Measure the right stuff with crystal reports bb con 2011
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The document details the use of Crystal Reports for custom reporting, highlighting its advantages over traditional methods like Excel and Word, especially in organizing and presenting data accurately. It covers the process of creating tailored reports, linking databases, formatting, and utilizing advanced features such as grouping and sub-reports. It emphasizes saving time and maintaining consistency within an organization’s reporting practices.
![LET THE FIELDS OF DATA WORK FOR YOU
• Any field can be sized to a specific length
• Remember that at times fields can overlap each other
• You can create a text box to combine fields
Example: [Organization_Name] (space)(-)(space) [Name]
Bill & Melinda Gates Foundation – Bill Gates
• Use the CAN GROW feature on any field
• No more reports where the field cuts off the end of the information
Example:
Brad Pitt’s Making It
Brad Pitt’s Making It Right Foundation
16](https://image.slidesharecdn.com/measuretherightstuffwithcrystalreports-bbcon2011-111026172002-phpapp01/85/Measure-the-right-stuff-with-crystal-reports-bb-con-2011-16-320.jpg)
![INSERT ADDITIONAL FIELDS – GIFT SUMMARIES
• Click on VIEW…
• [Field Explorer]
(dialog window
should appear to
your right)
• Refer to Export
Control Sheet to
figure out Fields
• Choose the Field
you want to see on
the report
Drop and Drag
25](https://image.slidesharecdn.com/measuretherightstuffwithcrystalreports-bbcon2011-111026172002-phpapp01/85/Measure-the-right-stuff-with-crystal-reports-bb-con-2011-25-320.jpg)
Measure the right stuff with crystal reports bb con 2011
- 1. Measure The Right Stuff Through Custom Crystal Reports PRESENTED BY JOE MEEHAN 1
- 2. WHAT'S CRYSTAL REPORTS? WHAT IS YOUR ROI? • A Report Writing program – Contains No Data • Mail Merge on Steroids • Does your organization have Crystal Reports? • Most reports in Raiser’s Edge use Crystal Reports • Does using Word save you $? Raise $ for you? • Does using Excel save you $? Raise $ for you? • ROI with Crystal Reports: Is your time worth $? 2
- 3. WHEN TO USE CRYSTAL REPORTS? • Keep exporting to Excel? • Re-format the report each time? • You’ve spent 30 minutes of formatting only to find a minor error in your data. • Typo? 3
- 4. WHY USE CRYSTAL REPORTS? • 10,000 reports in Raiser’s Edge; but what you need isn’t listed. • Fields you don’t need or want… appear on reports. • Fields that you DO need or want… aren’t available. • Consistency in report format across your organization 4
- 5. I’VE ALWAYS WANTED A CUSTOM REPORT THAT CAN… • Insert graphics (logos, pictures, links) Save your reports as CUSTOM REPORT Run CUSTOM REPORTS with 1-click Export it as a ADOBE PDF document 5
- 6. WHERE TO START? QUERY, OF COURSE • the WHO of the data Query • The WHAT of the Export data • HOW you see the Crystal data Create Control Report to help map fields Use Blackbaud Report Writer Database (MDB) Format 6
- 7. EXPORT CONTROL REPORT IS YOUR ROADMAP Field = Raiser’s Edge Header = Crystal Report Helpful to match fields when creating report layout 7
- 8. ATTACHING THE EXPORT DATA FILE TO A CRYSTAL REPORT If you are using Crystal 8.5 If you are using Crystal 11 1.Select Blank Report. 1.Select Blank Report 2.Select "+" next to Database Files. 2.Select the "+" next to Create New 3.Double Click on Find Database File. Connection. 4.Browse out and select appropriate data 3.Select the "+" next to Database Files. file. 4.Browse out and select appropriate data file. 5.Using the Shift key highlight all of the 5.Highlight all of the tables and add them all tables in data file and then select the to the "Selected Tables" column on right. "Add" and then the "Close" button. 6.Select the "Links" tab. 6.Select the "Tables..." button. 7.Double click on each link/line between the 7.Move any tables from Invisible Tables box tables and change the Join Type from to Visible Tables box and select OK. Inner Join to Left Outer Join. 8.Select OK on the Visual Linking Expert 8.After changing all of the links to Left Outer dialog box. Join select the OK button on the Database Expert dialog box. 8
- 9. STANDARD REPORT CREATION WIZARD (CRYSTAL XI) • The Data Exports out as one complete file (data.mdb) • But in crystal, you’ll see several different tables • Your job is to make sure you have it “linked” correctly. • Not much harder than Mail Merge in Word 9
- 10. CHOOSING THE FIELDS TO DISPLAY •Click on the “+” to expand the table to see the fields •This is where the Export Control Sheet can be helpful •You only need to bring over fields you want to display •You can add more fields later 10
- 11. SIMPLE PREVIEW OF CRYSTAL REPORTS 11
- 12. BREAKDOWN OF EACH SECTION • Report Header (appears once at top of report) • Page Header (appears at top of each page) • Details (THE DATA!!!) • Report Footer (appears once at the end of the report) • Page Footer (appears at bottom of each page) • You can add multiple instances of each section Add a second or third instance of the Details section • You can Suppress sections to not display altogether 12
- 13. INSERT SPECIAL FIELDS INTO THE REPORT Page N of M Print Date/Time File Path and Name Data Date and Time Drag & Drop into headers & footers 13
- 14. INSERT TEXT OBJECT & FORMATTING FIELDS Similar Toolbar to Microsoft Office Products Add a Text Object to Label you Fields, Report Name & Column Headers Format Text: Bold, Color, Underline, Italic, Currency, Font Size , Font, Insert Graphics 14
- 15. YOUR SECRET WEAPON – RIGHT CLICK ON A FIELD Right Click on Any Field Format Editor • Suppress fields • Suppress if Duplicated • Add Borders • Make a field a hyperlink (URL, MailTo:) • Write formulas for each field (ex. If Gift Amount > $100, change to RED font) 15
- 16. LET THE FIELDS OF DATA WORK FOR YOU • Any field can be sized to a specific length • Remember that at times fields can overlap each other • You can create a text box to combine fields Example: [Organization_Name] (space)(-)(space) [Name] Bill & Melinda Gates Foundation – Bill Gates • Use the CAN GROW feature on any field • No more reports where the field cuts off the end of the information Example: Brad Pitt’s Making It Brad Pitt’s Making It Right Foundation 16
- 17. SORTING Sort by any field exported in the data file – not just ones displayed Let’s see you do THAT in Excel 17
- 18. INSERTING MULTIPLE DETAILS SECTION Multiple lines of data in additional details section – Name – Organization – Position – Line (Insert – Line --- to act as a divider) 18
- 19. MULTIPLE DETAILS SECTIONS PREVIEW Details A: Name Details B: Position Details C: Primary Business Details D: Divider line 19
- 20. FORMATTING SECTIONS… Click on Format Click on Sections… Highlight the Section you want to format • Select the “Suppress Blank Section” checkbox 20
- 21. SUPPRESSED BLANK DETAIL SECTION - EXAMPLE Details sections with no position, no primary business name are now removed As a result of the “Suppress Blank Section” Formatting, no more blank lines 21
- 22. SAMPLE TWO: ADDING CAMPAIGN TOTALS Show total giving per constituent • For 2 separate Campaigns Requires 2 separate export fields • Gift Summary 1, Gift Summary 2 Totals PER Campaign • To appear at bottom of report 22
- 23. GIFT SUMMARY EXPORT – TAB 1 Determine Gift Date Range Decide on Soft Credit Option Decide on MG Option 23
- 24. GIFT SUMMARY TAB 2 –GIFT SUMMARIES EXPORTED Export All Gifts from the Export All Gifts from the ANNUAL CAPITAL Campaign Campaign This creates two separate fields for the reports 24
- 25. INSERT ADDITIONAL FIELDS – GIFT SUMMARIES • Click on VIEW… • [Field Explorer] (dialog window should appear to your right) • Refer to Export Control Sheet to figure out Fields • Choose the Field you want to see on the report Drop and Drag 25
- 26. SHOWING GIVING TOTALS PER CONSTITUENT 26
- 27. INSERTING (GIFT) GRAND TOTALS From the INSERT Menu Insert SUMMARY… Do this for both gift fields 27
- 28. GRAND TOTALS SHOW AS REPORT FOOTER Gift Fields Gift Field Total 28
- 29. DAILY GIFT REPORT EXPORT EXAMPLE Let’s Export out all the fields you’ve ever wanted to see on a Gift Report! 29
- 30. ALL THE FIELDS YOU’D EVER WANT TO SEE IN A GIFT REPORT… BUT WERE AFRAID TO ASK • Gift Date • Campaign • Solicitor • Amount • Donor Name • Fund • Soft Credit Name • Gift Type • Contact Details • Appeal • Gift Notes • Package 30
- 31. INSERT GROUP MENU AND OPTIONS • Click on INSERT…GROUP… • Choose which field to group by from your drop down (the field does NOT have to appear in the report) • Choose HOW it should be sorted 31
- 32. GROUP SECTIONS – DESIGN VIEW • A Group Section is inserted Think of your GROUP as your sub-headings 32
- 33. FINAL REPORT WITH GROUPS, MULTI-DETAIL, & TOTALS • Allows you to keep similar records together • Group Sections can be formatted like all other sections • What are fields that you want to GROUP by? 33
- 34. MAKE A GREAT EVENT REPORT FOR YOUR NEEDS • Export out the fields you need to see to make better decisions for the event • Add color & logos • Group by table, by last name, table name • Sort alphabetically in each group • No more tables in Word • No more “private” multi-saved lists in Excel 34
- 35. USE CRYSTAL REPORTS TEMPLATES Bring all your fields into a standard report, Add Totals Click on Report… Template Expert…, Pick a Style… Click OK 35
- 36. SAMPLE TEMPLATES IN CRYSTAL REPORTS 36
- 37. CHARTS UPDATE AUTOMATICALLY • Chart will update as you (re) export new data Keep your charts in the same format all the time 37
- 38. INCLUDING PICTURES IN YOUR REPORTS Create a “Facebook” of your donors & prospects 38
- 39. CREATING YOUR OWN FACEBOOK Link your constituents to JPGs "U:Photos"&{CnBio.CnBio_ID}&".jpg" 39
- 40. USING SUB-REPORTS (REPORT WITHIN A REPORT) • Insert sub-reports to see records that have more than 1 entry • What fields are good for sub-reports? Phone Numbers Gifts Actions Events Proposals 40
- 41. SAMPLE DATABASE: CUSTOM REPORT EXPORT Exports last 3 actions… sorted by date (desc) 41
- 42. DESIGN TAB OF SAMPLE CUSTOM REPORT Advanced report design - but flexible enough to handle all fields 42
- 43. PREVIEW TAB OF SAMPLE CUSTOM REPORT Last 3 Actions Last 3 Gifts 43
- 44. SAVING YOUR CUSTOM REPORTS Once you’ve got a report, save it as a CUSTOM REPORT inside Raiser’s Edge Reports Create export/report prior to this step Base the query (used with export) & include the <ASK> field. Let the report be used for all your event, solicitor, gift reports. Save it as a Favorite on your HOME Screen 44
- 45. ADVANTAGES OF CRYSTAL REPORT • Use the same template / report for different queries • No need to re-format, re-sort fields • No need to re-create totals • Consistent Report use amongst staff • Export Report as a PDF (Send Externally) • CUSTOM REPORTS with Raiser’s Edge Reports • Save you time… and Advil • Sample Custom Reports in Sample Database 45
- 46. THINGS TO REMEMBER • Rome wasn’t build in a day neither are great Crystal Reports • Formatting a report takes time – breathe • Have an idea / layout of the report ahead of time • Don’t forget to export Sorting fields • Ask for help - Blackbaud Support - Knowledgebase & Forums - Blackbaud Report Writing Services • If you made it this far – you can do ANYTHING! 46
- 47. Joe Meehan Associate Director of Database Marketing & Information Milken Institute JMeehan@MilkenInstitute.Org @JoeMeehan 47
Editor's Notes
- #2: TITLE SLIDE.