total by grade 3

    Abigail Davis Lafayette Caucasian 2 & 3 Applicant3 3/6/06

    Allison Turner American School of Brasillia Caucasian 2 & 3 Applicant 3/4/06

    Ari Little Haddenfield Friends Caucasian 2 & 3 Applicant 3/6/06

    Blake Abernathy Rock Creek International Multiracial (AfAm/H 2 & 3 Applicant 3/2/06

    Total by grade 4

    Brian Botts Academy For Ideal Education African American 1 & 4 Applicant4 3/4/06

    Cameron Bright St. Anns African American 1 & 4 Applicant 3/4/06

    Grace Davis Concord Hill Caucasian 1 & 4 Applicant 3/4/06

    Total by grade 3

    Aisha Peterson Kipp Academy African American 5, 6, 8 Applicant5 3/6/06

    Jacob Presley Lowell Caucasian 5, 6, 8 Applicant 3/3/06

    Nathaniel Wright Friends Community Caucasian 5, 6, 8 Applicant 3/6/06

    Total by grade 3

    Amber Rollins Bunker Hill African American 5, 6, 8 Applicant6 3/6/06

    Jonathan Cross Farmland Elementary Caucasian 5, 6, 8 Applicant 3/4/06

    Maynard Mills St. Augustines Multiracial 5, 6, 8 Applicant 3/4/06

    Total by grade 3

    27Total Applicants

    03/20/2006

  • CR Y S T A L RE P O R T S TU T O R I A L 3

    Each step of the report process is broken down into individual procedures. For information about Crystal Reports not addressed in this tutorial, see the Crystal Reports help file. To access the help file, from the Crystal Reports menu bar, select Help, Crystal Reports Help.

    Step 1: Creating an E