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The University of Iowa Foundation
Crystal Reports
Presented by:Lori Lasansky
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The University of Iowa Foundation
Agenda
- Crystal Report Uses at UIF
- Crystal Report Tips
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The University of Iowa Foundation
Crystal Reports Versions In Use
- Server – Crystal 7
- Desktop – Crystal 8.5 and 9
(Developers Version)
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The University of Iowa Foundation
Crystal Report Uses at the University of IowaFoundation
- Intranet Reporting
- Ad Hoc Reporting
- Summit Events
- Help Desk Software
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The University of Iowa Foundation
UIF Intranet
Link to on-line reports
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The University of Iowa Foundation
Online Reports
Summit EventsCrystal Reports
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The University of Iowa Foundation
Crystal Event Reports
Summit Events
Crystal Reports
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Report Selection - Activities Per Attendee
Programming was done to provide the drop downchoices. The Event tables are accessed to providedynamic choices. For example, the Event Code dropdown uses the Summit Event table.
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Sample Report - Activities Per Attendee
Generate report runs the Crystal report.
Summit Event Reports
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How it Works
The report name, password and other parametersare passed to the Crystal Viewer via the URL.
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URL Contents
http://lcua8.uifoundation.org/crystal/W_ActivitiesPerAttendee.rpt?init=actx&promptOnRefresh=1&user0=summit&password0=usmmtia&[email protected]=summit&[email protected]=usmmtia&prompt0=FBD4A
Parameters:
Report location and name (W_ActivitiesPerAttendee.rpt)Setup parameters
Profile and passwordSubreport (footer.rpt)Report selection parameter (Event code = FBD4A).
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The University of Iowa Foundation
Report Selection – Attendees List
Summit table provide values for the dropdowns.
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The University of Iowa Foundation
Sample Report – Attendees List
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The University of Iowa Foundation
Report Selection – Attendees List Up to 17 Activities
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The University of Iowa Foundation
Sample Report – Attendees Up to 17 Activities
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The University of Iowa Foundation
Report Selection – Special Needs
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The University of Iowa Foundation
Sample Report – Special Needs
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The University of Iowa Foundation
Sample Report – E-mail Click-Throughs
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The University of Iowa Foundation
Sample Report – E-mail Click-Throughs
You can provide selection in report
format as shown here. In this report, theappeal code is selected and then thedetailed reports are provided as On-demand subreports.
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The University of Iowa Foundation
Sample Report – On-Demand Subreport
Here is the report design in Crystal 8.5
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The University of Iowa Foundation
Sample Report – E-mail Click-Through Counts
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The University of Iowa Foundation
Sample Report – E-mail Click-Throughs Top 10 URLS
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The University of Iowa Foundation
Adding Reports to Summit Events
You can add your own custom Crystalreports to the list provided with SummitEvents.
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Crystal 8 Add-in Compiler
• With Crystal 8 or 8.5, you have to downloadan Add-in compiler in order to compile andadd your reports to Summit Events.
• The download includes a Crystal reportsdistribution setup program (setup.exe) thatmust be run on each user’s computer.
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Crystal Add-in Compiler
Compiler and Report DistributionExpert Add-ins AfterInstallation
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Summit ODBC Data Source
Modify the ODBC Connection:
1. Select the Summit System DSN andConfigure.
2. Select the Server tab.3. Change the default libraries to Summit,Uhelp, Proddata2, Proddata, Modflib,Sharedata and any other librariescontaining files that will be used in yourcustom reports. Click OK.
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The University of Iowa Foundation
Summit ODBC Data Source
4. From the System tab (Step 1), selectConfigure.
5. From the General tab, select ConnectionOptions.
6. Set the Default user ID to Use theOperations Navigator default.
7. Set Security to Use same security asOperations Navigator connection.8. These changes must be made for each
user.
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The University of Iowa Foundation
Create Your Crystal Report
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The University of Iowa Foundation
Selecting Tables for Your Report
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Access Summit and Ascend Data Tables
1. From Crystal, select Database/Add
database to report.2. Choose ODBC and your SummitConnection.
3. Click the plus to the left of ‘Summit’to view and select the tables youwish to use in your report.
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Access Summit and Ascend Data Tables
Link your tables.
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The University of Iowa Foundation
Compile Your Report
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The University of Iowa Foundation
Adding Reports to Summit Events
Compiled Crystal Reports are stored on a
shared network drive and added to theSummit.ini file. This file must reside oneach Summit user’s computer.
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The University of Iowa Foundation
Summit Events
Custom Reports (preceded with ‘UI’)
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The University of Iowa Foundation
Crystal Tips
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The University of Iowa Foundation
Linking Tables
Linking tables can becomplex.
S i m p l e
C O M P LE X
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The University of Iowa Foundation
Linking Tables
Understanding your database is the key to
correctly linking tables. You need to
understand:
- Which table to use
- What data is stored in the table
- How the table is related to other tables in
your database
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The University of Iowa Foundation
Keep Linking Simple
Creating a reporting table. The reporting
table could be created by a program or
produced with a query tool such as
SelectPlus.
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The University of Iowa Foundation
Reporting Table of Event Attendee Information
We created an Eventprocedure that runs everytwo hours to refresh acomposite event reportingtable. This table contains
attendee and spouse name,address, degrees, guests,special needs, up to 99activities and attendeeinformation for each
activity.
CompositeEvent Table
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The University of Iowa Foundation
Sample Report - Activities Per Attendee
This report uses the Event Composite table. Noother tables are needed.
Summit Event Reports
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The University of Iowa Foundation
Ad Hoc Crystal Report
Sample Crystal report producedusing the SelectPlus Mail MergeOutput.
Fields selected:Entity ID (Name and Address)Mailing name... (Name andAddress)City/st/zip formatted... (Name
and Address)Constituent area... (Gifts)Constituent area desc... (Gifts)Recog credit amount... (Gifts)
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Keep Linking Simple
Build a template Crystal report that ties all
necessary tables together. Then, copy this
report for new reports.
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The University of Iowa Foundation
Sample Database Dictionary (Crystal Version 9)
This template report wasprovided with our HelpDesk software. It links all
the database tables andmakes it easy to createcustom reports. We caneither copy this report tocreate new reports, or use
it as a database dictionary.
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The University of Iowa Foundation
Left Outer Join Example
Attendees Table Special Needs Table
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The University of Iowa Foundation
Use a Left Outer Join to report on all
attendees and list any special needs they
have.
If you do not specify a Left Outer Join your
report will include only attendees with
special needs (Inner Join).
Left Outer Join
Example
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The University of Iowa Foundation
Identify Your Reports
Include report identifiers so that you can
easily trace a report or answer questions.
R t Id tifi
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The University of Iowa Foundation
Report IdentifiersData date and time identifies the date and time the
data was imported into the report.
Include the report file name in the page footer. You maywant to include the path name as well if your reportsare stored in multiple locations.
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The University of Iowa Foundation
Document
Track report modification history and
comments. This will make it easier to modify
the report in the future.
Document
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Document
In Crystal 8.5, File/Summary Info.. displays thedocument (report) properties. This is a good place tonote the report author, title and report history.
Document
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The University of Iowa Foundation
Document
The Record or Group Selection Formula Editor is anothergood place to store report comments.
Report Identifiers
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The University of Iowa Foundation
Report Identifiers
Comments will save you time when you need to modifyor explain your report. Comment lines are preceded bytwo slashes //
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The University of Iowa Foundation
Create Working Copies
Create standards for modifying existing
production reports.
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The University of Iowa Foundation
Create Working Copies
- Create folders for working copies of reports
- Save old report copies for a period of time
‘Work In Progress’ folder holds reports being worked on
‘Old Reports’ folder holds the previous copy of a report
Suppressing Blank
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The University of Iowa Foundation
Suppressing Blank
Sections
To suppress blank sections of your report,
use separate report sections.
Suppressing Blank
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The University of Iowa Foundation
Suppressing Blank
Sections
These detail sections are setup separately because anyone could be blank if this information does not exist.
Use Sections for
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The University of Iowa Foundation
Use Sections for
Debugging
You can create report sections for debugging
by adding values you wish to view. When
you are done, you can suppress these
sections.
Use Sections for
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Use Sections for
Debugging
This section was used for debugging and is now
suppressed.
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The University of Iowa Foundation
Crystal Reports