Crystal Report

SAP Crystal Reports for Enterprise User Guide
■ SAP Crystal Reports for Enterprise

2012-03-16

Copyright

© 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
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.
2012-03-16

Contents

Chapter 1

1.1
1.2
1.3

About Crystal Reports...........................................................................................................13

Chapter 2

Introduction to Reporting......................................................................................................15

2.1
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.2
2.2.1
2.2.2
2.2.3
2.3
2.3.1
2.3.2
2.3.3
2.3.4
2.3.5
2.3.6
2.3.7
2.3.8
2.3.9
2.3.10
2.3.11

About the report design environment.....................................................................................15

Chapter 3

Report Design Concepts.......................................................................................................45

3.1
3.2

3

Introduction to SAP Crystal Reports for Enterprise..............................................................13

Basic report design................................................................................................................45

About the online help.............................................................................................................13
Understanding examples in the documentation.......................................................................14

Report design canvas.............................................................................................................15
Side panels............................................................................................................................17
Format dialog box...................................................................................................................19
Show Problems......................................................................................................................19
Keyboard shortcuts................................................................................................................19
Logging on to SAP BusinessObjects Business Intelligence platform .....................................23
To log on to SAP BusinessObjects Business Intelligence platform for the first time...............24
To log on to SAP BusinessObjects Business Intelligence platform.........................................25
Connection error messages...................................................................................................26
Creating a new report............................................................................................................29
To create a new report from a data source.............................................................................29
To create a new report from a web template..........................................................................30
Selecting a data source..........................................................................................................31
Selecting folders and result objects........................................................................................32
Selecting tables for your report..............................................................................................33
Placing data on the report .....................................................................................................34
Formatting data .....................................................................................................................40
Grouping, sorting, and totaling data........................................................................................41
Adding a title page to the report ............................................................................................42
Adding comments to the report..............................................................................................43
Using the zoom feature..........................................................................................................44

Deciding on the content of the report.....................................................................................45

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Contents

3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
3.3
3.3.1
Chapter 4

Web-based report templates.................................................................................................53

4.1
4.2
4.2.1
4.3
4.3.1
4.3.2
4.4
4.4.1
4.5
4.5.1

Report Repository on the Web ..............................................................................................53

Chapter 5

Data Source Connections and Queries................................................................................61

5.1
5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
5.1.6
5.1.7
5.2
5.2.1
5.2.2
5.2.3
5.2.4
5.3
5.3.1
5.3.2
5.4
5.4.1
5.4.2

4

Stating the purpose................................................................................................................45

Data Source Connections......................................................................................................61

Determining the structure of the report .................................................................................46
Finding the data......................................................................................................................47
Manipulating the data.............................................................................................................48
Determining printing area characteristics................................................................................49
Developing a prototype on paper...........................................................................................50
To design a paper prototype...................................................................................................50

Selecting a report template and mapping data objects...........................................................53
To select a report template and map data objects .................................................................54
Changing data sources ..........................................................................................................55
To add a data source and map data........................................................................................56
To remove a data source........................................................................................................58
Using a placeholder formula...................................................................................................58
To use a placeholder formula .................................................................................................58
Remapping unbound objects..................................................................................................59
To remap unbound objects.....................................................................................................59

Connecting to a universe.......................................................................................................61
Connecting to an SAP BEx query...........................................................................................62
Connecting to an Analysis View ............................................................................................63
Connecting to other data sources..........................................................................................63
Connecting to a relational connection.....................................................................................64
To import server connection information................................................................................65
To export server connection information................................................................................66
Changing data sources ..........................................................................................................66
To add a data source and map data........................................................................................67
To remove a data source........................................................................................................69
Using a placeholder formula...................................................................................................69
Remapping unbound objects..................................................................................................70
Designing a Query.................................................................................................................71
Universe query design............................................................................................................71
SAP BEx query design...........................................................................................................90
Working with databases.......................................................................................................104
Opening Access queries through ODBC..............................................................................104
Using ODBC data sources...................................................................................................105

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Contents

5.4.3
5.4.4
5.5
5.6
5.6.1
Chapter 6

Report Layout and Formatting.............................................................................................125

6.1
6.1.1
6.1.2
6.1.3
6.1.4
6.1.5
6.1.6
6.1.7
6.1.8
6.1.9
6.1.10
6.1.11
6.1.12
6.1.13
6.1.14
6.1.15
6.1.16
6.1.17
6.1.18
6.1.19
6.1.20
6.1.21
6.2
6.2.1
6.2.2
6.3
6.3.1
6.4
6.4.1
6.4.2
6.5
6.5.1
6.5.2
6.5.3

5

Stored procedures...............................................................................................................107

Using the report design environment....................................................................................125

Linking tables.......................................................................................................................108
Process to Verify Data Source on First Refresh...................................................................123
Indexing the correct result objects........................................................................................124
To index saved data ............................................................................................................124

Understanding section characteristics..................................................................................125
Creating multiple-column reports..........................................................................................125
Using smart guidelines.........................................................................................................126
Hiding report sections..........................................................................................................128
Hiding report objects............................................................................................................129
Keeping a section or element from breaking across pages...................................................130
Creating a section underlay..................................................................................................130
Using pre-printed forms........................................................................................................132
Preventing the truncation of text inside an element..............................................................132
Hiding blank lines in embedded objects................................................................................133
Placing multi-line, text-based elements.................................................................................133
Indenting lines......................................................................................................................134
Allowing for overflow object representation..........................................................................134
Selecting multiple elements..................................................................................................135
Understanding text rotation..................................................................................................135
Modifying line spacing..........................................................................................................136
Setting page size and page orientation.................................................................................137
Setting page margins...........................................................................................................137
Setting custom page size.....................................................................................................138
Using TrueType fonts...........................................................................................................138
Using date formats on a Japanese system...........................................................................139
Formatting properties...........................................................................................................139
Working with absolute formatting ........................................................................................139
Working with conditional formatting......................................................................................146
Using the Format Painter .....................................................................................................152
To copy and apply formatting...............................................................................................153
Enabling actions...................................................................................................................153
Enabling bound actions.........................................................................................................153
Using bound actions.............................................................................................................154
Multiple Section Reports......................................................................................................155
About sections.....................................................................................................................155
Working with sections..........................................................................................................156
Using multiple sections in reports ........................................................................................157

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Contents

6.5.4
6.6
6.6.1
6.6.2
6.6.3
6.6.4
6.6.5
6.6.6
6.6.7
6.6.8
6.6.9
6.6.10
6.6.11
6.6.12
6.6.13
6.6.14
6.6.15
6.6.16
Chapter 7

Sorting, Grouping, and Totaling..........................................................................................169

7.1
7.1.1
7.1.2
7.1.3
7.2
7.2.1
7.2.2
7.2.3
7.2.4
7.2.5
7.2.6
7.2.7
7.2.8
7.3
7.3.1
7.3.2
7.3.3
7.4
7.4.1
7.5
7.5.1

6

Form letters.........................................................................................................................158

Sorting data.........................................................................................................................169

Semantic Error Messages....................................................................................................162
{xxxx} may have multiple values in this group; only the first or last value will be displayed......162
{xxxx} may have multiple values in the report header; only the first value will be displayed.....162
{xxxx} may have multiple values in the report footer; only the last value will be displayed. .....163
Only the first value on the page will be shown......................................................................163
Only the last value on the page will be shown......................................................................164
The measure {xxxx} has no meaningful value in this location.................................................164
The measure {xxxx} may have multiple values in this location................................................164
The delegated measure {xxxx} may have multiple values in this group..................................164
The value for the delegated measure {xxxx} cannot be calculated in this group.....................165
The delegated measure {xxxx} may have multiple values in this crosstab..............................165
The value for the delegated measure {xxxx} cannot be calculated in this crosstab................165
Select the External Hierarchy option when grouping on a hierarchy......................................166
Hierarchy objects should be placed within a hierarchical group.............................................166
The level {xxxx} should be placed within a group based on its associated hierarchy..............166
The recommended operation for this Total is {xxxx}..............................................................167
Totaling on {xxxx} is not recommended.................................................................................167

Understanding sort options .................................................................................................169
How to sort your data..........................................................................................................171
Sort controls........................................................................................................................171
Grouping data......................................................................................................................173
To group data.......................................................................................................................174
Creating custom groups.......................................................................................................174
Keeping a group from breaking across pages.......................................................................175
Keeping the first group on the first page..............................................................................176
Sorting records within groups..............................................................................................176
Grouping data into intervals..................................................................................................177
Grouping by the first letter of a customer name...................................................................178
Grouping data hierarchically.................................................................................................179
Totaling grouped data...........................................................................................................182
To total grouped data...........................................................................................................183
Ordering groups by totaled values........................................................................................184
Selecting top or bottom N groups or percentages ...............................................................184
Calculating Percentages.......................................................................................................186
To calculate a percentage....................................................................................................186
Group headers.....................................................................................................................186
Creating group headers .......................................................................................................187

2012-03-16

Contents

7.5.2
7.5.3
7.6
7.6.1
7.6.2
7.6.3
7.6.4
7.6.5
Chapter 8

Charting..............................................................................................................................197

8.1
8.1.1
8.1.2
8.1.3
8.2
8.2.1
8.2.2
8.2.3
8.2.4
8.2.5
8.3
8.3.1
8.3.2
8.3.3
8.3.4
8.3.5

Charting concepts................................................................................................................197

Chapter 9

Cross-tabs...........................................................................................................................219

9.1
9.2
9.2.1
9.3
9.3.1
9.3.2
9.3.3
9.4
9.4.1
9.4.2
9.4.3
9.4.4

7

Suppressing group headers.................................................................................................188

About Cross-tabs.................................................................................................................219

Drilling-down on group headers............................................................................................188
Running Totals.....................................................................................................................189
Understanding running totals................................................................................................189
Creating running totals in a list ............................................................................................190
Creating running totals for a group.......................................................................................191
Creating conditional running totals.......................................................................................192
Creating running totals using a formula.................................................................................194

Chart definition.....................................................................................................................197
Where to place a chart ........................................................................................................207
Drill-down on charts.............................................................................................................208
Creating charts....................................................................................................................208
To create a chart..................................................................................................................208
To create a box plot chart.....................................................................................................209
To create a tag cloud chart...................................................................................................209
To create a tree map chart...................................................................................................210
Charting on Cross-tab totals................................................................................................211
Working with charts.............................................................................................................212
Editing charts.......................................................................................................................212
Formatting charts.................................................................................................................213
Trendlines............................................................................................................................215
Dual Axis Charts..................................................................................................................216
Auto-arranging charts...........................................................................................................216

Adding a Cross-tab..............................................................................................................220
To add a Cross-tab..............................................................................................................220
Working with Cross-tabs......................................................................................................221
To show values as percentages ..........................................................................................221
Printing Cross-tabs that span multiple pages .......................................................................221
Keeping a column from breaking across pages.....................................................................222
Formatting Cross-tabs.........................................................................................................222
To change the width, height, and alignment of Cross-tab cells..............................................222
To format the background color of entire rows/columns......................................................223
To format elements individually ............................................................................................223
To format several elements at one time................................................................................223

2012-03-16

Contents

9.4.5
9.4.6
9.5
9.5.1
9.5.2
9.5.3
Chapter 10

Saving, Exporting, Printing, and Viewing Reports...............................................................231

10.1
10.1.1
10.1.2
10.2
10.2.1
10.2.2
10.2.3
10.2.4
10.3
10.3.1

Saving reports......................................................................................................................231

Chapter 11

Parameters and Prompts.....................................................................................................269

11.1
11.1.1
11.1.2
11.1.3
11.1.4
11.2
11.2.1
11.3
11.3.1
11.3.2
11.3.3
11.4
11.4.1
11.4.2
11.4.3
11.4.4
11.5
11.6
11.6.1
11.6.2

8

Hiding Cross-tab data...........................................................................................................223

Parameter and prompt overview...........................................................................................269

Displaying totals from left to right.........................................................................................224
Advanced Cross-tab features...............................................................................................225
Displaying hierarchies in Cross-tabs.....................................................................................225
Calculated Members............................................................................................................226
Embedded Totals.................................................................................................................229

To save a report to your local computer...............................................................................231
To save a report with no data...............................................................................................231
Distributing reports..............................................................................................................232
Distributing reports through SAP BusinessObjects Business Intelligence platform...............232
Emailing reports...................................................................................................................234
Exporting a report.................................................................................................................235
Printing a report...................................................................................................................266
Viewing reports....................................................................................................................267
Opening reports...................................................................................................................267

Parameter considerations.....................................................................................................270
List of values types..............................................................................................................271
Optional parameters.............................................................................................................271
Prompt types.......................................................................................................................272
Creating a parameter...........................................................................................................272
To create a parameter..........................................................................................................272
Working with interactive filters.............................................................................................273
To create an interactive filter................................................................................................273
To add additional interactive filters.......................................................................................274
To delete an interactive filter................................................................................................274
Working with lists of values..................................................................................................275
Creating a parameter with a static list of values....................................................................275
Creating a parameter with a dynamic list of values...............................................................276
Creating a cascading parameter group.................................................................................277
Using separate value and description objects.......................................................................278
To delete a parameter..........................................................................................................279
Advanced parameter features..............................................................................................279
To create a parameter that allows multiple values.................................................................279
To enable Select Values Only From List...............................................................................279

2012-03-16

Contents

11.6.3
11.6.4
11.6.5
11.6.6
11.6.7
11.6.8
Chapter 12

Formulas.............................................................................................................................285

12.1
12.1.1
12.2
12.3
12.4
12.4.1
12.4.2
12.4.3
12.4.4
12.4.5
12.5
12.5.1
12.5.2
12.5.3
12.5.4
12.6
12.6.1
12.7
12.8
12.8.1
12.8.2
12.8.3
12.8.4
12.8.5
12.8.6
12.8.7
12.8.8
12.8.9
12.8.10
12.8.11
12.8.12
12.8.13
12.8.14

9

Creating a parameter that allows a discrete value or a range of values.................................280

Formulas overview...............................................................................................................285

To create a parameter with a hidden prompt........................................................................281
Creating a list of values filter................................................................................................282
To incorporate a parameter into a formula............................................................................283
Defining entry type and format using the Edit Mask..............................................................283
Null handling........................................................................................................................284

Typical uses for formulas......................................................................................................285
Formula components............................................................................................................286
Specifying formulas..............................................................................................................287
Working with the Formula Workshop....................................................................................287
Accessing the Formula Workshop........................................................................................288
Navigation panel (Formula Workshop)..................................................................................288
Objects panel (Formula Workshop)......................................................................................288
Formula text window............................................................................................................289
Formula Workshop buttons..................................................................................................289
Creating and modifying formulas..........................................................................................291
Creating a formula................................................................................................................291
To edit formulas...................................................................................................................292
To search and replace text...................................................................................................292
Deleting formulas.................................................................................................................292
Debugging formulas tutorial..................................................................................................293
About this tutorial.................................................................................................................293
Error Messages and Formula Compiler Warnings.................................................................298
Creating Formulas with Crystal Syntax.................................................................................308
Crystal syntax overview.......................................................................................................308
Crystal syntax fundamentals.................................................................................................308
Comments (Crystal syntax)..................................................................................................309
Objects (Crystal syntax).......................................................................................................310
Expressions (Crystal syntax)................................................................................................311
Assignment (Crystal syntax).................................................................................................313
Simple data types (Crystal syntax).......................................................................................314
Range data types (Crystal syntax)........................................................................................316
Array data types (Crystal syntax).........................................................................................318
Variables (Crystal syntax).....................................................................................................318
Functions (Crystal syntax)....................................................................................................325
Operators (Crystal syntax)...................................................................................................330
Control structures (Crystal syntax).......................................................................................332
Limitations (Crystal syntax)..................................................................................................342

2012-03-16

Contents

Chapter 13

13.1
13.2
13.2.1
13.2.2
13.3
13.3.1
13.3.2
13.4
13.4.1
13.5
13.5.1
13.6
13.6.1
13.6.2
13.7
13.7.1
13.8
13.8.1
13.9
13.9.1
13.10
13.10.1
13.10.2
13.11
13.11.1
13.11.2
13.12

What are subreports?...........................................................................................................343

Chapter 14

Multilingual Reporting.........................................................................................................357

14.1
14.2
14.2.1
14.3
14.3.1
14.4
14.4.1

10

Subreports...........................................................................................................................343

Levels of multilingual reporting.............................................................................................357

Unlinked vs. linked subreports.............................................................................................343
Unlinked...............................................................................................................................344
Linked..................................................................................................................................344
Inserting subreports.............................................................................................................345
To insert a new report as a subreport...................................................................................345
To insert an existing report as a subreport...........................................................................346
Saving a subreport as a main report.....................................................................................347
To save a subreport as a main report...................................................................................347
Formatting subreports..........................................................................................................347
To format subreports...........................................................................................................348
Re-importing subreports.......................................................................................................348
To re-import subreports.......................................................................................................348
To re-import subreports when the source location has changed...........................................348
Linking a subreport to the main report with subreport filters.................................................349
To link a subreport to the main report with subreport filters..................................................349
Linking a subreport to the main report with data passing links..............................................350
To link a subreport to a main report with data passing links..................................................350
Modifying the record selection formula with a data passing link............................................351
To modify the record selection formula with a data passing link............................................351
Combining unrelated reports by using subreports ...............................................................352
To combine two unrelated reports........................................................................................352
To combine three or more unrelated reports........................................................................352
Creating an on-demand subreport........................................................................................353
To create an on-demand subreport.......................................................................................353
Adding captions to on-demand subreports...........................................................................354
Showing different views of the same data in a report...........................................................355

Creating multilingual report templates..................................................................................358
To create a multilingual report template................................................................................358
Scheduling multilingual reports.............................................................................................359
To schedule a multilingual report..........................................................................................359
Viewing multilingual reports..................................................................................................360
To configure viewing preferences.........................................................................................360

2012-03-16

Contents

Chapter 15

Creating Accessible Reports...............................................................................................361

15.1
15.1.1
15.2
15.2.1
15.2.2
15.2.3
15.2.4
15.2.5
15.3
15.3.1
15.3.2
15.3.3
15.4
15.4.1
15.4.2

About accessibility ..............................................................................................................361

Chapter 16

Report Coexistence Between Versions of SAP Crystal Reports.........................................377

16.1
16.2
16.3
16.4
16.5

Versions of SAP Crystal Reports.........................................................................................377

Appendix A

More Information.................................................................................................................381

Index

11

Benefits of accessible reports..............................................................................................361
Improving report accessibility...............................................................................................362
Placing elements in reports..................................................................................................363
Text......................................................................................................................................364
Color....................................................................................................................................367
Navigation............................................................................................................................369
Parameters..........................................................................................................................370
Designing for flexibility.........................................................................................................370
Accessibility and conditional formatting................................................................................371
Accessibility and suppressing sections.................................................................................372
Accessibility and subreports.................................................................................................372
Improving data table accessibility.........................................................................................373
Text elements and data table values.....................................................................................373
Other data table design considerations................................................................................376

Reports processed separately..............................................................................................377
Update existing reports........................................................................................................378
Disabling the Convert Date-Time Field option.......................................................................379
Audit reports........................................................................................................................379

383

2012-03-16

Introduction to SAP Crystal Reports for Enterprise


1.1 About Crystal Reports
Crystal Reports is designed to work with your database to help you analyze and interpret important
information. Crystal Reports makes it easy to create simple reports, and, it also has the comprehensive
tools you need to produce complex or specialized reports.
Create any report you can imagine
Crystal Reports is designed to produce the report you want from virtually any data source. Formulas,
cross-tabs, subreports, and conditional formatting help make sense of data and uncover important
relationships that might otherwise be hidden. Geographic maps and graphs communicate information
visually when words and numbers are simply not enough.
Extend reporting to the Web
The flexibility of Crystal Reports doesn't end with creating reports — your reports can be published in
a variety of formats including Microsoft Word and Excel, E-mail, and even over the Web. Advanced
Web reporting lets other members of your workgroup view and update shared reports inside their web
browser.
Incorporate reports into applications
Application and web developers can save time and meet their users needs by integrating the report
processing power of Crystal Reports into their database applications. Support for most popular
development languages makes it easy to add reporting to any application.
Whether it's the web master in IT, the promotion manager in marketing, the database administrator in
finance or the CEO, Crystal Reports is a powerful tool designed to help everyone analyze and interpret
the information that's important to them.

1.2 About the online help
The online help includes procedures for typical reporting tasks such as placing objects, formatting
reports, and sorting records. It also contains information on more specific areas of interest such as

13

2012-03-16


advanced formula creation and accessing different types of data. Use the online help as a reference
for your basic reporting needs as well as an introduction to new concepts in report creation.

1.3 Understanding examples in the documentation
The Crystal Reports documentation describes how to connect to a variety of data sources and how to
add information to the report designer from those data sources. It also provides example code for the
functions. Although the terminology may refer to databases and fields, the instructions also apply to
data sources such as universes and queries that contain result objects.
For the sake of simplicity, sample folder and object names are used in the instructions and in the function
code examples. The following code sample shows how the folder and object names may be used:
Average ({orders.ORDER AMOUNT}, {customer.CUSTOMER ID})

Many examples use objects from a Customer folder and numeric values from an Internet Sales folder.
There may be other objects in the documentation, but the following table shows the most commonly
used objects.
Customer
Object

Data type

Customer

string

City

string

State-Province

string

Country

string

Internet Sales Amount

numeric

Internet Order Quantity

numeric

These objects will usually be displayed as follows:
•
•
•

14

Customer
Internet Sales Quantity
Country

2012-03-16

Introduction to Reporting


This section shows you the basics of creating a report in SAP Crystal Reports for Enterprise. First you
will learn about the report design environment, and then about how to select result folders, place
elements on a report, and how to sort, group, and total your report data.

2.1 About the report design environment
This section introduces you to some of the important areas of Crystal Reports that you will use most
when creating reports.

2.1.1 Report design canvas
The report design canvas is the area where you design the structure of your report. You can place
various elements on the canvas including data objects, charts, and text elements.
Two views are available for laying out the information and previewing it. One view shows the structure
only ("Structure" mode) and the other view is a page that includes data ("Page" mode).

2.1.1.1 Structure mode
"Structure" mode is where you do most of the initial work when creating a report. It is where you do the
initial formatting and place objects in the sections where you want them to appear.
"Structure" mode provides an efficient environment for designing a report because you work with data
representations, not with data itself. When an object is placed on the report, the program identifies the
object but does not retrieve the data. The object is represented by a frame. You can add and delete
objects and other elements, move them around, set up complex formulas, and more, without using the
computer or network resources needed to gather the data.
The report created in "Structure" mode contains only the structure and instructions for creating the final
report. To see how the report looks as a report with data, view it in "Page" mode.

15

2012-03-16


2.1.1.1.1 Structure mode areas
When you create a new report, Crystal Reports automatically creates five essential report areas in
"Structure" mode:
•

"Report Header"
This area is generally used for the report title and other information you want to appear at the
beginning of the report. It can also be used for charts and cross-tabs that include data for the entire
report.

•

"Page Header"
This area is generally used for information that you want to appear at the top of each page, such as
chapter names, the name of the document, and other similar information. This area can also be
used to display object titles above the objects on a report.

•

"Body"
This area is used for the body of the report, and is printed once per record. The bulk of the report
data generally appears in this section.

•

"Report Footer"
This area is used for information you want to appear only once at the end of the report (such as
grand totals) and for charts and cross-tabs that include data for the entire report.

•

"Page Footer"
This area usually contains the page number and any other information you want to appear on the
bottom of each page.

If a group is added to the report, the program creates two additional areas:
•

"Group Header"
This area typically holds the group name object, and can be used to display charts or cross-tabs
that include data specific to the group. It is printed once at the beginning of a group.

•

"Group Footer"
This area generally holds the summary value, if any, and can be used to display charts or cross-tabs.
It is printed once at the end of a group.

When a group is added, the "Group Header" area appears directly above the "Body" area and the
"Group Footer" area appears directly below the "Body" area.
If you set up additional groups, the program creates new group areas between the "Body" area and the
existing "Group Header" and "Group Footer" areas.

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2.1.1.2 Page mode
"Page" mode shows the report structure and its data. In this mode you can see how your report will
look when it is printed or published.
"Page" mode allows you to edit the formatting of your report using the actual data. You can see the
direct results of your changes on the report, allowing you to fine-tune the formatting until the report
looks exactly as you want it to.

2.1.2 Side panels
Use the side panels to add connections, manage objects, insert folders, and so on.
The side panel area is located to the left of the report canvas. You can navigate between the side panels
by clicking the vertical row of icons on the side panel sidebar.

2.1.2.1 Data Explorer

Use the "Data Explorer" side panel to insert, modify, or delete objects in your report. When you
create a new report or open an existing report, the "Data Explorer" side panel opens adjacent to the
report canvas. Objects that you add in the Query Panel are stored in the "Data Explorer" where they
can be added to the report.
The "Data Explorer" side panel is separated into five areas. Expand the area by clicking the area name.
Result Objects
This area shows the universe elements that have been selected for use in the report. Drag elements
to the report canvas to add them to the report.
Click Edit Query to add a new universe element to the report.
Formulas
This area shows the formulas that have been created for the report. Drag formulas to the report canvas
to add them to the report. Right-click the side panel, and then click New Formula to add a new formula.

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Parameters
This area shows the parameters that have been created for the report. Right-click the side panel and
click New to add a new parameter or a new cascading parameter group.
Running Totals
This area shows the running totals that have been created for the report. Right-click the side panel and
click New Running Total to add a new running total.
Predefined Objects
This area shows the predefined objects you can add to your report. Drag objects to the report canvas
to add them to the report.

2.1.2.2 Outline

Use the "Outline" panel to view the content of the report in a tree view. The root node is the report
itself, while the first-level nodes represent the sections of the report. Within each section, the report's
objects and elements are listed.
You can modify report objects and elements by right-clicking them in the "Outline" panel and clicking
Format <Object>. The Format dialog box shows the actions you can take on the object.

2.1.2.3 Group Tree

Use the "Group Tree" panel to see a tree view of groups and subgroups in the report. Any item
you select in the "Group Tree" is selected on the report canvas.

2.1.2.4 Find

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Use the "Find" side panel to search the report for any specific value. Type a word or phrase into
the text box and press Enter. The search results appear in the side panel.

2.1.3 Format dialog box
The "Format" dialog box displays the formatting options for the selected element. The "Format" dialog
box appears when you right-click an element and click "Format"<Object>.
Use the "Format" dialog box to make formatting changes to the different areas of your report. For
example, when you right-click the "Report Header" section on the report canvas and click
"Format"<Section>, the "Format" dialog box displays the changes you can apply to that section.

2.1.4 Show Problems
The "Problems" panel displays a list of errors found in your report. It includes a description, the context,
and the category of the error.
When you click the Show Problems
appears.

icon at the bottom of the report canvas, the "Problems" panel

2.1.5 Keyboard shortcuts
You can navigate the report structure using the keyboard instead of the mouse.

2.1.5.1 Structure, page, and side panel access
Side Panels
The following shortcut keys allow access to the side panels:
• Data Explorer: CTRL + 1.
• Outline: CTRL + 2.
• Group Tree: CTRL + 3.

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•

Find: CTRL + 6.

Report Modes
The following shortcut keys allow access to the Structure and Page modes:
• Structure mode: CTRL + ALT + L.
• Page mode: CTRL + ALT + P.

2.1.5.2 Navigating the report canvas
Use the following options to navigate the main window.
•

Press F6 to move the keyboard focus around to the main areas of the screen.

•

Press Shift + F6 to cycle back in the reverse direction.

•

Pressing F6 and Shift + F6 jumps between blocks: Side Panel, Report Editor Area, Tab Toolbar,
and Top Left Toolbar.

Top Left Toolbar
•

Access the Top Left Toolbar by cycling through F6.

•

To access the second row of buttons, use Tab.

•

To switch between buttons, use the arrow keys.

•

To select buttons, use Space.

Tab Toolbar
•

Access the Tab Toolbar by cycling through F6. The initial focus is set on selected tab.

•

To switch between tabs use the right and left arrow keys.

•

To go to the buttons, use Tab.

•

To switch between buttons use the right and left arrow keys.

•

To select buttons, use Space.

Editing Keys
•
•
•
•

20

To close a current document: CTRL + W.
Copy: CTRL + C.
Paste: CTRL + V.
Cut: CTRL + X.

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2.1.5.3 Navigating objects
Common navigation
Use the following keys to navigate objects:
• To move forward and back: Alt + Left and Alt + Right.
• To go to the Previous and Next page: Page Up and Page Down.
• To go to the First and Last page: Home and End.
• To go to Page selection box: CTRL + Shift + N.
• To refresh report: F5.
Activating hyperlinks in report content
With the report canvas focused, select a report element with a hyperlink so that the element is the
primary selection and press the Space bar.
Copying and Pasting elements
Items can be copied and pasted onto the canvas using the keyboard.
Copy a result object from the "Data Explorer" using Ctrl + C and set the keyboard focus back to the
report canvas using F6. Select a section or a result object on the report where you want to paste the
object. Once selected, paste the object by using Ctrl + V and using Enter.

2.1.5.3.1 To insert an element using keyboard commands
1. Press Tab to move the focus to the "Insert" tab.
2. Use the arrows to navigate to the required element.
3. Press Ctrl + C to copy the element.
4. Press Tab to return to the "Structure" mode.
Use the arrows to move to the section where you want to place the element.
5. Press Ctrl + V to paste the element.

2.1.5.3.2 To insert an object from a list
1. Press Tab to move the focus to the "Insert" tab.
2. Use the arrows to navigate to an object list.
3. Press Space to activate the drop list.
4. Use Tab to navigate between controls.
5. Press Enter to select the controls and buttons.

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2.1.5.4 Selecting, moving, and resizing objects
When no object is selected on the current page, pressing the UP or DOWN arrow will select the first
visible section.
Once a section is selected, pressingAlt + UP will select its parent area. Or pressing Alt + DOWN will
select the first report object in the section. Or pressing UP and DOWN (no Alt) will select adjacent
sections.
Once a report object is selected, pressing the arrow keys will move the selection to adjacent report
objects. The period (dot) key will cycle through the available handles and allow the object to be resized
or moved.
If a complex report object such as a crosstab is selected, pressing Alt + DOWN will select the first field
within the crosstab (and the arrow keys will move to adjacent elements). Pressing Alt + UP will move
back to the parent.

2.1.5.5 Navigating charts
You can use keyboard shortcuts to modify a chart:
• To select elements within a chart, use Alt + Down.
• To select other regions within the chart, use the arrow keys.
• To modify chart data, use Shift+F10 to activate the context menu and then select Edit Chart Data.
Press the arrow keys to select the drop zones. You may have to press Down, Up, Right, or Left to
move to all of the drop zones. Once a drop zone is selected, press Alt + Down to select an element
within the drop zone.
Note:
Though it is not currently possible to access the check boxes in the data mode page using only the
keyboard, there is an equivalent function inside the Format chart dialog box.
•
•

Press Tab to move the focus to the data mode overlay.
To switch back to the "Show" chart mode, with a chart element selected, use Shift+F10 to activate
the context menu and then select Show Chart.

2.1.5.6 Navigating the Groups and Sorts dialog box

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The "Groups and Sorts" dialog box can be activated from the "Data" toolbar or directly from the context
menus of various elements on the report canvas such as group areas, sections, result objects, total
elements within groups, and so on.
In the "Groups and Sorts" dialog box, use the standard keys (Tab, Enter, Space, Alt + Down, and the
arrow keys) to navigate through the dialog box.
To select a group or sort, press Space when the group or sort area is focused.

2.1.5.7 Navigating miscellaneous objects
Combo drop list
When a combo drop list is selected anywhere in Crystal Reports, use Alt + Down to cause the list to
drop.
Using Esc will cancel the dropdown or using Enter will select the current drop list selection and close
the drop list.

2.1.5.8 Navigating statement editors
The following options allow you to edit statement editors, interactive filters, and conditional formatting:
• To select the previous or next statement in a group, use the Up and Down arrow keys.
• To cycle through all keyboard-navigable parts in the editor, use Tab and Shift + Tab.
• To apply the relevant delete action for the selected part, use Delete.
• To go into edit mode for the selected part, use F2.
• To toggle a join part between "OR" and "AND" operators, use F2.
• To cancel an option in the editor dialog box, use Esc.
• To activate an option in the editor dialog box, use Enter.

2.2 Logging on to SAP BusinessObjects Business Intelligence platform
Before you can create a report with SAP Crystal Reports for Enterprise, you must be connected to an
SAP BusinessObjects Business Intelligence platform server.
Check with your system administrator for the proper server name to use for the connection.

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2.2.1 To log on to SAP BusinessObjects Business Intelligence platform for the first
time
Get the correct Web Services server name from your SAP BusinessObjects Business Intelligence
platform administrator.
If you have not connected to SAP BusinessObjects Business Intelligence platform before, you will need
to add the server connection before you can log on.
Note:
If you cannot connect to the BI platform server, refer to your Web Services administrator to ensure the
connection to the Web Services server is configured properly.
1. Click File > Log on to SAP BusinessObjects Business Intelligence platform.
The "Log on to SAP BusinessObjects Business Intelligence platform" dialog box appears.
2. Click New Connection.
Note:
When you have created at least one connection, this button displays as Manage Connections.
3. In the "Server Connections" dialog box, click Add to add a server connection.
4. In "Connection Display Name", type a descriptive name for the connection.
For example, type “Test server” or “Human Resources server”.
5. In "BI platform Web Services Server Name", type the server name of the SAP BusinessObjects
Business Intelligence platform system that you want to connect to.
Note:
•
•
•

You do not need to type the complete URL here, only the server name.
If the server requires an encrypted connection, select the This server requires an encrypted
connection (SSL) check box.
The server name and port number are for where the BI platform Web Services is installed and
configured. This is not where the BI platform servers are installed.

6. In "BI platform Web Services Server Port Number", type the web server port number that is associated
with the SAP Business Intelligence platform server name.
Note:
•
•

Your system administrator can tell you the value to use for the web port number.
The server name and port number are for where the BI platform Web Services is installed and
configured. This is not where the BI platform servers are installed.

7. In "BI platform Web Services Server Context", type the server context information.
Note:
•

24

Your system administrator can tell you the value to use for the server context information.

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•

The server context information refers to the server path of the SAP BusinessObjects Business
Intelligence platform Web Service. The default value is /dswsbobje/services.

8. Type your User Name.
9. Select the correct Authentication Type.
• "Enterprise" authentication requires a user name and password that are recognized by the BI
platform.
•

"LDAP" authentication requires a user name and password that are recognized by an LDAP
directory server.

•

"Windows AD" (Active Directory) authentication requires a user name and password that are
recognized by Windows AD.

•

"SAP" authentication requires a user name and password that are recognized by SAP.

Note:
Your system administrator can tell you which authentication type to use.
10. Click OK.
11. In the "Log on to SAP BusinessObjects Business Intelligence platform", type your Password and
click OK.
If you selected "Windows AD" from the "Authentication Type" list, you can select the Enable Single
Sign-On check box if you want to enable single sign-on.
Note:
The server must be configured for single sign-on.
You are now logged on to the BI platform server. You can create new reports or edit existing ones.
Related Topics
• To import server connection information
• To export server connection information

2.2.2 To log on to SAP BusinessObjects Business Intelligence platform
Follow these steps if you have already set up server connections to SAP BusinessObjects Business
Intelligence platform.
Note:
If you cannot connect to the SAP BusinessObjects Business Intelligence platform server, refer to your
Web Services administrator to ensure the connection to the Web Services server is configured properly.
1. Click File > Log on to SAP BusinessObjects Business Intelligence platform.
The "Log on to SAP BusinessObjects Business Intelligence platform" dialog box appears.
2. From the "Select a connection" list, click the server name for the server that you want to connect to.

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3. Type in your User Name and Password and then click OK.
You are now logged on to the SAP BusinessObjects Business Intelligence platform server. You can
create new reports or edit existing ones.
Related Topics
• To import server connection information
• To export server connection information

2.2.3 Connection error messages
When you attempt to connect to the SAP BusinessObjects Business Intelligence platform, you may
encounter a connection error.
This section describes how to view connection error details, how to resolve connection errors, and the
most common types of connection error messages.

2.2.3.1 To view connection error details
If you encounter a connection error, an error message will appear in the "Log on to SAP BusinessObjects
Business Intelligence platform" dialog box.
The following section describes how to view connection error details and copy them to the clipboard.
1. Click View Details.
The "SAP BusinessObjects BI Platform Connection" dialog box appears. Here, you can see the
settings used to connect to the BI platform.
2. Click View Error Log.
3. In the "Error Details" dialog box, click Copy to Clipboard.
The contents of the "Error Details" dialog box are copied to the clipboard.
4. Click OK.

2.2.3.2 Resolving a connection error
You can resolve a connection error in three ways:
• Modify the server connection information.

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•
•

Modify the network settings.
Connect without a proxy.

Related Topics
• To modify server connection information
• To modify network settings
• To connect without a proxy

2.2.3.2.1 To modify server connection information
The following section describes how to modify the server connection information to resolve the connection
error.
2. Click Change beside the "Enterprise Service Information" section.
3. In the "Server Connections" dialog box, change your server connection information and click OK.
Note:
For assistance, contact your network administrator.
4. In the "Log on to SAP BusinessObjects Business Intelligence platform" dialog box, type your
Password, and click OK.
If you continue to receive an error message, modify your network settings or connect without a proxy.
Related Topics

2.2.3.2.2 To modify network settings
The following section describes how to modify the network settings to resolve the connection error.
The "BI Platform Connection" dialog box appears. Here, you can see the settings used to connect
to the BI platform.
2. Click Change beside the "Network Settings" section.
3. In the "Preferences" dialog box, change your network settings and click OK.

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If you continue to receive an error message, modify your server connection information or connect
without a proxy.
Related Topics

2.2.3.2.3 To connect without a proxy
If you attempted to connect to the BI platform with a proxy, you will now attempt to connect to the system
without a proxy.
2. Click Try to connect without proxy.
The "Connect without Proxy" dialog box appears, indicating the success or failure of the attempt.
• If the connection is unsuccessful, proceed to step 3.
• If the connection is successful, proceed to step 4.
3. Click OK.
Note:
Check your network configuration. For assistance, contact your network administrator.
4. Click either Yes or No.
•
•

Click Yes to save the changes.
Click No to discard the changes.

If you continue to receive an error message, modify your server connection information or network
settings.
Related Topics

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2.3 Creating a new report
This section provides you with information on the report creation process, including the following options:
•
•
•
•
•
•

Creating a report from a data source or from a web template.
Selecting the data source.
Adding elements.
Formatting data.
Selecting records.
Grouping, sorting, and totaling data.

2.3.1 To create a new report from a data source
To create a new report from a data source, you can place text elements or predefined objects on a
blank report, or you can connect to a data source and select result objects to display data on your
report.
1. Click File > New > From Data Source.
The "Choose a Data Source Connection" dialog box appears.
2. Select the data source that you want to connect to.
3. Choose one of the following options to select data for your report.
Option

Description

SAP BusinessObjects Business a. Select a universe or query and then click Next.
Intelligence platform
b. Select the Result Objects and then click Finish.
Connection by Vendor

a. Select a data source and click Finish.

You have created a new report.
Related Topics
• Logging on to SAP BusinessObjects Business Intelligence platform
• Selecting a data source
• Selecting folders and result objects
• Selecting tables for your report
• Placing data on the report

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2.3.2 To create a new report from a web template
1. Click File > New > From Web Template.
The "Open Template" dialog box appears.
2. Select a template and click OK.
The template is loaded into Crystal Reports and you are prompted to either Preview the report layout
or to set the data source location. Setting the data source location means you need to choose which
data source to use for the report.
3. Click Set Data Source Location.
The "Set Data Source Location" dialog box appears.
4. In the Target Data Source area, click Add Connection.
5. Choose one of the following options to select data for your report.
Option

Description

Previous Connection

a. Select an existing data source connection.
b. Click Finish.

SAP BusinessObjects Business In- a. Select a universe or query.
telligence platform
b. Click Finish.
Connection by Vendor

a. Fill in the data source details.
b. Click Finish.

6. Map the result objects from the "Current Data Source" to result objects in the "Target Data Source".
You may need to expand folders or tables in the target data source area before you can map the
objects.
7. Click Done.
The report is updated with data from your data source.
Related Topics
• Web-based report templates
• Selecting a data source
• Selecting tables for your report
• Placing data on the report

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2.3.3 Selecting a data source
Crystal Reports supports connecting to several data sources, including the following:
•
•
•
•
•
•

Universe
SAP BEx Query
Analysis view
ODBC
JDBC
Excel Spreadsheet

2.3.3.1 To select a data source from the BI platform server
Connect to an SAP BusinessObjects Business Intelligence platform server.
1. You can select a data source when creating a new report, or add a data source later.
• To add a data source to a new report, click Blank Report.
• To add a data source to an existing report, click Data > Choose Data Source.
The "New Data Source Connection" dialog box appears.
2. Select a data source type and click Next.
The following are valid data source types:
• Universe
• SAP BEx Query
• Analysis View
3. If you are not already logged on, log on to your SAP BusinessObjects Business Intelligence platform
server and click Next.
Note:
If you are already logged on, the login screen is not displayed.
4. Select the data source that you want to connect to, and then click Next.
The "Edit Query" panel appears. You can now select elements to include in your query.
Note:
If you connect to an Analysis View, the query panel will not appear because Analysis Views contain
pre-designed queries. The report canvas will appear.
Related Topics

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2.3.3.2 To select a data source from a vendor
1. You can select a data source when creating a new report, or add a data source later.
• To add a data source to a new report, click Blank Report.
• To add a data source to an existing report, click Data > Choose Data Source.
2. Select Connection by Vendor.
A list of vendors is displayed.
3. Select the data source vendor that you want to connect to, and then click Next.
The Set up your connection dialog box appears.
4. Fill in the connection details and click Next.
The "Select Tables for your Report" panel appears. You can now select elements to include in your
report.

2.3.4 Selecting folders and result objects
After selecting a data source, you can select one or more folders or result objects within the folders to
include in your report.

2.3.4.1 To select folders and result objects
1. You can select folders when creating a new connection to a data source, or when a connection is
already set up.
• When creating a new connection in a blank report, select the data source in the "Choose a Data
Source Connection" dialog box and click Next.
• If a connection is already set up, click Edit Data Sources in the "Result Objects" area of the
"Data Explorer" side panel.
The "Query Panel" dialog box appears.
2. Select a folder or an object from the "Universe" pane and double-click it or drag it to the "Result
Objects for Query #1" pane.
3. Repeat the previous step for each object that you want to include in the query.

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Note:
It is recommended to avoid including both a hierarchy object and associated level objects in the
same report. A hierarchy object contains all of the hierarchy nodes in a hierarchy form, whereas a
level object contains only the hierarchy nodes that match the level index in a flattened form. If both
kinds of objects are included in a report, the hierarchical data and flattened data will both be included
in the query.
4. Click Finish.
The folders and objects appear in the "Result Objects" area of the "Data Explorer" side panel.
Note:
SAP BW hierarchies will be displayed in a flat format, not a nested format, in the "Result Objects" area.
Related Topics
• Quick reference to objects

2.3.5 Selecting tables for your report
After selecting a data source, you can select one or more tables to include in your report. Links between
tables may be automatically created, or you may have to add them yourself.
Related Topics
• Linking tables

2.3.5.1 To select tables for your report
1. You can select tables when creating a new connection to a data source, or when a connection is
already set up.
• When creating a new connection in a blank report, select the data source in the "Choose a Data
Source Connection" dialog box and click Next.
• If a connection is already set up, click Edit Data Sources in the "Result Objects" area of the
"Data Explorer" side panel.
2. Select a table and double-click it or drag it to the "Selected Tables" pane.
3. Repeat the previous step for each table that you want to include.

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Note:
If you include more than one table, the tables need to be linked together. Some table combinations
will create automatic links on fields that are common to both tables. For other combinations, you will
have to create the link.
a. To create links manually, drag a field from one table to a field in another table.
You will not be able to create a link if the fields have different data types.
4. Click Finish.
The tables appear in the "Result Objects" area of the "Data Explorer" side panel.

2.3.6 Placing data on the report
Placing data on a report is a very important task. To produce reports that are clear and effective, you
need to know what type of data to place on the report and where on the report to place it.
Note:
A report (.rpt) file might contain sensitive business data. You are advised to protect access to the file
by using one of these methods:
• Manage the file with SAP BusinessObjects Enterprise server.
• Apply file security.
• Apply operating system-level encryption.

2.3.6.1 Result objects
Result objects are objects that display data from the data source. Much of the data displayed on a report
is from result objects. Normally, result objects will be placed in the "Body" area, but under certain
circumstances, they will be placed in other sections of the report.
Note:
If you are using a relational universe, OLAP universe, or SAP BEx query, delegated measures may be
available. If you place a delegated measure in the "Body" area, it will appear as a result object. However,
if you place a delegated measure in the "Report Header", "Report Footer", "Group Header", "Group
Footer", a Cross-tab, or a chart, it will be displayed as a total.

2.3.6.1.1 To insert result objects
1. In the "Result Objects" area of the "Data Explorer" side panel, click the folders to expand the objects.
2. Drag objects to the desired location on the report canvas.

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Note:
You can also insert an object by right-clicking the object in the "Data Explorer" and clicking Insert.

2.3.6.2 Formulas
To display data that is a calculated value, you need to create a formula and place that formula on the
report. For example, if the data source stores only the order dates and ship dates for orders, but you
need to display the number of days it takes to ship the order, you must create a formula that will calculate
the number of days between ordering and shipping.
Related Topics
• Formulas

2.3.6.3 Parameters
Parameters allow you to filter report data for specific users. For example, in a report used by salespeople,
you might create a parameter that prompts the user to choose a region. When the user chooses a
region, the report returns the results for the specific region instead of returning the results for all regions.
Related Topics
• Parameters and Prompts

2.3.6.4 Running total elements
To display a total that evaluates each record and provides a running sum of all values in an object (or
all values in a certain set of values), a running total element needs to be created and placed in the
report. If the first three values in an object were 2, 4, and 6, a running total would print 2, and then 6
(the sum of 2 + 4), and then 12 (the sum of 2 + 4 + 6).
Related Topics
• Running Totals

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2.3.6.5 Predefined objects
Predefined objects include "Page Number", "Record Number", "Group Number", "Print Date", and "Total
Page Count" objects. Use the commands in the "Predefined Objects" area of the "Data Explorer" side
panel to add predefined objects to your report.

2.3.6.5.1 To insert a predefined object
1. In the "Data Explorer" side panel, expand Predefined Objects.
2. Drag a predefined object to the desired location on the report canvas.
Each predefined object is inserted into the report as an element. An element frame appears. You can
now move it on the report.
Tip:
You can also right-click a predefined object, and then click Insert.

2.3.6.6 Text elements
Text elements are mostly used to hold text, but they can also hold result objects to create custom form
letters and more. You can use text elements to combine result objects, insert titles, label totals, and
other data on your report.

2.3.6.6.1 To insert a text element
1. Click Insert > Text, and then click the report canvas to place the text box.
An empty text box appears.
2. Type your text into the text box.
A text element is added to the report.
Tip:
Click once on the border of the text element to select it for resizing and moving.

2.3.6.6.2 To insert a result object in a text element
1. Insert a text element into the report.
2. Type the text that you want to appear before the first result object, if any.
3. In the "Data Explorer" side panel, click the result object you want to insert, and drag it towards the
text element.
As you move the cursor over the text element, you will see a movable insertion point.

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4. Drag the object so the insertion point is where you want the result object to appear, and place the
object.
Tip:
The result object can also be moved by selecting and moving it in the text element.

2.3.6.7 Picture elements
When designing reports, there will be times when you want to include a picture. For example, you may
want to insert a company logo in the "Report Header".

2.3.6.7.1 To insert a picture
1. Click Insert > Picture.
The "Open" dialog box appears.
2. Select the desired picture file from the file list and click Open.
An element frame appears with the picture inside, ready to be positioned.
3. Position the picture element where you want it to appear on the report and click to place it.

2.3.6.8 Hyperlink elements
You can add a hyperlink to any report element on the report canvas.
The hyperlink is saved with your report and is available to other users as a way of viewing additional
information.
Note:
Crystal Reports also lets you create hyperlinks with Relative URLs, so your web reports retain
independence from their location on any particular server.

2.3.6.8.1 To create a hyperlink element
1. Right-click the report element on the report canvas, and click Format <Element>.
The Format dialog box opens.
2. Click the Advanced option.
Note:
Not all hyperlink types are available at all times. The element you select and its location on the report
determine which types are available.

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3. From the "Type" list, select one of the following:
Option

Description

No Hyperlink

This is the default option. There is no hyperlink associated with the selected
report element.

A Website on the Select this option if you want your report element to be linked to a static web
Internet
address.
An E-mail Address

Select this option if you want to create a "mailto" address from the object you
selected. Use the Conditional Formula button to create an address based
on a object value.

A File

Select this option if you want to create a hyperlink to a file on a specific computer or networked computer.

Another Report
Element

Select this option if you want to create a hyperlink to another element on the
report.

A text box will appear below the "Type" menu.
4. Enter the website address, email address, or the file name of the hyperlink, depending on the type
you selected.
5. Close the "Format" dialog box.
A hyperlink is inserted on the report.

2.3.6.9 Alerts
Alerts are custom messages created in Crystal Reports that appear when certain conditions are met
by the data in a report. Alerts indicate action to be taken by the user, or information about report data.
Alerts are created from formulas that evaluate conditions that you specify. If the condition is true, the
alert is run and its message is displayed. Messages can be text strings or formulas that combine text
and report objects. Once an alert is run, it's not evaluated again until you refresh your report's data.
Because alerts are specific to each report, you decide when to use them and when not to. They can
be useful to point out important information such as sales that are above or below a limit. The message
is created by you, so it can be specific to your data.

2.3.6.9.1 To add a new alert
1. On the standard toolbar, click Data > Alerts.
The "Alerts" dialog box opens.
2. Click New.
3. Enter a name for your alert in the "Name" text box.

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4.

Click the Condition Formula icon next to "Condition".
The "Formula Workshop" appears.

5. Enter your alert condition formula.
If an alert formula is based on a total element, any recurring elements used must be constant over
the total element. For example, if you are grouping on Country and Region, you might create the
following alert:
Sum ({Customer.Last Year's Sales}, {Customer.Region}) > 10000
In this case, your formula can refer to either Country or Region, but not City or Customer Name
since these are not constant.
Note:
Alert formulas can be based on recurring records or on total elements, but cannot be based on
print-time elements, such as running totals or print time formulas. Alert formulas cannot have shared
variables.
6. Click Save and Close to exit the "Formula Workshop".
7. You can add a message to appear with your alert.
There are two options for adding an alert message.
• If you want the same message to appear every time your alert is run, type the message in the
"Message" box.
• If you want the message to appear customized with data elements, create a message formula.
a.
Click the Conditional Formula icon next to "Message".
b. Enter your alert message formula.
For example, if you want to see the message “<Country> is a star performer” (where
<Country> is the name of a specific country), you might create the following formula:
({Customer.Country}) + "is a star performer".
c. Click Save and Close to exit the "Formula Workshop".
Note:
The result of an alert message formula must be a string.
The DefaultAttribute function can be used to refer to a message added in the "Message"
box. For example, if the message in your message box is “is a star performer”, your alert message
formula might be:
({Customer.Country}) + DefaultAttribute
This formula relies on the text you type in the "Message" box; that text becomes the default
attribute.

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8. Click OK.
A new alert is added to the report.

2.3.7 Formatting data
At this point in creating a report, you may want to do some basic formatting. Perhaps you would like to
change the font size and style of a text element used as a title. Or, if you have a number element, such
as a sales figure, you might want to place a dollar sign before the number or change the number of
decimal places displayed.

2.3.7.1 To format elements using the Format dialog box
The Format dialog box shows the options for editing report elements. You will use the Format dialog
box to make detailed formatting changes to almost all elements in your report.
Tip:
You can also format elements through the "Format" tab in the tab bar, or by clicking Format on the
standard toolbar.
1. Right-click the element you want to reformat, and click Format <Element>.
The Format dialog box appears.
2. The Format dialog box displays a quick view of commonly used formatting options for the element.
Click Advanced to view more options.
3. Click the options on the panel to view the different sections of the dialog box.
4. Make the desired changes.
Related Topics
• Report Layout and Formatting

2.3.7.2 Inserting page headers and footers
You can use page headers and footers by placing the information in the "Page Header" or "Page Footer"
sections of the "Structure" mode.
•

40

Information to appear only on the first page of the report goes in the "Report Header".

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•

Information to appear only on the last page of the report goes in the "Report Footer".

•

Information to appear at the top of every page goes in the "Page Header".

•

Information to appear at the bottom of every page goes in the "Page Footer".

Text, objects, or formulas can be used in these sections just as in the "Body" section.

2.3.8 Grouping, sorting, and totaling data
Once a basic report is created, you will want to organize the data by grouping related information,
sorting individual records, totaling, subtotaling, and grand totaling.

2.3.8.1 Grouping records
To organize the data, you may want to group related data together. For example, after grouping a
customer list by region, you might divide the list into regional groups. That way, a sales manager for
one region could quickly locate the appropriate region group and focus exclusively on the customers
within that region.
Related Topics
• Grouping data

2.3.8.2 Sorting records
Crystal Reports allows you to specify the order in which you want the records on your report displayed.
For example, after grouping by region, you might sort the records within each region in alphabetic order
by Customer Name. Many of your reports will use some type of sorting. Depending on the report, you
will sort the records in a list or sort in conjunction with grouping.
Note:
Crystal Reports will automatically sort the first column in a report alphabetically.
Related Topics
• Sorting records within groups
• Totaling grouped data

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2.3.8.3 Totals, subtotals, and grand totals
Many reports use some sort of totaling. For example, in a North American sales report grouped by
state, you might want to calculate the total dollar amount sold in each state. You do this by creating a
subtotal on the sales object. Totals are also used at the group level, allowing you to calculate averages,
counts, and other group (aggregate) values. For example, in a sales report you may want to calculate
an average of sales per state (average total on the sales object) and calculate the number of products
sold in the state (distinct count of the product name object).

2.3.8.4 Using the isolate feature on grouped data
Crystal Reports allows you to isolate grouped or totaled information. While in the "Page" mode, right-click
the group title or total element in the "Group Header" area that you want to isolate, and click Isolate
Information.
The report now shows only the group or total you isolated. To return to your main report, click the title
above the report canvas.
Tip:
You can also isolate information on the "Group Tree" side panel, right-click the desired group and click
Isolate Information.
Related Topics
• Sorting, Grouping, and Totaling

2.3.9 Adding a title page to the report
You can add a title page to a report by inserting "Report Title" from the "Predefined Objects" area of
the "Data Explorer" side panel.
In order to use this object, you must have a title entered in the Title text box for the report. You can add
a report title using the "Summary Info" dialog box.

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2.3.9.1 To add a title page to the report
1. Click File > Summary Info.
2. In the "Summary Info" dialog box, enter a report title in the Title text box, if you have not done so
already.
3. Close the "Summary Info" dialog box.
4. In the "Predefined Objects" area of the "Data Explorer" side panel, drag the Report Title object to
the "Report Header" section of the report canvas.
5. Click the "Report Title" element to select it.
6. Format the font of the "Report Title" element from the "Format" tab.
7. Set the "Report Title" values, such as font size, font type, and position.
8. In the "Outline" side panel, right-click "Report Header" and click Format Report Header.
The Format dialog box shows the formatting options for the "Report Header" section.
9. Select the Page Break After check box.
10. Click Close.
The title appears on the first page and the report begins on the second page.

2.3.10 Adding comments to the report
There may be times when you want to include non-printing comments with a report (a personal note to
the report recipient, a note to explain more thoroughly the data on which the report is based, a report
title, a comment about some particular data on the report, and so on).
You can use the "Comments" text box in the "Summary Info" dialog box to add comments. The comments
do not print with the report; however, you can add comments to the report output if you want to.

2.3.10.1 To add comments to the report
1. Click File > Summary Info.
2. In the "Summary Info" dialog box, enter your comments in the "Comments" box.
Note:
The "Comments" box does not allow for paragraph breaks.
3. Close the "Summary Info" dialog box.

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Your comments are added to the report.

2.3.10.2 To add comments to the report output
1. In the "Predefined Objects" area of the "Data Explorer" side panel, click "Report Comments" and
drag it onto the "Report Header" section of the report canvas.
2. Right-click the "Report Comments" object on the report canvas and click Format object.
3. In the Format dialog box, set the report comment values, such as font size, font type, and position.
4. Close the Format dialog box.
The report comments now appear in the "Report Header" section of the report output.

2.3.11 Using the zoom feature
You can easily zoom in on a report. You can choose any magnification from 20% to 400%.
The zoom feature is located on the bottom right corner of the screen. Slide the bar to the left to zoom
out, and to the right to zoom in. You can also edit the zoom percentage manually by entering a
percentage into the text box. For example: 65%.
It is helpful to view reports at low magnifications in order to get an overall picture of the structure of your
report. Views at higher magnifications focus attention on the details of the report.

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Report Design Concepts


This section describes the basic concepts of report design and helps you decide what information you
want to include in your report.

3.1 Basic report design
The purpose of this section is to suggest a structured approach to preparing a Crystal Reports report.
This approach includes the following:
•

Deciding on the content of the report.

•

Developing a prototype on paper.

This section has been designed to provide a conceptual understanding of the reporting process.

3.2 Deciding on the content of the report
Before you do anything else, you should outline the information you want the report to provide. The
following sections provide a guide to making that outline.
Note:
A report (.rpt) file might contain sensitive business data. You are advised to protect access to the file
by using one of these methods:
• Manage the file with SAP BusinessObjects Enterprise server.
•

Apply file security.

•

Apply operating system-level encryption.

3.2.1 Stating the purpose

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What is the overall purpose of the report?
Reports are management tools. Their purpose is to help you quickly grasp the essential elements and
relationships found in raw data, to help you make effective decisions. For a report to be effective, it has
to present the correct data in a logical way. If it presents the wrong data, or if it presents the right data
in a haphazard manner, the report may slow the decision-making process or may even encourage
incorrect decisions.
A good starting place in the development of a report is to write out the purpose of the report in a sentence
or two. The purpose statement helps you focus on your primary needs, and it gives the report both a
starting point and a goal.
Here are some examples of purpose statements:
•

The purpose of this report is to show monthly and year-to-date sales by sales representatives,
compare this year's numbers to last year's, and flag representatives whose sales figures do not
meet company standards.

•

The purpose of this report is to show sales activity for each item in inventory, and to suggest reorder
quantities based on that activity.

•

The purpose of this report is to calculate bowling averages and handicaps for each member of the
bowling league.

Defining the purpose of the report before you start is a critical step in the overall process.
Who is going to read the report?
A single report is often used by many individuals. A detailed, company-wide sales report, for example,
may be used by sales representatives, the regional sales manager, the national sales manager, and
the Chief Operating Officer (COO).
These individuals will be interested in different aspects of the report:
•

A sales representative will use the report to evaluate individual sales performance and compare this
performance to that of other representatives in the region.

•

The regional sales manager will use the report to evaluate regional representatives and compare
the region's performance to that of other regions.

•

The national sales manager will use the report to evaluate the performance of regional managers
and compare overall sales to the current sales forecasts.

•

The COO will use the report to evaluate the performance of the Vice-President of Marketing and
the sales department as a whole, and to project such things as manufacturing needs and warehouse
locations.

Since each user of the report has different interests, it is important to plan the report so it includes the
information each user is looking for.

3.2.2 Determining the structure of the report

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What is the report title going to be?
Write out a working title for the report. You may decide to change it later, but at least you will have a
title to use when creating the prototype report.
What identifying information is needed in the header and footer?
You may want to include the print date, information on who prepared the report, a block of text to
describe the purpose of the report, the range of data covered, or something similar. If you are going to
include such information, write it down so you can use it in preparing your prototype.
The information can come from a variety of sources, depending on the kind of information you plan to
use.
•

Information on who prepared the report might be drawn from individual result objects in the result
folder(s) used. If it is to be drawn from a result folder, which folder? Or, which combination of folders?

•

A block of text can be created as a text element and placed anywhere on the report.

•

Crystal Reports can generate information such as the print date or page numbers.

3.2.3 Finding the data
What data do you want to use in the report?
Do you know the type of data source you are reporting from? If you do not know, ask the data source
administrator in your organization for help in setting up the data source type and location of the data.
Are you familiar enough with the data to find the necessary information? When looking for a Customer
Contact name, can the object be found in a result folder?
If not, your MIS professional, data source administrator, or co-workers will have to help you become
familiar with the data.
What specific data should appear in the body of the report?
The body should contain all of the data needed to fulfill the statement of purpose you wrote for the
report. It should also contain all of the data needed by the various users that you have identified.
This step requires you to look at the available result folder(s). Crystal Reports allows you to combine
data from different data sources when you create reports, so you have a great deal of flexibility in your
work.
•
•

Other data will be calculated based on result objects. Which result objects will be used in the
calculations?

•

47

Much of the data in a typical report is taken directly from result objects. Which result objects will be
used, and where are they located?

Still other data will be placed directly into the report using text elements (headings, notes, labels,
and so on).

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Does the data exist or does it need to be calculated?
Some report information can be drawn directly from result objects (sales information, for example);
other information will have to be calculated based on result object values (for example, sales commission,
based on the relationship of sales to quota). In your planning, it can be helpful to segregate or flag data
that needs to be calculated from that which can be used directly.
What types of objects contain data?
You should take the time to get to know the data type for result objects that will be used in your
calculations. Since formula functions and operators work with specific kinds of data, it is important to
recognize the data type you are working with, before you start any calculations. For example, some
functions require numeric data, while others work with only string objects.

3.2.4 Manipulating the data
Do you want the data organized into groups?
How? By customer? By date? By hierarchy? Or by other criteria? Crystal Reports provides several
options for grouping data in a report.
Do you want the data sorted based on record or group values?
Crystal Reports gives you both alternatives.
Do you want the report to contain only specific records or groups?
Crystal Reports gives you the opportunity to base a report on all of the records in a given data source,
or on a limited set of records from the data source. Crystal Reports can be used to filter records based
on simple date ranges or comparisons, or to create complex formulas to identify the records to be
included. Filtering data can be done in the Query Panel, or on your report with parameters and interactive
filters. Take a few minutes to determine the records needed for the report and list the criteria to be used
for filtering those records.
Do you want to total the data?
Do you want to total, average, count, or determine the maximum or minimum value included in all of
the values in any column on the report?
Crystal Reports allows you to do this, and it also allows the grand total (or the grand total average,
grand total count, and so on) to be placed at the bottom of the selected column.
What information should be flagged on the report?
You may want to call attention to some data by flagging it on the report. For example, non-moving
inventory items are often flagged on inventory reports so they can be given special attention. You might
want to flag each item that has shown no activity during the last month, during the last three months,
or during some other defined period. To flag information, identify it and any conditions that will trigger
the flagging.

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How do you want information flagged?
You may want to flag items with an asterisk or some other symbol, or you may want a word to appear
as a flag. In any case, you should write out flagging instructions so they are handy.
Crystal Reports gives you the opportunity to underline report elements, and change the font type, size,
or color used for specific report elements. It allows you to put borders around elements and to draw
lines and boxes (to break the report into sections), set off headings, and so on. All of these formatting
tools can be used to highlight key data on a report.

3.2.5 Determining printing area characteristics
Each report area has its own printing characteristics. It is important to understand these characteristics
because they affect when and how often different report elements get printed.
In what order will the areas print on the report?
Areas print in the order they appear in "Structure" mode (top to bottom). If there is more than one section
in an area, the sections print in the order they appear. For example, if you have three "Report Header"
sections, all three of those sections will print, in order, before the section(s) in the "Page Header" area
begin to print.
How often do report elements print?
The way elements print will determine how you design your report. This will help you decide where to
place charts, Cross-Tabs, and formulas to get specific results.
Report Header
Elements placed in the "Report Header" area print once, at the beginning of the report.
•

Charts and Cross-Tabs placed in this area contain data for the entire report.
Note:
Both charts and Cross-Tabs can filter report data by using a Group Sort; in such cases, the data
shown in the chart or Cross-Tab is a subset of the data for the entire report.

•

Formulas placed in this area are evaluated once, at the beginning of the report.

Page Header
Elements placed in the "Page Header" area print at the beginning of each new page.
•

Charts or Cross-Tabs cannot be placed in this section.

•

Formulas placed in this area are evaluated once per page, at the beginning of each new page.

Group Header
Elements placed in the "Group Header" area print at the beginning of each new group.
•

49

Charts and Cross-Tabs placed in this area contain data just for the group.

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•

Formulas placed in this area are evaluated once for each group, at the beginning of the group.

Body
Elements placed in the "Body" area print with each new record.
•

Charts or Cross-Tabs cannot be placed in this area.

•

Formulas placed in this area are evaluated once for each record.

Group Footer
Elements placed in the "Group Footer" area print at the end of each group.
•

Charts and Cross-Tabs placed in this area contain data just for the group.

•

Formulas placed in this area are evaluated once for each group, at the end of the group.

Report Footer
Elements placed in the "Report Footer" area print once at the end of the report.
•

Charts and Cross-Tabs placed in this area contain data for the entire report.
Note:
Both charts and Cross-Tabs can filter report data by using a Group Sort; in such cases, the data
shown in the chart or Cross-Tab is a subset of the data for the entire report.

•

Formulas placed in this area are evaluated once, at the end of the report.

Page Footer
Elements placed in the "Page Footer" area print at the bottom of each page.
•

Charts and Cross-Tabs cannot be placed in this area.

•

Formulas placed in this area are evaluated once per page, at the end of each new page.

3.3 Developing a prototype on paper
While a paper prototype is useful regardless of your level of expertise with Crystal Reports, it is particularly
valuable when you are first learning the program. With the paper prototype in hand, you can put your
full effort into learning and using the commands, rather than into trying to design and learn at the same
time.

3.3.1 To design a paper prototype
1. Use the same size paper you will be using for the finished report.

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2. Position the title and other descriptive header information, using boxes or lines to represent report
elements.
3. Position the footer information.
4. Review the page structure for balance.
5. Look at the information you intend to include in the body of the report:
• Count the number of objects being used and estimate the appropriate spacing between objects.
•
•

Decide on a logical sequence for presenting the data in the body of the report.

•

51

Change the spacing if you need to.

•

6.
7.
8.
9.

Use rectangles to pencil in the objects within the estimated spacing.

Label the objects to indicate that sequence.

Use small boxes to indicate group values and totals.
Place random flags in the column where you want flags to appear.
Darken any elements you want highlighted to make them stand out from the rest of the prototype.
Review the finished product for structure and balance, and make changes as needed.

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Web-based report templates


The "From Web Template" option in Crystal Reports provides a quick way of creating reports with
access to data sources such as universes and databases.
You can browse through the templates to find one that works for you, or you can search the report
repository for a specific report type.

4.1 Report Repository on the Web
Crystal Reports provides a link to the Report Repository on the Web, where the various report templates
are available for download.
The repository contains links to the report templates and search tools (which can also be used to search
for report-specific elements).

4.2 Selecting a report template and mapping data objects
The specialized report templates offered in Crystal Reports can be selected to create different types of
projects.
Select the appropriate report template from the following template options:
• Featured Templates
• Most Downloaded Templates
• Recently Added Templates
• Highest Rated Templates (user-rated)
You can also search for keywords using the search tool. Each report template type is briefly described
under each report template icon.
Once you have chosen a report template to use, you wll be prompted to connect to a data source so
that you can use the report with your own information.

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4.2.1 To select a report template and map data objects
1. You can access the report template repository from the start page or from the File menu.
Option

File menu

Description

Click File > New > From Web Templates .
The "Open Templates" dialog box appears.

Start page

From the Start page, select the Templates tab.

2. Select a template from one of the template groups.
The report opens and the "Report Repository on the Web" dialog box is displayed.
3. Select an action to proceed:
• Select Preview if you would like to preview the report template before selecting a data source.
• Select Set Data Source Location to select a data source.
4. From the "Target Data Source" panel, click the Add Connection icon.
5. Select your data source connection from one of the following options:
• Previous Connections: This option lets you use previously connected data sources.
• Browse Repository: This option lets you choose your data source from the "Data Source Type"
list.
• Connection by Vendor: This option connects to data sources sorted by a vendor or software
provider.
6. Click Finish.
The new data source files appear in the "Target Data Source" column.
7. Select an object from the "Current Data Source" panel, and connect it to an object in the "Target
Data Source" panel.
Note:
Data sources with a data compatibility rating of fifty percent or more are preferred. String data types
require textual information and Number data types require numerical information.
8. Click the Map icon.
Tip:
To see only the objects that still need to be mapped, in the "Data Mapping" section, click Show
Unmapped Fields.

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Note:
•

•

All objects in the current data source need to be paired with an object in the target data source
or the objects need to be converted to a placeholder formula. You will not be able to close the
dialog box until all objects have been mapped.
If you attempt to map a target object a second time, the "Replace Mapping" dialog box will appear
and warn that the target object is already mapped; you will be prompted to replace the connection.
Select Yes to replace the mapping, or No to return to the menu and select another object.

9. Click Done when you are finished creating data connections.

4.3 Changing data sources
If you are no longer able to connect to your original data source, or you have a need to connect to a
different data source, you will have to change your data source connection and remap your data objects
to objects in the new data source. If the new data source does not have all the data objects in the same
folder or table as in your original data source, you will need to manually remap the objects.
If you encounter a situation where a result object on your report does not have a match in the new data
source, you can use a placeholder formula until you decide how to resolve the problem.
Note:
When changing a universe data source to another universe data source, the query filters will not be
carried forward. You must edit the new data source to recreate any query filters that you need.
Incompatible data sources
If you try to map objects to two incompatible data sources, you will be informed that they are incompatible.
You cannot mix relational database fields (direct-to-data) with semantic layer result objects in the same
report, nor can you mix result objects from different types of semantic layer data sources.
When changing the data source for a direct-to-data report that does not have subreports, use the
following guidelines:
Data mapping option

Fields in the report

To a universe

All fields must be mapped to the same universe.

To an SAP BEx Query

All fields must be mapped to the same SAP BEx Query.

To an Analysis View

All fields must be mapped to the same Analysis View.

To another direct-to-data data
source

Fields can be mapped across several direct-to-data connections.

When changing the data source for a direct-to-data report that does have subreports, use the following
guidelines:

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Data mapping option


Any report mapped to a universe Fields within any given report must all be mapped to the same universe, though subreports can be mapped to different universes than
the main report.
Any report mapped to an SAP
BEx Query

Fields within any given report must all be mapped to the same SAP
BEx Query, though subreports can be mapped to different SAP BEx
queries than the main report.

Any report mapped to an Analy- Fields within any given report must all be mapped to the same
sis View
Analysis View, though subreports can be mapped to different Analysis Views than the main report .
source


If you have a report that is based on a common semantic layer data type that you want to map to a
direct-to-data data source, you must map the entire report and any subreports to direct-to-data
connections.
Related Topics
• Using a placeholder formula
• Remapping unbound objects

4.3.1 To add a data source and map data
1. Click Data > Set Data Source Location.
2. In the "Target Data Source" panel, select the Add Connection icon to add a data source connection
to your report template.
The "Choose a Data Connection" dialog box appears.
• Previous Connections: This option lets you use previously used data sources so that you don't
have to map them again.
• Browse Repository: This option lets you choose your data sources from the "New Data Source
Connection" list.
• Connection by Vendor: This option connects to data sources sorted by vendor or software
provider.
4. From the "New Data Source Connection" dialog box, select the data source type and click Finish.
The data source files appear in the "Target Data Source" column.
5. Click Map.

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Fields or result objects that have a matching data type in the "Target Data Source" are mapped.
6. For the items that could not be automatically mapped, use the following procedure.
a. Expand a table or folder in both the "Current Data Source" and the "Target Data Source" panels.
b. Select an object from the "Current Data Source" panel and match it with an object in the "Target
Data Source" panel.
When you select an object in the "Current Data Source", potential matches in the "Target Data
Source" are highlighted. A percentage is used to indicate the probablility of a good match; the
higher the percentage value, the higher the compatibility.
All the objects in both the "Current Data Source" and the "Target Data Source" panels include
their data type. For string values, the length of the string is also displayed.
Note:
String data types require textual information and number data types require numerical information.
If you try to match a string data item to a number data item, a formula field is created.
c. Click the Map icon to map the objects.
Tip:
Instead of clicking "Map", you can double-click an item in the "Target Data Source" to complete
the mapping.
Note:
•
•

All data objects that appear in the "Current Data Sources" panel need to be paired with an
item in the "Target Data Source", or they need to be converted to a placeholder formula.
You cannot map two data objects to one target object. If you attempt to map an object in the
"Current Data Source" field a second time, the "Replace Mapping "dialog box appears to warn
that this object is already mapped. Select Yes to replace the mapping, or No to return to the
menu and select another target data object.

7. You can change object mapping by doing one of the following actions:
Option

Description

Remove all fields in a direct-to-data In the "Current Data Source" panel, right-click a table and
table from the report.
then click Remove All from Report.
Unmap one object.
Unmap all objects.

In the "Current Data Source" panel or the "Data Mapping"
panel, select an object and then click Remove from Report.
In the "Data Mapping" panel, click Clear All.

8. When you are finished creating data connections, click Done.
Related Topics

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4.3.2 To remove a data source
1. Click Data > Set Data Source Location .
2. From the "Target Data Source" column, select the unwanted data source.
3. Click the Remove Connection icon.
The data source has now been removed.

4.4 Using a placeholder formula
When using or editing a report template or when connecting to a new data source, you may have result
objects or fields on the report canvas that are not in your new data source. You can use a placeholder
formula to keep the location in the report for these unbound objects. When you are ready, you can
remap the unbound object to a result object or remove it from the report.
For direct-to-data reports, you can also choose to replace all fields in a table with placeholder formulas.

4.4.1 To use a placeholder formula
2. To replace an object with a placeholder formula, use one of the following procedures.
Option

Description

Set a result object or direct-to-data
field to a placeholder formula.

In the "Current Data Source" panel, right-click the result
object or field and click Replace with Placeholder
Formula.

Set all fields in a direct-to-data table to In the "Current Data Source" panel, right-click a table
a placeholder formula.
and click Replace All with Placeholder Formula.
The result object name will have "Placeholder Formula" listed next to it in the "Data Mapping" field.
Note:
This method can be used for both report templates and reports with mapped data sources.

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Related Topics
• To add a data source and map data

4.5 Remapping unbound objects
Unbound objects are placed in placeholder formulas, allowing you time to decide how to proceed.
When you are ready, you can remap the unbound object to an object in your data source.
Note:
When using the "Set Data Source Location" workflow, you must remap all your objects, not just the
placeholder formula objects.
Related Topics

4.5.1 To remap unbound objects
1. ClickData > Set Data Source Location.
2.
3.
4.
5.

Select your "Target Data Source" and remap the already mapped objects.
Select a placeholder formula object and map it to an object in the "Target Data Source".
Continue until all placeholder formula objects are mapped.
Click Done.
Objects that were placed under placeholder formulas have now been re-integrated into the report.

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Data Source Connections and Queries


5.1 Data Source Connections
You can use several different data sources to create reports in Crystal Reports, including the following:
•
•
•
•
•
•

Universes
SAP BEx queries
Analysis views
JDBC connections
ODBC connections
Microsoft connections

For data sources such as universes and queries, you can use the "Query Panel" to design a query for
your report.

5.1.1 Connecting to a universe
Universes include data from one or more relational data sources or OLAP cubes.
You can base new documents and queries only on universes for which you have been granted the
right.

5.1.1.1 To connect to a universe
Before you connect to a universe, log on to the BI platform server.
1. Click File > New Report.
2. From "SAP BusinessObjects Business Intelligence platform", click Browse Repository.
Tip:
If you had previously connected to your universe, you can select it from "Previous Connections".

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3. From the "Data Source Type" list, click Universe.
4. On the "Name" panel, select a universe and select Next.
The "Query Panel" appears. You can now select objects from the universe to include in your query.
5. Click Finish.

5.1.2 Connecting to an SAP BEx query
Each SAP BEx query contains a group of pre-designed result objects that you can run reports on.
Though the queries are pre-designed, you can use the "Query Panel" to sort and filter the query before
you run the report.
SAP BEx queries are hierarchy-based and can have multiple hierarchies. For example, a query on
expenses by region will create a different report than a query on expenses by employee. After you
insert the result objects in your query, if your SAP BEx query includes a variable hierarchy, you must
specify a hierarchy in order to run the report.
Note:
SAP BEx and SAP BW (Business Warehouse) refer to the same OLAP provider. For more information
on how to manage OLAP data source connections, see the “SAP BusinessObjects Analysis, edition
for OLAP Administrator Guide”.
Crystal Reports can only access BEx queries that have the Allow External Access to this Query
checkbox selected.

5.1.2.1 To connect to an SAP BEx query
Before you connect to an SAP BEx query, log on to the BI platform server.
2. From the "Data Source Type" list, under "SAP BusinessObjects Business Intelligence Platform",
click Browse Repository.
3. From the Data Source Type menu, select SAP BEx Query Data Access.
4. On the "Name" panel, select an OLAP Connection and select Next.
The "Select BEx Query" dialog box appears.
5. Select a BEx Query and click OK.
The "Query Panel" dialog box appears. You can now select objects from the data source to include
in your query.

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6. Click Finish.
If the SAP BEx query you connected to is designed to include an SAP server-side variable, a dialog
box appears prompting you to enter the variable option for your query.
Related Topics

5.1.3 Connecting to an Analysis View
Each Analysis View contains a pre-designed query containing pre-designed result objects. Unlike
universes or BEx queries, queries in an Analysis View cannot be edited in Crystal Reports. You can
manipulate the data from an Analysis View by using the various Crystal Reports filtering and grouping
features. To change the query itself, you need to open the Analysis View in SAP BusinessObjects
Advanced Analysis.

5.1.3.1 To connect to an Analysis View
Before you connect to an Analysis View, log on to the BI platform server.
1. Click File > New Report.
2. From the "Data Source Type" list, click Analysis View.
3. On the "Name" panel, select a pre-defined analysis view and select Next.
The report canvas appears. You can now add result objects from the "Data Explorer" side panel to
your report.

5.1.4 Connecting to other data sources
You can create connections to data sources such as ODBC, JDBC, SQL Server, and so on.

5.1.4.1 To connect to a data source

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2. Click Connection by Vendor.
3. Expand a vendor list, select a data source, and then click Next.
4. Provide the "Data Source Name" and your login parameters.
You can verify the connection by clicking Test Connection.
If necessary, fill in the details in the "Configuration Parameters" and "Custom Parameters" tabs.
5. Click Next.
6. After you have selected your tables, click Finish.

5.1.4.2 To connect to an ODBC database table
1. From the Data menu, click Choose Data Source.
3. Click Generic > Generic ODBC datasource > ODBC.
The "Set up your connection" dialog box appears.
5. Click Next.
6. Select and link database tables as usual.

5.1.5 Connecting to a relational connection
Relational connections use relational databases. In a relational database, data is organized in a system
of rows and columns, which are stored in a database table. The rows are called records, and the columns
are called fields.
Often, data in two different tables can be related by a common field. For example, a Customers table
will have a “Customer ID” for each customer, and an Orders table will have the “Customer ID” of each
customer who placed an order, demonstrating a relationship between tables. The two tables can be
linked by a common field.

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With relational connections, you can create reports directly on a data source without first creating a
universe. You can manage the data source connection for multiple reports in a single object. The
middleware must be installed on the SAP BusinessObjects Business Intelligence (BI) platform.

5.1.5.1 To connect to a relational connection
Before you connect to a relational connection, log on to the BI platform server.
2. From "SAP BusinessObjects Business Intelligence platform", click Browse Repository.
Tip:
If you had previously connected to your relational connection, you can select it from "Previous
Connections".
3. From the "Data Source Type" list, click Relational Connection.
4. On the "Name" panel, select a relational connection and click Next.
The "Selected Tables" panel appears. You can now select tables from the relational connection to
add to your query.
Note:
•
•

Ensure all your tables are linked. Linking is needed to match records of one table with
corresponding records of another table.
When you add multiple tables to your query, Crystal Reports attempts to link tables. Unlinked
tables appear with a red border.

5. Click Finish.

5.1.6 To import server connection information
You can import files containing server connection information. You can connect to such servers the
next time you connect to the BI platform.
1. Click Edit > Server Connections.
2. In the "Server Connections" dialog box, click Import.
3. Select the server configuration file you want to import and click Open.
4. Click OK.
You have imported the server connection information.

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5.1.7 To export server connection information
You can save your server configuration settings to a file. Other users can share and import the file.
1. Click Edit > Server Connections.
2. In the "Server Connections" dialog box, select the name of the server you want to export.
3. Click Export.
4. Select the destination of the server configuration file and click Save.
5. Click OK.
You have exported the server connection information.

5.2 Changing data sources
If you are no longer able to connect to your original data source, or you have a need to connect to a
different data source, you will have to change your data source connection and remap your data objects
to objects in the new data source. If the new data source does not have all the data objects in the same
folder or table as in your original data source, you will need to manually remap the objects.
If you encounter a situation where a result object on your report does not have a match in the new data
source, you can use a placeholder formula until you decide how to resolve the problem.
Note:
When changing a universe data source to another universe data source, the query filters will not be
carried forward. You must edit the new data source to recreate any query filters that you need.
Incompatible data sources
If you try to map objects to two incompatible data sources, you will be informed that they are incompatible.
You cannot mix relational database fields (direct-to-data) with semantic layer result objects in the same
report, nor can you mix result objects from different types of semantic layer data sources.
When changing the data source for a direct-to-data report that does not have subreports, use the
following guidelines:

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Data mapping option


To a universe

All fields must be mapped to the same universe.

To an SAP BEx Query

All fields must be mapped to the same SAP BEx Query.

To an Analysis View

All fields must be mapped to the same Analysis View.

source


When changing the data source for a direct-to-data report that does have subreports, use the following
guidelines:
Data mapping option


Any report mapped to a universe Fields within any given report must all be mapped to the same universe, though subreports can be mapped to different universes than
the main report.
Any report mapped to an SAP
BEx Query

Fields within any given report must all be mapped to the same SAP
BEx Query, though subreports can be mapped to different SAP BEx
queries than the main report.

Any report mapped to an Analy- Fields within any given report must all be mapped to the same
sis View
Analysis View, though subreports can be mapped to different Analysis Views than the main report .
source


If you have a report that is based on a common semantic layer data type that you want to map to a
direct-to-data data source, you must map the entire report and any subreports to direct-to-data
connections.
Related Topics
• Remapping unbound objects

5.2.1 To add a data source and map data
2. In the "Target Data Source" panel, select the Add Connection icon to add a data source connection
to your report template.

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The "Choose a Data Connection" dialog box appears.
• Previous Connections: This option lets you use previously used data sources so that you don't
have to map them again.
• Browse Repository: This option lets you choose your data sources from the "New Data Source
Connection" list.
• Connection by Vendor: This option connects to data sources sorted by vendor or software
provider.
4. From the "New Data Source Connection" dialog box, select the data source type and click Finish.
The data source files appear in the "Target Data Source" column.
5. Click Map.
Fields or result objects that have a matching data type in the "Target Data Source" are mapped.
6. For the items that could not be automatically mapped, use the following procedure.
a. Expand a table or folder in both the "Current Data Source" and the "Target Data Source" panels.
b. Select an object from the "Current Data Source" panel and match it with an object in the "Target
Data Source" panel.
When you select an object in the "Current Data Source", potential matches in the "Target Data
Source" are highlighted. A percentage is used to indicate the probablility of a good match; the
higher the percentage value, the higher the compatibility.
All the objects in both the "Current Data Source" and the "Target Data Source" panels include
their data type. For string values, the length of the string is also displayed.
Note:
String data types require textual information and number data types require numerical information.
If you try to match a string data item to a number data item, a formula field is created.
c. Click the Map icon to map the objects.
Tip:
Instead of clicking "Map", you can double-click an item in the "Target Data Source" to complete
the mapping.
Note:
•
•

All data objects that appear in the "Current Data Sources" panel need to be paired with an
item in the "Target Data Source", or they need to be converted to a placeholder formula.
You cannot map two data objects to one target object. If you attempt to map an object in the
"Current Data Source" field a second time, the "Replace Mapping "dialog box appears to warn
that this object is already mapped. Select Yes to replace the mapping, or No to return to the
menu and select another target data object.

7. You can change object mapping by doing one of the following actions:

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Option

Description

Remove all fields in a direct-to-data In the "Current Data Source" panel, right-click a table and
table from the report.
then click Remove All from Report.
Unmap one object.
Unmap all objects.

In the "Current Data Source" panel or the "Data Mapping"
panel, select an object and then click Remove from Report.
In the "Data Mapping" panel, click Clear All.

8. When you are finished creating data connections, click Done.
Related Topics

5.2.2 To remove a data source
1. Click Data > Set Data Source Location .
2. From the "Target Data Source" column, select the unwanted data source.
3. Click the Remove Connection icon.
The data source has now been removed.

5.2.3 Using a placeholder formula
When using or editing a report template or when connecting to a new data source, you may have result
objects or fields on the report canvas that are not in your new data source. You can use a placeholder
formula to keep the location in the report for these unbound objects. When you are ready, you can
remap the unbound object to a result object or remove it from the report.
For direct-to-data reports, you can also choose to replace all fields in a table with placeholder formulas.

5.2.3.1 To use a placeholder formula

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2. To replace an object with a placeholder formula, use one of the following procedures.
Option

Description

Set a result object or direct-to-data
field to a placeholder formula.

In the "Current Data Source" panel, right-click the result
object or field and click Replace with Placeholder
Formula.

Set all fields in a direct-to-data table to In the "Current Data Source" panel, right-click a table
a placeholder formula.
and click Replace All with Placeholder Formula.
The result object name will have "Placeholder Formula" listed next to it in the "Data Mapping" field.
Note:
This method can be used for both report templates and reports with mapped data sources.
Related Topics
• To add a data source and map data

5.2.4 Remapping unbound objects
Unbound objects are placed in placeholder formulas, allowing you time to decide how to proceed.
When you are ready, you can remap the unbound object to an object in your data source.
Note:
When using the "Set Data Source Location" workflow, you must remap all your objects, not just the
placeholder formula objects.
Related Topics

5.2.4.1 To remap unbound objects
1. ClickData > Set Data Source Location.
2. Select your "Target Data Source" and remap the already mapped objects.
3. Select a placeholder formula object and map it to an object in the "Target Data Source".
4. Continue until all placeholder formula objects are mapped.

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5. Click Done.
Objects that were placed under placeholder formulas have now been re-integrated into the report.

5.3 Designing a Query
Universe and SAP BEx data source connections allow you to design the query to run reports on in
Crystal Reports.

5.3.1 Universe query design
Universe query designs include data from both relational and OLAP data sources.
To design a query using a universe, you need to first define the data selection using the Query Panel.
You then use the "Member Selector" to choose which members and hierarchies to include in the query.
Finally, you can refine your query further by adding sorts, filters, and prompts to your query.
Common Semantic Layer (CSL) best practices when designing your universe query:
•

Avoid including both a hierarchy object and associated level objects in the same report. A hierarchy
object contains all of the hierarchy nodes in a hierarchy form, whereas a level object contains only
the hierarchy nodes that match the level index in a flattened form. If both kinds of objects are included
in a report, the hierarchical data and flattened data will both be included in the query.

•

Use delegated measure as much as possible (in group headers, charting, cross-tab, and so on)
because delegated measures push down data from within the data source. This will improve
performance and data correctness.

•

Define your filters and sorts in the Query Panel to achieve better performance. Filtering and sorting
defined in the Query Panel will push down data from within the data source. Filtering and sorting
defined in the Crystal Reports designer will be calculated locally.

•

For report designers, set the filter in the Query Panel before previewing the report for optimized
performance. When migrating a report from the C++ stack to the Java stack through a set data
source location, all filter information is kept in a selection formula, which is calculated locally. CSL
will bring back the data to be filtered on the designer side.

5.3.1.1 Defining the data selection for a universe query

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You build queries in the "Query Panel" by using objects in a universe. The objects in the universe are
a graphical representation of the information available in a data source.
The "Query Panel" is divided into several panes:
•

The "Universe" pane shows a tree view of the objects that your universe contains. You cannot add
new objects or edit existing objects in the universe from the "Query Panel".
Note:
You can see all available objects in this pane by clicking Expand all. If you want to see how objects
relate to each other, click Collapse all. This option provides you with a visual representation of the
hierarchical structure of objects if such a structure is present in the universe.

•

The "Result Objects" pane is where you place the objects that you want as part of your query.

•

The "Query Filters" pane is where you place the objects that you want to use to filter the data that
is returned from your universe. You can add predefined filters from your Universe, or create custom
filters by adding objects and using the list boxes to define your filter.

5.3.1.1.1 Quick reference to objects
An object is a named component that maps to data or a derivation of data in the data source. For
example, an object may represent a column in a result folder, or it may be the summary of the values
in a column.
You use objects in a query to retrieve data for your reports. For example, some of the objects in a
human resources universe might be Names, Addresses, and Salaries.
Objects can represent different types of information.
Note:
•
•

Object properties are defined in the SAP BusinessObjects Designer, but are not taken into account
by the "Query Panel" in Crystal Reports.
Objects cannot be defined directly in the "Query Panel". Use the SAP BusinessObjects Designer to
define objects in a universe.
Object

Examples

Description

Analysis Dimension

Time Dimension

72

This object is a logical grouping
of columns from one or more
dimension tables that describes
a similar set of characteristics.
This object retrieves the data
that provides the time basis for
analysis in a report. Time Dimension objects typically retrieve
date-type data.

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Object

Examples

Description

Attribute

Measure

This object retrieves numeric
data that is the result of calculations on data in the data source.
Measure objects are often located in a Measures class.

Default Hierarchy

This object provides a specific
default sorting order of the dimension data.

Level-based Hierarchy

This object provides a sorting
order of the dimension data
based upon a specific level.

Self-referenced and Valuebased Hierarchy

based upon a value.

Named Set

This object is a group of members that you select and save as
a personalized set of members.
They would not normally appear
together in a hierarchy, but correspond to queries or parts of
queries that you frequently use.

Filters

73

This object provides descriptive
data about a dimension. A detail
is always attached to the dimension for which it provides additional information. For example,
Address, Birth Date and Commute Distance are detail objects
that are associated with the
Customer dimension.

An object that allows you to select a subset of objects based
on query criteria provided.

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Object

Examples

Description
This object represents an axis
of analysis in a query. It can
map to one or more columns or
calculations that are used as a
key element for analysis in a
query. Dimensions based on a
data foundation or an OLAP
cube differ as follows:

Dimension

•

•

A dimension based on an
OLAP cube contains hierarchies organized by levels.
Each level can contain an
attribute.
A dimension based on a data
foundation contains attributes. Hierarchies are
constructed across related
tables as flat hierarchies.

Level

This object retrieves a subset of
the data from the parent hierarchy object where all of the returned values come from the
same depth in the hierarchy.

Folder

This object is a container that
holds a group of related objects.
This is equivalent to the Class
in Universe Designer.

5.3.1.1.2 Universe member selection
Use the "Member Selector" to select members of OLAP universe hierarchies to:
• Create named sets of members when creating a universe.
• Create queries based on hierarchies or members of hierarchies.
• Define members that will be excluded from queries.
The "Member Selector" consists of the following panes:

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Pane

Description

"Member Selector" This is the top pane of the "Member Selector", there are three tabs:
pane
• "Members" tab: Select or exclude members according to specific relationships
in the hierarchy.
• "Metadata" tab: Select or exclude by metadata criteria. This tab displays objects
by hierarchy levels, named sets, and calculated members.
• "Prompt" tab: Create prompts so that the user selects members or metadata
at run-time.
"Summary" pane

This shows the selected members, prompts, and excluded members of the query
that you are building. The information you see in the "Summary" pane appears
in the "Result Objects" pane of the "Query Panel".

About hierarchies
A hierarchy is an ordered series of related objects (dimensions). An example of a hierarchy is Geography,
which may group dimensions such as Country, Region, and City. Users can observe data related to
the hierarchy from various viewpoints (all cities for a selected region, all cities for a selected country,
the country and region for a selected city, and so on).

To select a member by a hierarchal relationship
Use the member relations functions of the "Member Selector" to choose members by their relationship
or position within a hierarchy. The different relationships you can select are available when you select
a member in the "Member Selector" pane.
Note:
Children/Descendants and Parents/Ancestors are mutually exclusive pairs. You cannot choose both
the children and descendants of a member, and you cannot choose the parents and ascendants of a
member.
1. In the "Members" tab of the "Member Selector", click in the selection box on the left of the member
name.
2. In the "Member Selector", click the name of the selected member.
The list of available options appears.
3. Choose the appropriate relation function from those described below:

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Option

Description

Self

Use only the selected member. This is the default setting.

Children

Selects members of the same level in a branch of a hierarchy.

Descendants

Selects the members below the active member in a hierarchy.

Siblings

Selects all of the members of the same level in different branches of the hierarchy set.

Ancestors

Selects all of the members above the active member in a hierarchy.

Parent

Selects the member directly above a member.

The selection is displayed in the "Summary" pane, preceded by the function button.

To select members by level
You can select all of the members of the same level in different branches of a hierarchy. For example,
select all of the quarters in a time dimension, or cities in a geography dimension.
1. Drag a hierarchy into the "Result Objects" pane.
2. Launch the "Member Selector".
The "Member Selector" displays the hierarchy members in a tree view.
3. In the "Member Selector", click the Metadata tab.
The "Member Selector" displays the available Levels, Calculated Members, and Named Sets.
4. Select a level.
5. Click OK.
When you run the query, the members from the selected level are computed dynamically when the
report is created.

About named sets
A named set is a group of members that you select and save as a personalized set of members. They
would not normally appear together in a hierarchy, but correspond to queries or parts of queries that
you frequently use. The named set is available in the "Query Panel" for creating queries for the end-user.

To select named sets
The hierarchy object you have placed in the "Result Objects" pane of the "Query Panel" contains one
or more named sets.
3. In the "Member Selector", click the Levels tab.
The "Member Selector" displays the available levels, calculated members, and named sets.

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4. Select a named set.
5. Click OK.

About calculated members
A calculated member is a complex calculation that you create in the data source. The calculated member
is available on the "Metadata" tab of the "Member Selector".

To select a calculated member
Before you begin, drag and drop a hierarchy or hierarchy member of an OLAP universe into the "Result
Objects" pane of the "Query Panel". The hierarchy you have selected contains one or more calculated
members.
3. In the "Member Selector", click the Metadata tab.
The "Member Selector" displays the available Levels, Calculated Members, and Named Sets.
4. Select a member.
5. Click OK.

About selecting universe members
Use the "Member Selector" to select a part of a hierarchy, or members of a hierarchy of an OLAP
universe. You can:
• Select members according to their level or relationship within a hierarchy.
• Select named sets.
• Select calculated members.
• Specify members that you want to exclude from the query.
• Create a prompt for the end user to select criteria or members for a query.
When you have defined the members that are used in the query, you can use the query panel to add
filters and to preview the query.
Note:
When a member is selected along with a child node, all of the children of the member are included in
the query.

To sort members
By default the selected members are not sorted, they appear in the order they are stored in the data
source. You can sort lists in ascending or descending alphabetical order. This is the order that appears
in the query.
1. Click a list of members.
2. Click the Sort order button and select the sort order from the list.

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The sort is performed locally, and is displayed in the "Member Selector".
Note:
The sorted list does not correspond to the order in the data source, the sort is performed locally.

Excluding a member or member set from a selection
You can exclude members from a query in order to restrict results. Use the Exclude function to accurately
define a member or member set that you do not want to appear in the query. For example, you could
exclude one town from a query that returns sales figures for all states in a region.
You can exclude the following types of members:
• Explicit members.
• Implicit members resulting from member functions.
• Implicit members resulting from hierarchy levels.
• The hierarchy default member.
You must create a report in order to observe the results.

To exclude a member or member set from a selection
1. Click a hierarchy in the "Result Objects" pane to launch the "Member Selector".
2. Use the appropriate functions in the "Member Selector" to define the members that you want to
exclude.
The defined member appears in the "Summary" pane.
3. Select the member to exclude.
4. Click the Exclude checkbox.
The excluded member name displays in the "Summary" pane (and in the "Result Objects" pane)
with a line through the name to indicate that it is excluded from the query.

To insert a prompt in a selection
The prompt will appear when the selected member is used as a result object or filter object in a query.
You can prompt the user to select a member for the query.
1. In the query panel, double-click a member of a hierarchy.
The "Member Selector" appears.
2. Click Prompt.
3. Edit the prompt.
4. Click OK.

5.3.1.2 Defining sorting

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You can use the Sort dialog button in the "Query Panel" to define how the data is retrieved from the
data source. When the query is run, a sort defined in the "Query Panel" will affect the order and amount
of data that is retrieved from the data source.
You can sort locally, using Crystal Reports features which sort the data retrieved from the query. Using
the sorting option in the "Query Panel" is recommended to define your sort more efficiently since it sorts
the data from the data source.

5.3.1.3 Defining query filters and prompts
You can add filters and prompts to your query to limit the data shown in the report.
Note:
Filters and member selection allow you to sort your data in different ways. Member selection does not
have an effect on the measure value of your data. For example, if you select a single city or all cities
for a country, the value for the measure for that country will not be affected by the member selection.
Filtering data does have an effect on the measure value. For example, if you filter your data for a
particular city, the value for the related country will be reduced to the value of that city.

5.3.1.3.1 Creating query filters
You can use the following types of filters in a query:
•

Predefined filters
These filters are created by your administrator.

•

Custom filters
You define these filters while you are creating the query.

•

Prompts
Prompts are dynamic filters that you define to display a question or a list of values; users can select
different filter values each time they refresh the report.

To add a predefined filter to a query
1. Double-click the objects you want to use in your report, or drag them to the "Result Objects" pane.
2. Drag a predefined filter to the "Query Filters" pane.
Note:
Predefined filters are created and edited by your administrator. As a user of the "Query Panel", you
cannot view the component parts of predefined filters, neither can you edit them.
When you run the query, the data corresponding to the query filters you selected is returned to the
report.

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To create a custom filter
1. Select the object you want to filter and drag it to the "Query Filters" pane.
2. Select an operator from the list.
3. Select Constant, LOV (list of values), or Prompt.
4. The value you enter depends on the option you selected in step 3:
Option

Description

Constant

•

LOV

a. In the "Prompt(s)" dialog box, add members to your list by double-clicking
them, or by selecting them in the "Members" pane and clicking the arrow
in the center.
b. Click OK.

Prompt

a. In the "Edit Prompt" dialog box, select "New Prompt" to add a new prompt,
or "Use Universe Parameters" to select a parameter from your universe.
b. If you selected a "New Prompt", enter prompt options, or if you selected
"Use Universe Parameters", select a parameter.
c. Click OK.

Type a value into the text box.

The filter is added to the report. You can edit or remove the filter in the "Query Panel".
Related Topics
• Quick reference to query filter operators

5.3.1.3.2 Building prompts
A prompt is a dynamic filter that displays a question every time you refresh the data in a report. You
respond to prompts by typing or selecting the values you want to view before you refresh the data.
Crystal Reports retrieves only the values you specified from the data source and returns those values
to the report.
Tip:
Prompts allow multiple users to view a single report but specify a different sub-set of the data source
information. Prompts also reduce the time it takes for the data to be retrieved from the data source.

To create a prompt
1. Select the object you want to apply a prompt to and drag it to the "Query Filters" pane.
For example, if you want to allow users to specify the geographical region for the report, drag the
Region object to the "Query Filters" pane.

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Note:
You cannot use the following operators for prompts: Is null or Is not null.
3. Select Prompt.
4. In the "Edit Prompt" dialog box, select New Prompt.
5. Enter a prompt message in the "Prompt Text" box.
For example, you might ask “Which region do you want to see data for?”
6. Select "Select only from list" if you want your prompt to display a list of values from which users can
select values.
7. Click OK to confirm the prompt.
The prompt appears at each report refresh.
Related Topics

Combining query filters and prompts
You can apply multiple filters and prompts on a single query.

Quick reference to query filter operators
The following table will help you select the operator you need to define a query filter.
Values to retrieve

Select

Filter created

Values equal to a value
you specify.

Retrieve data for the
US only.

Equal to

<Country> Equal to US

Values different from a
value you specify.

Retrieve data for all
quarters except Q4.

Not Equal to

<Quarter> Different
from Q4

Values greater than a
value you specify.

Retrieve data for customers aged over 60.

Greater than

<Customer Age>
Greater than 60

Values greater than or
equal to a value you
specify.

Retrieve data for revenue starting from
$1.5M upward.

Greater than or equal
to

<Revenue> Greater
than or equal to
1500000

Values lower than a
value you specify.

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Example

Retrieve data for exam
grades below 40.

Less than

<Exam Grade> Less
than 40

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Values to retrieve

Example

Select

Filter created

Values lower than or
specify.

Retrieve customers
whose age is 30 or
less.

Less than or equal to

<Age> Less than or
equal to 30

Values between two
values you specify that
includes those two values.

Retrieve the weeks
starting at week 25 and
finishing at 36 (including week 25 and week
36).

Between

<Weeks> Between 25
and 36

Values outside the
range of two values
you specify.

Retrieve all of the
weeks of the year, except for weeks 25
through 36 (week 25
and week 36 are not
included).

Not between

<Weeks> Not Between
25 and 36

Values that are the
same as several values
you specify.

Retrieve data for only
the following countries:
the US, Japan, and the
UK.

In list

<Country> In list 'US;
Japan; UK'

Values that are different from the multiple
values you specify.

Don't retrieve data for
UK.

Not in list

<Country> Not in list
'US; Japan; UK'

Values that includes a
specific string.

Retrieve customers
whose date of birth is
1972.

Matches pattern

<DOB> Matches pattern, '72'

Values that don't include a specific string.

Retrieve customers
not 1972.

Different from pattern

<DOB> Different from
pattern, '72'

Using And or Or to combine query filters
This table explains the difference between the And and the Or operators.

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Retrieve this data

Example

Select

Data true for both filters.

Customers who ordered supplies in Q1 and in Q2 (the data
you retrieve will include: customers who placed orders in
both Q1 and Q2).

And

Data true for any one of the filters.

Customers who ordered supplies in: Q1 or Q2 (the data you
retrieve will include: customers
who placed orders in Q1 only;
customers who placed orders
only in Q2, and; customers who
placed orders in both Q1 and
Q2).

Or

Note:
Some OLAP data sources do not support the Or operator.

To combine filters and/or prompts
1. Create each query filter and/or prompt.
By default, the "Query Panel" combines the filters and prompts with the And operator. You can leave
the And operator or change the operator to Or.

2. If necessary, change the operator to Or by double-clicking the And operator.
Note:
The prompts appear when you click OK, or when you refresh the report data.

5.3.1.3.3 Incompatible queries
Incompatible queries contain objects from two different contexts that are combined in a query. Crystal
Reports for Enterprise does not support incompatible queries. If your query is an incompatible query,
in the "Query Panel", re-design the query to avoid incompatibilities before you run the report.

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5.3.1.3.4 Selecting query context
Relational data sources can include data that is displayed in different ways depending on which context
is selected. The data retrieved from the data source is based upon the selected context.
Crystal Reports requires you to determine a specific context for your query to run the report if the query
contains multi-context options.
You can change the query context in the "Query Properties" dialog box.

5.3.1.3.5 To build a simple query
1. Select an object in the "Universe" pane and double-click it or drag it to the "Result Objects" pane.
Objects that are placed in the "Result Objects" pane become the objects that your report will be
based on.
2. Repeat the previous step for each object that you want to include in the query.
3. (Optional) If you want to filter your query, select an object in the "Universe" or "Result Objects" pane,
and drag it to the "Query Filters" pane.
Add filters to the objects in the "Query Filters" pane to restrict the data your query returns. Filtering
limits the data that a user can see and reduces the runtime of queries.
4. Click Finish.
The report is generated. The data from the objects in the "Result Objects" and "Query Filters" panes
are automatically formatted onto the report. The formatting time will vary depending on the size of
your report.

5.3.1.3.6 To create a combined query
In order to create a combined query, you must be connected to a relational universe with allow combined
operators enabled.
1. After you create a simple query, click (Show/Hide) the combined query pane.
The combined queries pane appears below the "Universe" pane.
2. Click Add a Combined Query.
A new query is added to the pane and the two queries are combined with a Union join. To change
the type of join, double-click the join button to choose between the following options:
• Union
• Minus
• Intersect
• Union All
3. Repeat Step 2 for any additional queries you want to add.
You can switch between your query definitions by clicking the buttons in the "Combined Queries"
pane.

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5.3.1.4 Query panel functions
The Query Panel consists of the following elements:

Table 5-4: The Query Panel elements
Query Panel element

"Universe" panel

This pane shows the available classes and objects, organized in a tree structure. Click a node
(+) to open a branch or hierarchy, click the node
again to close or collapse the hierarchy. Select
the display mode (caption, technical name, or
both caption and technical name for each object).
You can search for objects in this panel by clicking
Filter and entering the search string. To build a
query, drag objects from this panel to the "Result
Objects" or "Query Filters" panel.

"Combine Queries" panel

This panel only displays when you are combining
queries. When you click (Show/Hide) Combined
Queries Panel, the panel shows the structure of
the queries you are combining. You can move
the query icons to reorganize the way that the
queries are combined. Click a query icon to display the query properties in the "Result Objects"
and "Query Filters" panels.

"Result Objects" panel

Select the objects you want to include in the query
from the "Universe" panel and drag them into this
panel. These objects are returned as column
headers in the resulting report. When you place
hierarchical objects here, use the "Member Selector" tool to display and select the members of the
hierarchy that you want to include in the query.
You can also select members that you want to
exclude from the query.

"Query Filters" panel

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Description

When you click (Show/Hide) Filter Panel, you
can drag objects into this panel to restrict the result data by limiting the query. For example, you
can limit the results returned to specific values or
value ranges.

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Query Panel element

Description

"Data Preview" panel

When you click (Show/Hide) Data Preview
Panel, this panel allows you to test the results of
the query. You can preview the results that the
user will see, and modify the query and preview
the effects of the modification.

Use the query panel to create the following types of queries:
• Hierarchical queries for OLAP universes.
• Non-hierarchical queries for relational universes.
• Non-hierarchical queries for SAP BusinessObjects Enterprise XI 3.X universes.
The "Query Panel" also has the following buttons:
• Combine Queries shortcut button to combine queries for a relational universe.
• Query Properties to view and edit the query properties.
• View Script to view the structure of the query.

5.3.1.4.1 About query properties
You can set the following properties for a query:

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Property

Description

Retrieve duplicate rows

When this option is selected, the query returns all related
rows, even if there are duplicate rows. If you do not want
duplicate rows in the result set, deselect this option.

Retrieve non empty rows

An empty row occurs typically in multidimensional
queries when the data for the intersection of two or more
dimensions does not exist.

(only supported in OLAP universes)

When this option is selected, the result set will contain
only rows that contain data.
When this option is deselected, the result set includes
rows that do not contain data.
Max retrieval time

Defines the maximum time (in milliseconds) that a query
can run before the query is stopped. By default, this
value is the same as the Limit Execution Time parameter
in the universe parameters.
When you set this value to 0, this option is disabled.
When the Limit Execution Time parameter is lower than
this setting, the Limit Execution Time value is used for
limiting the query execution time.

Max rows retrieved

Defines the maximum number of rows of data that are
displayed when the query runs. The query retrieves all
possible rows, but displays only the first n rows, where
n is the maximum number of rows set for this parameter.
The administrator can override this setting in the user
security profile settings.

Sample result set

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This parameter (when supported by the data source)
samples n data source rows, where n is the value set
for the sample result set. This method is faster than using
the Max rows retrieved parameter.

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Property

Description

Reset contexts on refresh

When this option is selected, when a user refreshes a
query that contains contexts, the user must choose the
context(s). The user can clear the previously selected
contexts by clicking Clear Contexts.
When this option is not selected, the query is refreshed
using the original contexts. If the contexts have been
edited since the last run for the query, the user must
choose the contexts again since the query is considered
as a new query.

Allow other users to edit all queries
(interactive analysis only)

Prompt order

When selected, other users can access Query View and
modify queries in the document. When cleared, only the
report creator can modify the document. This option
applies to all queries in the document.
When there are several prompts in a query, use this
feature to set the order in which prompts are executed
in a query. Click a prompt and use the up or down arrow
to change the position of the prompt.

5.3.1.4.2 View script
Use the "View Script" button to view the query specifications. The query specification is viewable in an
XML format that shows the query design.

5.3.1.4.3 About copying query specifications
Use the "Copy query specifications in clipboard" button to copy your current query specifications in the
"Result Objects" panel to a clipboard. The clipboard is viewable in XML format in the "QuerySpec XML"
dialog box.

5.3.1.4.4 About pasting query specifications
Use the "Paste query specifications from clipboard" button to paste your copied query specifications
from the clipboard to the "Result Objects" panel. Query specifications can be executed without defining
any object in the Query Panel.

5.3.1.4.5 Editing an existing query
You can return to the "Query Panel" to edit an existing query. Queries can be edited by adding or
removing an object, or you can add, edit, or remove a filter.

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To edit an existing query
Before the query can be edited, you must first log on to the BI platform server.
1. To edit your report query, click Data > Edit Query.
The "Query Panel" appears.
2. In the "Query Panel", edit your query as necessary.
3. When you have finished editing your query, click Finish.
Changes that you made in your query are reflected in your report.
Note:
If you remove objects from your query that you have used in your report, the objects will automatically
be removed from the report.

5.3.1.5 Auto generate report with default layout
The "Generate Report" check box in the "Query Panel", when selected, will automatically generate the
report using the result objects placed in the "Result Objects" panel.
Note:
The "Generate Report" feature will work differently if you are connected to a relational data source or
an OLAP data source.

5.3.1.5.1 Relational data sources
When connected to a relational data source, the selected "Generate Report" check box will automatically
generate a report containing all report objects positioned in the "Result Objects" panel.
The objects will appear on the report canvas in the "Body" section in the same order they positioned
in the "Result Objects" panel.

5.3.1.5.2 OLAP data sources
When connected to an OLAP data source, the selected "Generate Report" check box will only
automatically generate a report containing all report objects positioned in the "Result Objects" panel if
a hierarchy is not selected.
If a hierarchy is selected, the hierarchy and the members the hierarchy contains will not automatically
be added to the "Body" section of the report canvas.

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5.3.2 SAP BEx query design
SAP BEx queries contain pre-designed result objects to run reports on.

5.3.2.1 Active hierarchies
SAP BEx queries are often hierarchical and can have more than one hierarchy to choose from. As a
report designer, you need to choose a hierarchy to report on. This is referred to as the active hierarchy.
An active hierarchy is a hierarchy that is currently being used. The hierarchy represents a different
hierarchy from the data source, but with the same name. If the hierarchy variable is changed when the
report is refreshed, the report will change the underlying hierarchy represented by the active hierarchy.
For example if you have two hierarchies from an SAP BEx query: country_hierarchy_01 and
country_hierachy_02 the "Query Panel" will display a single hierarchy named country. The country
hierarchy represents the active hierarchy. When this hierarchy is used in a report, the name will remain
unchanged. If this hierarchy is mandatory to the BEx query to run the report, when the report is refreshed,
Crystal Reports will prompt you to select the hierarchy variable. Your selection of country_hierarchy_01
or country_hierachy_02 will change the underlying hierarchy represented by the country hierarchy, but
the name of the country hierarchy will not change.
It is recommended to use an active hierarchy (such as country) instead of a specific hierarchy (such
as country_hierarchy_01 or country_hierachy_02).

5.3.2.2 Defining the data selection for an SAP BEx query
You build queries in the "Query Panel" by using objects in an SAP BEx query. The objects in the SAP
BEx query are a graphical representation of the information available in a data source.
The "Query Panel" is divided into several panes:
•

The "Universe" pane shows a tree view of the objects that your universe contains. You cannot add
new objects or edit existing objects in the universe from the "Query Panel".
Note:
You can see all available objects in this pane by clicking Expand all. If you want to see how objects
relate to each other, click Collapse all. This option provides you with a visual representation of the
hierarchical structure of objects if such a structure is present in the universe.

•

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The "Result Objects" pane is where you place the objects that you want as part of your query.

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•

The "Query Filters" pane is where you place the objects that you want to use to filter the data that
is returned from your universe. You can add predefined filters from your Universe, or create custom
filters by adding objects and using the list boxes to define your filter.

5.3.2.2.1 SAP BEx query member selection
Use the "Member Selector" to select members of SAP BEx query hierarchies to:
• Create named sets of members when creating an SAP BEx query
• Create queries based on hierarchies or members of hierarchies
• Define members that will be excluded from queries
The "Member Selector" consists of the following panes:
Pane

Description

"Member Selector"
Members tab: Select or exclude members according to specific relationships in
pane
the hierarchy.
Levels tab: Select or exclude members according to level.
Prompt tab: Set and configure prompts to associate with the members.
"Summary" pane

This shows the selected members, prompts, and excluded members of the query
that you are building. The information you see in the "Summary" pane appears
in the "Result Objects" pane of the "Query Panel".

Note:
Universe and SAP BEx Query member selection differ in their behavior when restricting members. In
a universe member selection, there is no restriction of member selection. However, for an SAP BEx
Query, if you select a parent node and one of its child nodes, all children nodes will be selected in the
query.

About hierarchies
A hierarchy is an ordered series of related objects (dimensions). An example of a hierarchy is Geography,
which may group dimensions such as Country, Region, and City. Users can observe data related to
the hierarchy from various viewpoints (all cities for a selected region, all cities for a selected country,
the country and region for a selected city, and so on).

To select a member by a hierarchical relationship
Use the member relations functions of the "Member Selector" to choose members by their relationship
or position within a hierarchy. The different relationships you can select are available when you select
a member in the "Member Selector" pane.
1. In the "Members" tab of the "Member Selector", click in the selection box on the left of the member
name.
2. In the "Member Selector", click the name of the selected member.

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The list of available options appears.
3. Choose the appropriate relation function from those described below:
Option

Description

Self

Use only the selected member. This is the default setting.

Children

Selects members of the same level in a branch of a hierarchy.

Descendants

Selects the members below the active member in a hierarchy.

The selection is displayed in the "Summary" pane, preceded by fx.

About named sets
A named set is a group of members that you select and save as a personalized set of members. They
would not normally appear together in a hierarchy, but correspond to queries or parts of queries that
you frequently use. The named set is available in the "Query Panel" for creating queries for the end-user.

To select named sets
The hierarchy object you have placed in the "Result Objects" pane of the "Query Panel" contains one
or more named sets.
3. In the "Member Selector", click the Levels tab.
The "Member Selector" displays the available levels, calculated members, and named sets.
4. Select a named set.
5. Click OK.

About selecting universe members
Use the "Member Selector" to select a part of a hierarchy, or members of a hierarchy of an OLAP
universe. You can:
• Select members according to their level or relationship within a hierarchy.
• Select named sets.
• Select calculated members.
• Specify members that you want to exclude from the query.
• Create a prompt for the end user to select criteria or members for a query.
When you have defined the members that are used in the query, you can use the query panel to add
filters and to preview the query.

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Note:
When a member is selected along with a child node, all of the children of the member are included in
the query.

To sort members
By default the selected members are not sorted, they appear in the order they are stored in the data
source. You can sort lists in ascending or descending alphabetical order. This is the order that appears
in the query.
1. Click a list of members.
2. Click the Sort order button and select the sort order from the list.
The sort is performed locally, and is displayed in the "Member Selector".
Note:
The sorted list does not correspond to the order in the data source, the sort is performed locally.

Excluding a member or member set from a selection
You can exclude members from a query in order to restrict results. Use the Exclude function to accurately
define a member or member set that you do not want to appear in the query. For example, you could
exclude one town from a query that returns sales figures for all states in a region.
You can exclude the following types of members:
• Explicit members.
• Implicit members resulting from member functions.
• Implicit members resulting from hierarchy levels.
• The hierarchy default member.
You must create a report in order to observe the results.

To exclude a member or member set from a selection
1. Click a hierarchy in the "Result Objects" pane to launch the "Member Selector".
2. Use the appropriate functions in the "Member Selector" to define the members that you want to
exclude.
The defined member appears in the "Summary" pane.
3. Select the member to exclude.
4. Click the Exclude checkbox.
The excluded member name displays in the "Summary" pane (and in the "Result Objects" pane)
with a line through the name to indicate that it is excluded from the query.

5.3.2.2.2 Quick reference to objects
An object is a named component that maps to data or a derivation of data in the data source. For
example, an object may represent a column in a result folder, or it may be the summary of the values
in a column.

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You use objects in a query to retrieve data for your reports. For example, some of the objects in a
human resources universe might be Names, Addresses, and Salaries.
Objects can represent different types of information.
Note:
•
•

Object properties are defined in the SAP BusinessObjects Designer, but are not taken into account
by the "Query Panel" in Crystal Reports.
Objects cannot be defined directly in the "Query Panel". Use the SAP BusinessObjects Designer to
define objects in a universe.
Object

Examples

Description

Analysis Dimension

Time Dimension

This object retrieves the data
that provides the time basis for
analysis in a report. Time Dimension objects typically retrieve
date-type data.

Attribute

This object provides descriptive
data about a dimension. A detail
is always attached to the dimension for which it provides additional information. For example,
Address, Birth Date and Commute Distance are detail objects
that are associated with the
Customer dimension.

Measure

This object retrieves numeric
data that is the result of calculations on data in the data source.
Measure objects are often located in a Measures class.

Default Hierarchy

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This object is a logical grouping
of columns from one or more
dimension tables that describes
a similar set of characteristics.

This object provides a specific
default sorting order of the dimension data.

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Object

Examples

Description

Level-based Hierarchy

based upon a specific level.

Self-referenced and Valuebased Hierarchy

based upon a value.

Named Set

This object is a group of members that you select and save as
a personalized set of members.
They would not normally appear
together in a hierarchy, but correspond to queries or parts of
queries that you frequently use.

Filters

An object that allows you to select a subset of objects based
on query criteria provided.
This object represents an axis
of analysis in a query. It can
map to one or more columns or
calculations that are used as a
key element for analysis in a
query. Dimensions based on a
data foundation or an OLAP
cube differ as follows:

Dimension

•

•

95

A dimension based on an
OLAP cube contains hierarchies organized by levels.
Each level can contain an
attribute.
A dimension based on a data
foundation contains attributes. Hierarchies are
constructed across related
tables as flat hierarchies.

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Object

Examples

Description

Level

This object retrieves a subset of
the data from the parent hierarchy object where all of the returned values come from the
same depth in the hierarchy.

Folder

This object is a container that
holds a group of related objects.
This is equivalent to the Class
in Universe Designer.

5.3.2.3 Defining sorting
You can use the Sort dialog button in the "Query Panel" to define how the data is retrieved from the
data source. When the query is run, a sort defined in the "Query Panel" will affect the order and amount
of data that is retrieved from the data source.
You can sort locally, using Crystal Reports features which sort the data retrieved from the query. Using
the sorting option in the "Query Panel" is recommended to define your sort more efficiently since it sorts
the data from the data source.

5.3.2.4 Defining query filters and prompts
You can add filters and prompts to your query to limit the data shown in the report.
Note:
Filters and member selection allow you to sort your data in different ways. Member selection does not
have an effect on the measure value of your data. For example, if you select a single city or all cities
for a country, the value for the measure for that country will not be affected by the member selection.
Filtering data does have an effect on the measure value. For example, if you filter your data for a
particular city, the value for the related country will be reduced to the value of that city.

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5.3.2.4.1 Creating query filters
You can use the following types of filters in a query:
•

Predefined filters
These filters are created by your administrator.

•

Custom filters
You define these filters while you are creating the query.

•

Prompts
Prompts are dynamic filters that you define to display a question or a list of values; users can select
different filter values each time they refresh the report.

To add a predefined filter to a query
1. Double-click the objects you want to use in your report, or drag them to the "Result Objects" pane.
2. Drag a predefined filter to the "Query Filters" pane.
Note:
Predefined filters are created and edited by your administrator. As a user of the "Query Panel", you
cannot view the component parts of predefined filters, neither can you edit them.
When you run the query, the data corresponding to the query filters you selected is returned to the
report.

To create a custom filter
1. Select the object you want to filter and drag it to the "Query Filters" pane.
3. Select Constant, LOV (list of values), or Prompt.
4. The value you enter depends on the option you selected in step 3:

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Option

Description

Constant

•

LOV

a. In the "Prompt(s)" dialog box, add members to your list by double-clicking
them, or by selecting them in the "Members" pane and clicking the arrow
in the center.
b. Click OK.

Prompt

a. In the "Edit Prompt" dialog box, select "New Prompt" to add a new prompt,
or "Use Universe Parameters" to select a parameter from your universe.
b. If you selected a "New Prompt", enter prompt options, or if you selected
"Use Universe Parameters", select a parameter.
c. Click OK.

Type a value into the text box.

The filter is added to the report. You can edit or remove the filter in the "Query Panel".
Related Topics

5.3.2.4.2 Building prompts
A prompt is a dynamic filter that displays a question every time you refresh the data in a report. You
respond to prompts by typing or selecting the values you want to view before you refresh the data.
Crystal Reports retrieves only the values you specified from the data source and returns those values
to the report.
Tip:
Prompts allow multiple users to view a single report but specify a different sub-set of the data source
information. Prompts also reduce the time it takes for the data to be retrieved from the data source.

To create a prompt
1. Select the object you want to apply a prompt to and drag it to the "Query Filters" pane.
For example, if you want to allow users to specify the geographical region for the report, drag the
Region object to the "Query Filters" pane.
Note:
You cannot use the following operators for prompts: Is null or Is not null.
3. Select Prompt.
4. In the "Edit Prompt" dialog box, select New Prompt.
5. Enter a prompt message in the "Prompt Text" box.

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For example, you might ask “Which region do you want to see data for?”
6. Select "Select only from list" if you want your prompt to display a list of values from which users can
select values.
7. Click OK to confirm the prompt.
The prompt appears at each report refresh.
Related Topics

Combining query filters and prompts
You can apply multiple filters and prompts on a single query.

Quick reference to query filter operators
The following table will help you select the operator you need to define a query filter.
Values to retrieve

Select

Filter created

Values equal to a value
you specify.

Retrieve data for the
US only.

Equal to

<Country> Equal to US

Values different from a
value you specify.

Retrieve data for all
quarters except Q4.

Not Equal to

<Quarter> Different
from Q4

Values greater than a
value you specify.

Retrieve data for customers aged over 60.

Greater than

<Customer Age>
Greater than 60

Values greater than or
specify.

Retrieve data for revenue starting from
$1.5M upward.

Greater than or equal
to

<Revenue> Greater
than or equal to
1500000

Values lower than a
value you specify.

Retrieve data for exam
grades below 40.

Less than

<Exam Grade> Less
than 40

Values lower than or
specify.

99

Example

Retrieve customers
whose age is 30 or
less.

Less than or equal to

<Age> Less than or
equal to 30

2012-03-16


Values to retrieve

Example

Select

Filter created

Values between two
values you specify that
includes those two values.

Retrieve the weeks
starting at week 25 and
finishing at 36 (including week 25 and week
36).

Between

<Weeks> Between 25
and 36

Values outside the
range of two values
you specify.

Retrieve all of the
weeks of the year, except for weeks 25
through 36 (week 25
and week 36 are not
included).

Not between

<Weeks> Not Between
25 and 36

Values that are the
same as several values
you specify.

Retrieve data for only
UK.

In list

<Country> In list 'US;
Japan; UK'

Values that are different from the multiple
values you specify.

Don't retrieve data for
UK.

Not in list

<Country> Not in list
'US; Japan; UK'

Values that includes a
specific string.

Retrieve customers
1972.

Matches pattern

<DOB> Matches pattern, '72'

Values that don't include a specific string.

Retrieve customers
not 1972.

Different from pattern

<DOB> Different from
pattern, '72'

Using And or Or to combine query filters
This table explains the difference between the And and the Or operators.

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Retrieve this data

Example

Select

Data true for both filters.

Customers who ordered supplies in Q1 and in Q2 (the data
you retrieve will include: customers who placed orders in
both Q1 and Q2).

And

Data true for any one of the filters.

Customers who ordered supplies in: Q1 or Q2 (the data you
retrieve will include: customers
who placed orders in Q1 only;
customers who placed orders
only in Q2, and; customers who
placed orders in both Q1 and
Q2).

Or

Note:

To combine filters and/or prompts
1. Create each query filter and/or prompt.
By default, the "Query Panel" combines the filters and prompts with the And operator. You can leave
the And operator or change the operator to Or.

2. If necessary, change the operator to Or by double-clicking the And operator.
Note:
The prompts appear when you click OK, or when you refresh the report data.

5.3.2.5 Query panel functions
The Query Panel consists of the following elements:

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Table 5-8: The Query Panel elements
Query Panel element

Description

"Universe" panel

This pane shows the available classes and objects, organized in a tree structure. Click a node
(+) to open a branch or hierarchy, click the node
again to close or collapse the hierarchy. Select
the display mode (caption, technical name, or
both caption and technical name for each object).
You can search for objects in this panel by clicking
Filter and entering the search string. To build a
query, drag objects from this panel to the "Result
Objects" or "Query Filters" panel.

"Combine Queries" panel

This panel only displays when you are combining
queries. When you click (Show/Hide) Combined
Queries Panel, the panel shows the structure of
the queries you are combining. You can move
the query icons to reorganize the way that the
queries are combined. Click a query icon to display the query properties in the "Result Objects"
and "Query Filters" panels.

"Result Objects" panel

Select the objects you want to include in the query
from the "Universe" panel and drag them into this
panel. These objects are returned as column
headers in the resulting report. When you place
hierarchical objects here, use the "Member Selector" tool to display and select the members of the
hierarchy that you want to include in the query.
You can also select members that you want to
exclude from the query.

"Query Filters" panel

When you click (Show/Hide) Filter Panel, you
can drag objects into this panel to restrict the result data by limiting the query. For example, you
can limit the results returned to specific values or
value ranges.

"Data Preview" panel

When you click (Show/Hide) Data Preview
Panel, this panel allows you to test the results of
the query. You can preview the results that the
user will see, and modify the query and preview
the effects of the modification.

Use the query panel to create the following types of queries:
• Hierarchical queries for OLAP universes.

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•
•

Non-hierarchical queries for relational universes.
Non-hierarchical queries for SAP BusinessObjects Enterprise XI 3.X universes.

The "Query Panel" also has the following buttons:
• Combine Queries shortcut button to combine queries for a relational universe.
• Query Properties to view and edit the query properties.
• View Script to view the structure of the query.

5.3.2.5.1 View script
Use the "View Script" button to view the query specifications. The query specification is viewable in an
XML format that shows the query design.

5.3.2.5.2 About copying query specifications
Use the "Copy query specifications in clipboard" button to copy your current query specifications in the
"Result Objects" panel to a clipboard. The clipboard is viewable in XML format in the "QuerySpec XML"
dialog box.

5.3.2.5.3 About pasting query specifications
Use the "Paste query specifications from clipboard" button to paste your copied query specifications
from the clipboard to the "Result Objects" panel. Query specifications can be executed without defining
any object in the Query Panel.

5.3.2.5.4 Editing an existing query
You can return to the "Query Panel" to edit an existing query. Queries can be edited by adding or
removing an object, or you can add, edit, or remove a filter.

To edit an existing query
Before the query can be edited, you must first log on to the BI platform server.
1. To edit your report query, click Data > Edit Query.
The "Query Panel" appears.
2. In the "Query Panel", edit your query as necessary.
3. When you have finished editing your query, click Finish.
Changes that you made in your query are reflected in your report.
Note:
If you remove objects from your query that you have used in your report, the objects will automatically
be removed from the report.

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5.4 Working with databases
This section introduces several common procedures related to accessing database files from within
Crystal Reports. Where practical, step-by-step instructions are provided.

5.4.1 Opening Access queries through ODBC
ODBC gives you more control over which parts of a database you can use. For this reason, using an
Access query through ODBC may require a few extra steps.

5.4.1.1 To open an Access query through ODBC
1. Create a new report.
2. From the Data menu, click Choose Data Source.
4. Click Microsoft > MS Access year > ODBC.
The "Set up your connection" dialog box appears.
6. Find your query in the Views folder and drag it to the "Selected Tables" list.
7. Click Finish.
Note:
You cannot use Access Action queries or Update queries in Crystal Reports. However, you can use
Access Select queries and Cross-tab queries.

5.4.1.2 Opening Access Parameter queries

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Access Parameter queries can be opened only when you open an Access database via ODBC. Make
sure you have an ODBC data source set up for your Access database before attempting this procedure.
See Setting up an ODBC data source.
Note:
When you design a Parameter query in Access, you must provide a prompt for the query and specify
a data type for the parameter. First, with your query open in Design View in Microsoft Access, enter a
prompt in the Criteria cell for the field that will act as a parameter. Then, choose Parameters from the
Query menu in Access, and specify a data type for the parameter you just created. Make sure the
prompt appears exactly as it does in the Criteria cell. For complete instructions, refer to your Access
documentation. If you do not set up your Parameter query correctly, Crystal Reports will not be able to
use it.

5.4.1.2.1 To open an Access Parameter query
1. On the Start Page, click From Data Source.
2. Locate and select the ODBC data source that contains the Access Parameter query you want to
use.
Note:
If your database requires a user name and password, or any other log on information, click Next to
go to the Connection Information dialog box.
Tip:
Choosing an ODBC data source and entering connection information automatically logs you onto
the server.
3. Select your Parameter query from the Stored Procedures folder and drag it to the Selected Tables
list.
4. Click Finish.
5. Create your report using the fields in the Parameter query.
6.
Click Refresh to update the report's data.
The Enter Prompt Values dialog box appears.
7. Assign a value by typing into the field and then click OK.
Your report appears. Only the records that satisfy the parameter values you specified in the Enter
Parameter Values dialog box are used in your report.
Note:
You cannot use Access Action queries or Update queries in Crystal Reports. However, you can use
Access Select queries and Cross-tab queries.

5.4.2 Using ODBC data sources

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5.4.2.1 Setting up an ODBC data source
To set up an ODBC data source, you must first have an ODBC driver installed for the type of data you
want to use. Many DBMS applications automatically install and set up ODBC drivers. If you are not
sure whether ODBC drivers have been installed for your data, refer to the documentation that came
with your DBMS application.

5.4.2.1.1 To set up an ODBC data source
1. Open the ODBC Data Source Administrator, which is usually found under Start > Programs >
Administrative Tools > Data Sources (ODBC).
2. Click Add to add a new ODBC data source.
The Create New Data Source dialog box appears.
3. Choose the ODBC driver appropriate for your data type from this list.
4. Click Finish when finished.
If a driver does not appear for your data type, then the ODBC driver has not been correctly installed.
Refer to the documentation for your DBMS application.
An ODBC Data Source Setup dialog box that is specific to the ODBC driver you selected appears.
Note:
If an error message appears instead of the Setup dialog box, you may not have the correct ODBC
drivers installed on your system for the type of data you selected.
5. Type the name for your new ODBC data source in the Data Source Name box.
Note:
The dialog box that appears may look different from the one shown here, depending on the type of
data you are using. This dialog box is specific to the Access ODBC driver. For more information
about using the dialog box that appears for your data, click Help.
6. Click OK when finished.

5.4.2.2 Checking settings for an ODBC data source
1. Open the ODBC Data Source Administrator, which is usually found under Start > Programs >
Administrative Tools > Data Sources (ODBC), or Start > Settings > Control Panel > Data Sources
(ODBC).
2. Highlight the appropriate data source from the User Data Sources list (on the User DSN tab).
3. Click Configure.

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The ODBC Data Source Setup dialog box that appears is specific to the data source you selected,
and contains controls and information for setting up your data source.
4. Check the settings in this dialog box to make sure the information matches your system and database.
5. Make any changes necessary, and then click OK.
6. Click OK to close the ODBC Data Source Administrator dialog box.

5.4.2.3 Logging off an ODBC data source
1. Choose Log On or Off Server from the Database menu.
If no report is open, choose Log On of Off Server from the File menu.
The Data Explorer dialog box appears.
2. Highlight the ODBC data source you want to log off from this list.
3. Click Log Off.
4. Click Close when finished with the Data Explorer dialog box.

5.4.3 Stored procedures
In addition to the common relational database attributes (tables, fields, records, and so on) many SQL
DBMS systems support stored procedures. A stored procedure is a compiled SQL program consisting
of one or more SQL statements. A stored procedure can be used to define an SQL query that you can
use over and over again. Furthermore, variables, conditional expressions, and variable arguments can
be defined in the stored procedure so that you are prompted to provide information before the procedure
is executed.

Since stored procedures can return a result set, they can provide a specific set of data when executed.
In fact, Crystal Reports allows you to execute a stored procedure on an SQL database and use the
returned data to design a report. If the stored procedure is designed to prompt a user for information
to base its query on, Crystal Reports will prompt you for that information when you select the stored
procedure for your report.

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5.4.3.1 To select an SQL stored procedure
1. On the Start Page, click From Data Source.
2. Locate and select the SQL Server data source that contains the stored procedure that you want to
use.
3. Click Next to go to the "Set up your connection" dialog box.
4. Enter the required information to log in, and then click Next.
The "Select Tables for your Report" dialog box appears.
5. Drag a stored procedure to the Selected Tables list.
6. If prompted, select a parameter from the list.
set to Null is supported if no value is specified.
7. Click Finish and create your report using the fields in the stored procedure.

5.4.4 Linking tables
You link tables so records from one table will match related records from another. For example, if you
activate an Orders table and a Customers table, you link the tables so that each order (from the Orders
table) can be matched up with the customer (from the Customer table) that made the order.
When you link, you are using a field that is common to both tables. Crystal Reports uses the link to
match up records from one table with those from the other. In this example, the link assures that the
data in each row of the report refers to the same order.

5.4.4.1 Smart linking
When you select tables for your report, any existing links between the tables will be applied automatically.
Do the following to verify that all links are applied:
• In the Selected Tables area, click the Perform Smart Linking button.

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5.4.4.2 To change link properties
1. Click Edit Data Sources.
2. In the Selected Tables pane, select the link between two tables, and click Change this link's
properties.
3. Change the properties and then click OK.
Related Topics
• Link Properties dialog box

5.4.4.3 To clear all links
1. Click Edit Data Sources.
2. Click in the "Selected Tables" pane.
3. Click Clear Links.
All the table links are removed.
4. Click Finish.

5.4.4.4 Link Properties dialog box
The "Link Properties" dialog box appears when you select a link and click Edit Link Properties. It
contains the following sections:
•
•
•
•
•

From
To
Join Type
Enforce Join
Link Type

Related Topics
• Link from and link to
• Linking options

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5.4.4.5 Link from and link to
When you link two tables, you link from one table to another table. The from table is used as a primary
table, while the to table acts as a lookup table where records are looked up by the primary table. In a
simple link, the Report Designer examines the first record in the primary table and finds all matching
records in the lookup table. Once all matches have been found in the lookup table for the first record
in the primary table, all matches in the lookup table for the next record in the primary table are found.

5.4.4.6 Link relationships
When you link records from one table to another table, the records will typically fall under one of two
relationship types: one-to-one or one-to-many.

5.4.4.6.1 One-to-one relationships
In a one-to-one relationship between records in two linked tables, for every record in the primary table
there is only one matching record in the lookup table (based on the linked fields). For example, in the
Xtreme.mdb database, the Employee table can be linked to the Employee Addresses table based on
the Employee ID field in each table. The Employee table contains information about employees at the
company, the positions they hold, their salaries, hiring information, and so on. The Employee Addresses
table contains each employee's home address. There is only one record for each employee in each of
these tables. Therefore, if the Employee table is linked to the Employee Addresses table, only one
record will be found in the Employee Addresses table for each record in the Employee table. This is a
one-to-one relationship.

5.4.4.6.2 One-to-many relationships
In a one-to-many relationship between records in two linked tables, for every record in the primary table,
there may be more than one matching record in the lookup table, based on the linked fields. In the
Xtreme.mdb database, the Customer table can be linked to the Orders table based on the Customer
ID field in each table. The Customer table contains information about each customer that has placed
an order with the company. The Orders table contains information about orders that customers have
placed. Since customers can place more than one order, there may be more than one record in the
Orders table for each customer record in the Customers table. This is a one-to-many relationship.

5.4.4.7 Linking options

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Crystal Reports enables you to specify the type of join and type of link you want to use when linking
tables. You can also enforce the use of tables in your joins. Joins and links indicates how linked fields
in two tables are compared when records are read. Join, enforce, and link options can be specified in
the Link Options dialog box. Using the various join enforcement options can ensure that linked tables
are included in the SQL query, even when none of the fields in the table are used in the report.
Note:
When you link fields using joins, no indexed fields are required.
The join types are:
•
•
•
•

Inner join
Left Outer join
Right Outer join
Full Outer join

The enforce join options are:
•
•
•
•

Not Enforced
Enforced From
Enforced To
Enforced Both

The link types are:
•
•
•
•
•
•

Equal [=] link
Greater Than [>] link
Greater Than Or Equal [>=] link
Less Than [<] link
Less Than Or Equal [<=] link
Not Equal [!=] link

5.4.4.7.1 Inner join
An Inner join is the standard type of join. The result set from an Inner join includes all the records in
which the linked field value in both tables is an exact match. For instance, you can use an Inner join to
view all customers and the orders they have placed. You will not get a match for any customer who
has not placed orders.
Customer Table

Orders Table

Customer ID

Customer Name

Order Amount

52

Allez Distribution

25141.50

53

111

Customer Table

BG Mountain Inc.

19164.30

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Customer Table

Customer Table

Orders Table

Customer ID

Customer Name

Order Amount

53

BG Mountain Inc.

1683.60

57

Hansen MTB Inc.

15716.40

58

La Bomba de Bicicleta

1956.20

60

Mountain Toad

24580.50

62

SFB Inc.

7911.80

63

Sierra Bicycle Group

19766.20

63


12763.95

64

Sierra Mountain

8233.50

5.4.4.7.2 Left Outer join
The result set from a Left Outer join includes all the records in which the linked field value in both tables
is an exact match. It also includes a row for every record in the primary (left) table for which the linked
field value has no match in the lookup table. For instance, you can use a Left Outer join to view all
customers and the orders they have placed, but you also get a row for every customer who has not
placed any orders. These customers appear at the end of the list with blanks in the fields that would
otherwise hold order information:
Customer Table

Orders Table

Customer ID

Customer Name

Order Amount

52

Allez Distribution

25141.50

53

112

Customer Table

BG Mountain Inc.

19164.30

2012-03-16


Customer Table

Customer Table

Orders Table

Customer ID

Customer Name

Order Amount

53

BG Mountain Inc.

1683.60

57

Hansen MTB Inc.

15716.40

58


1956.20

60

Mountain Toad

24580.50

62

SFB Inc.

7911.80

63


19766.20

63


12763.95

64

Sierra Mountain

8233.50

54

Bicicletas Aztecas

55

Deely MTB Inc.

Note:
Left Outer and Right Outer joins are handled differently in the SQL language from other join types. If
the database is accessed through ODBC, Crystal Reports uses ODBC syntax in the SQL statement.
If you are connecting to an SQL database directly (not through ODBC), Crystal Reports uses a syntax
native to the database. For more information about what an Outer join looks like in an SQL statement,
refer to Microsoft ODBC documentation or to the documentation for your SQL database.

5.4.4.7.3 Right Outer join
The result set from a Right Outer join includes all the records in which the linked field value in both
tables is an exact match. It also includes a row for every record in the lookup (right) table for which the
linked field value has no match in the primary table. If you link the Customer table to the Orders table,
you get one row in the table for each order a customer has placed. You also get a row for every order
found that cannot be linked to a customer. Theoretically, this should not happen, but if an inexperienced
sales person forgot to assign a customer ID to an order, you can quickly locate that order with a Right

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Outer join. The resulting table leaves a blank in any of the Customer fields for the order without a
customer.
Customer Table

Orders Table

Orders Table

Customer ID

Order ID

Order Amount

52

6

25141.50

53

11

19164.30

53

21

1683.60

57

4

15716.40

58

20

1956.20

60

16

24580.50

62

19

7911.80

63

28

19766.20

63

32

12763.95

64

14

8233.50

25

10320.87

Note:
Left Outer and Right Outer joins are handled differently in the SQL language from other join types. If
the database is accessed through ODBC, Crystal Reports uses ODBC syntax in the SQL statement.
If you are connecting to a SQL database directly (not through ODBC), Crystal Reports uses a syntax
native to the database. For more information about what an Outer join looks like in an SQL statement,
refer to Microsoft ODBC documentation or to the documentation for your SQL database.

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5.4.4.7.4 Full Outer join
A Full Outer join is a bidirectional outer join where you can see all records in your linked tables. The
result set from a Full Outer join includes all the records in which the linked field value in both tables is
an exact match. It also includes a row for every record in the primary (left) table for which the linked
field value has no match in the lookup table, and a row for every record in the lookup (right) table for
which the linked field value has no match in the primary table. If you link the Customer table to the
Orders table, you get one row in the table for each order a customer has placed. You also get a row
for every order found that cannot be linked to a customer, and a row for every customer for whom an
order cannot be found.
Customer Table

Orders Table

Orders Table

Customer ID

Order ID

Order Amount

52

6

25141.50

53

11

19164.30

53

21

1683.60

57

4

15716.40

58

20

1956.20

60

16

24580.50

62

19

7911.80

63

28

19766.20

63

32

12763.95

64

14

8233.50

65
66

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Customer Table

Orders Table

Orders Table

Customer ID

Order ID

Order Amount

25

10320.87

5.4.4.7.5 Not Enforced
When you select this option, the link you've created is used only if it's explicitly required by the Select
statement. Your users can create reports based on the selected tables without restriction (that is, without
enforcement based on other tables). This is the default option.

5.4.4.7.6 Enforced From
When you select this option, if the to table for the link is used, the link is enforced. For example, if you
create a link from TableA to TableB using Enforce From and select only a field from TableB, the Select
statement will still include the join to TableA because it is enforced. Conversely, selecting only from
TableA with the same join condition will not cause the join to TableB to be enforced.
Note:
For an explanation of from and to tables, see Link from and link to.

5.4.4.7.7 Enforced To
When you select this option, if the from table for the link is used, the link is enforced. For example, if
you create a link from TableA to TableB using Enforce To and select only a field from TableA, the join
to TableB will be enforced, and the Select statement that is generated will include both tables.
Note:
For an explanation of from and to tables, see Link from and link to.

5.4.4.7.8 Enforced Both
When you select this option, if either the from table or the to table for this link is used, the link is enforced.

5.4.4.7.9 Equal [=] link
The result set from an Equal link includes all the records where the linked field value in both tables is
an exact match. In the following example, the Customer table is linked to the Orders table by the
Customer ID field. When the program finds a Customer ID in the Orders table that matches a Customer
ID in the Customer table, it displays information for the corresponding records in both tables.

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SQL uses the following syntax to describe an Equal link:
SELECT Customer.'Customer ID',
Customer.'Customer Name',
Orders.'Order Amount'
FROM 'Customer' Customer,
'Orders' Orders
WHERE Customer.Customer ID =
Orders.Customer ID

This statement produces the following data:
Customer Table

Customer Table

Orders Table

Customer ID

Customer Name

Order Amount

52

Allez Distribution

25141.50

53

BG Mountain Inc.

19164.30

53

BG Mountain Inc.

1683.60

57

Hansen MTB Inc.

15716.40

58


1956.20

60

Mountain Toad

24580.50

62

SFB Inc.

7911.80

63


19766.20

63


12763.95

64

Sierra Mountain

8233.50

5.4.4.7.10 Greater Than [>] link
The result set from a Greater Than link includes all records in which the linked field value from the
primary table is greater than the linked field value in the lookup table. As an example, a company may
want to compare the salaries made by all their sales representatives to the salaries made by all their

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sales managers. The company executives want to make sure no sales representative is making more
money than any manager.
With this in mind, you can link the SalesRep table to the Manager table by the Salary field in each table
using a Greater Than link:
SELECT SalesRep.'Last Name',
SalesRep.'Salary',
Manager.'Last Name',
Manager.'Salary'
FROM 'SalesRep' SalesRep,
'Manager' Manager
WHERE SalesRep.'Salary' >
Manager.'Salary'

This SQL statement might produce data similar to this:
SalesRep Table

SalesRep Table

Manager Table

Manager Table

Last Name

Salary

Last Name

Salary

Davolio

$35,000.00

Fuller

$32,000.00

Davolio

$35,000.00

Brid

$30,000.00

Davolio

$35,000.00

Buchanan

$29,500.00

Dodsworth

$48,300.00

Hellstern

$45,000.00

Dodsworth

$48,300.00

Fuller

$32,000.00

Dodsworth

$48,300.00

Brid

$30,000.00

Dodsworth

$48,300.00

Buchanan

$29,500.00

Dodsworth

$48,300.00

Martin

$35,000.00

Patterson

$30,000.00

Buchanan

$29,500.00

In this table, there is no relationship established between sales representatives and sales managers.
Since all managers have seniority over all sales representatives, a company might find it necessary to
check if any representatives make more money than any managers, evidence of a salary problem that
needs to be remedied.

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5.4.4.7.11 Greater Than Or Equal [>=] link
The result set from a Greater Than Or Equal link includes all records in which the linked field value in
the primary table is greater than or equal to the linked field value in the lookup table. The example here
is identical to the example for the Greater Than join, except that it uses the Greater Than Or Equal link:
SELECT SalesRep.'Last Name',
SalesRep.'Salary',
Manager.'Last Name',
Manager.'Salary'
FROM 'SalesRep' SalesRep,
'Manager' Manager
WHERE SalesRep.'Salary' >=
Manager.'Salary'

This statement might produce data such as this:
SalesRep Table

Manager Table

Manager Table

Last Name

Salary

Last Name

Salary

Davolio

$35,000.00

Fuller

$32,000.00

Davolio

$35,000.00

Brid

$30,000.00

Davolio

$35,000.00

Buchanan

$29,500.00

Davolio

$35,000.00

Martin

$35,000.00

Dodsworth

$48,300.00

Hellstern

$45,000.00

Dodsworth

$48,300.00

Fuller

$32,000.00

Dodsworth

$48,300.00

Brid

$30,000.00

Dodsworth

$48,300.00

Buchanan

$29,500.00

Dodsworth

$48,300.00

Martin

$35,000.00

Patterson

$30,000.00

Brid

$30,000.00

Patterson

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SalesRep Table

$30,000.00

Buchanan

$29,500.00

2012-03-16


5.4.4.7.12 Less Than [<] link
The result set from a Less Than link includes all records in which the linked field value in the primary
table is less than the linked field value in the lookup table. Using the Less Than link, you can compare
sales representative and manager salaries in a different direction. Once again, the Salary field in each
table is used as the link field. This time, though, you link from the Manager table to the SalesRep table
using a Less Than link on the linked Salary fields:
SELECT Manager.'Last Name',
Manager.'Salary',
SalesRep.'Last Name',
SalesRep.'Salary'
FROM 'Manager' Manager,
'SalesRep' SalesRep
WHERE Manager.'Salary' <
SalesRep.'Salary'

This SQL statement produces a slightly different table than that produced by the Greater Than link:
Manager Table

SalesRep Table

SalesRep Table

Last Name

Salary

Last Name

Salary

Fuller

$32,000.00

Davolio

$35,000.00

Fuller

$32,000.00

Dodsworth

$48,300.00

Brid

$30,000.00

Davolio

$35,000.00

Brid

$30,000.00

Dodsworth

$48,300.00

Buchanan

$29,500.00

Davolio

$35,000.00

Buchanan

$29,500.00

Dodsworth

$48,300.00

Buchanan

$29,500.00

Patterson

$30,000.00

Martin

$35,000.00

Dodsworth

$48,300.00

Hellstern

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Manager Table

$45,000.00

Dodsworth

$48,300.00

2012-03-16


5.4.4.7.13 Less Than Or Equal [<=] link
The result set from a Less Than Or Equal link includes all records in which the linked field value in the
primary table is less than or equal to the linked field value in the lookup table. The example here is
identical to the example for the Less Than link, except that it uses the Less Than Or Equal link:
SELECT Manager.'Last Name',
Manager.'Salary',
SalesRep.'Last Name',
SalesRep.'Salary'
FROM 'Manager' Manager,
'SalesRep' SalesRep
WHERE Manager.'Salary' <=
SalesRep.'Salary'

This SQL statement produces data similar to the following:
Manager Table

SalesRep Table

SalesRep Table

Last Name

Salary

Last Name

Salary

Fuller

$32,000.00

Davolio

$35,000.00

Fuller

$32,000.00

Dodsworth

$48,300.00

Brid

$30,000.00

Davolio

$35,000.00

Brid

$30,000.00

Dodsworth

$48,300.00

Brid

$30,000.00

Patterson

$30,000.00

Buchanan

$29,500.00

Davolio

$35,000.00

Buchanan

$29,500.00

Dodsworth

$48,300.00

Buchanan

$29,500.00

Patterson

$30,000.00

Martin

$35,000.00

Davolio

$35,000.00

Martin

$35,000.00

Dodsworth

$48,300.00

Hellstern

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Manager Table

$45,000.00

Dodsworth

$48,300.00

2012-03-16


5.4.4.7.14 Not Equal [!=] link
The result set from a Not Equal link includes all records in which the linked field value in the primary
table is not equal to the linked field value in the lookup table. This type of link can be used to find possible
combinations of items when a table is joined to itself (a self-join). For example, a company can have a
table listing all products they sell. When they decide to hold a sale where their customers buy one item
and get the second item half price, they may need a list of all possible two item combinations:
SELECT Product1.'Product Name',
Product2.'Product Name',
FROM 'Product' Product1
'Product' Product2
WHERE Product1.'Product Name' !=
Product2.'Product Name'

In this SQL statement, the Product table is opened twice. The first time, it is given the alias name
Product1. The second time, it is given the alias name Product2. Then the Product Name field is used
to link from the Product1 table to the Product2 table. This is the same table, but since it has been opened
twice using different aliases, Crystal Reports considers it two separate tables. A Not Equal link is used
to link the tables by the Product Name field. As a result, each product is paired with every other product
offered, but is not paired with itself:
Product1
Product Name

Product Name

Xtreme Adult Helmet

Xtreme Mtn Lock

Xtreme Adult Helmet

InFlux Lycra Glove

Xtreme Adult Helmet

Roadster Micro Mtn Saddle

Xtreme Mtn Lock

Xtreme Adult Helmet

Xtreme Mtn Lock

InFlux Lycra Glove

Xtreme Mtn Lock


InFlux Lycra Glove

Xtreme Adult Helmet

InFlux Lycra Glove

Xtreme Mtn Lock

InFlux Lycra Glove

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Product2


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Product1

Product2

Product Name

Product Name


Xtreme Adult Helmet


Xtreme Mtn Lock


InFlux Lycra Glove

Note:
The symbol != is used to represent a Not Equal link, if the ODBC data source driver for the data being
accessed supports this symbol. If not, the default symbol <> is used to represent a Not Equal link.

5.5 Process to Verify Data Source on First Refresh
When you open a report, Crystal Reports automatically checks for changes in the metadata of the active
data source the first time you refresh your report data. Active data sources include universes and SAP
BEx queries.
If any changes in the metadata are detected, a dialog box will appear indicating that a change has been
made to the data source and the report must be updated. Changes to a data source could include any
of the following:
• Changes to properties or attributes of a result object, for example, the result object name.
• Changes to data types of the result objects in the data source.
• Changes to the number of inherited parameters in the data source.
Depending on the changes made to the data source, you may have to remap result objects and reformat
your report.
Note:
When the set of result objects are updated, any saved data will be discarded.
Example: A parameter has been added or removed to filter data from a data source:
A universe designer may choose to add an inherited parameter to a result object to ensure all reports
are run on time during peak report periods. "Crystal Reports" will detect this change to the number of
parameters in the source data. The inherited parameter will restrict the amount of available data in
each report by prompting users to specify information, such as by department, region, or sales quarter.

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If the universe designer removes the inherited parameter from the data source, "Crystal Reports" will
detect this change, but the parameter will remain in the report. It will appear in the "Parameters" area
of the "Data Explorer" as a local parameter which you can delete.
In this case, once you have refreshed the result objects in your report, save the report so that you do
not need to verify the metadata again the next time you open it.

5.6 Indexing the correct result objects
These guidelines describe the best ways to index saved data and what to avoid when indexing:
•

Index result objects that users frequently add to their record selection formulas.

•

Index result objects that are referred to by the report's record selection formula.

•

Don't index all of the result objects in the report.
Indexing all of the result objects can result in increased processing times. It is best to index only on
the result objects that meet the criteria specified above. If all of the result objects meet these criteria,
then you should prioritize the result objects and index only some of them.

•

Don't index result objects that contain unique values only.
For instance, don't index a result object such as "Last Year's Sales," whose values are likely to be
distinct from one another. If you do so, a separate index is created for each and every value in the
result object.

5.6.1 To index saved data
1. Open your report in Crystal Reports.
2. From the Data menu, click Report Bursting Indexes.
3. In the "Report Bursting Indexes" dialog box, select the result objects that you want indexed within
the saved data.
4. Click OK to return to Crystal Reports.
5. If you want to create the index immediately, refresh and save the report.

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Report Layout and Formatting


This chapter refers to changes you can make to the layout and design of a report, as well as the
appearance of text, objects, or entire report sections.
You can use formatting to do many things, including:
•

Dividing a report into sections.

•

Calling attention to certain data.

•

Changing the presentation of dates, numbers, Boolean values, currency values, and text strings.

•

Hiding unwanted sections.

•

Giving the report a professional appearance.

The following topics describe the types of formatting you can do with Crystal Reports, giving step-by-step
instructions for performing a variety of formatting tasks.

6.1 Using the report design environment

6.1.1 Understanding section characteristics
A report consists of several sections, including the "Report Header", "Page Header", "Group Header",
"Body", "Group Footer", "Page Footer", and "Report Footer".
For more information about sections, see Structure mode areas.

6.1.2 Creating multiple-column reports
Instead of having the data in the "Body" section of your report print straight down the page, you can set
up multiple columns and have the data flow from column to column.

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6.1.2.1 To create a multiple-column report
1. Open the report you want to format with multiple columns.
2. Right-click in the "Body" heading area and click Format Body.
3. Select Multiple Columns.
4. Set the Column Width for your column.
Keep in mind the width of your paper when deciding your column width. For example, if you have
three elements in your Body section, and they take up four inches of space, limit the width of the
column to under four and a half inches so that all of the element information can be seen.
5. Choose a Flow Direction for your data.
6. If the report you're formatting contains grouping, select Multi-Column Groups.
7. Set the Horizontal and Vertical gaps you want to maintain between each record in your column.
When you preview the report, you will see that the data appears in columns. If your report has element
headers, they appear only for the first column. To have element headers for the second column, insert
a text element in the Crystal Reports editor.

6.1.3 Using smart guidelines
Smart guidelines help you format report columns in the Crystal Reports designer canvas. The columns
and the objects within them can be moved and rearranged simultaneously as the smart guidelines
calculate associated objects based upon similar alignment. The grids that appear on the report depend
on the element you have selected and the feature automatically selects related elements in the column.
The smart guidelines feature can be turned off in the "Report Options" dialog box. If you want to
deactivate the feature temporarily to resize a specific element, select the element and then press and
hold the Alt key while resizing it.
Note:
Smart guidelines do not work with elements that are already formatted, such as cross-tab elements.

6.1.3.1 To insert a column using smart guidelines

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Smart guidelines allow you to insert new result object columns without having to manually move the
surrounding columns over. If smart guidelines are disabled, the inserted result object will overlap the
existing result object.
1. Select a result object from the "Data Explorer" side panel and drag the object to the report canvas.
2. Align the result object frame in the desired column until the smart guideline grids appear to indicate
the column position and place the result object.
Note:
If you insert a column between two existing columns, the blue smart guideline grid will change to a
dark blue to indicate the column will be positioned between the existing columns.

6.1.3.2 Adjusting columns using smart guidelines
You can reorder, remove, and resize columns using the column side cursors and handles on the top
of the report canvas. Smart guidelines allow you to delete and adjust columns without having to manually
move the surrounding columns over.

6.1.3.2.1 To adjust column width
1. Click the column you want to adjust.
Smart guideline grids appear.
2. Move the pointer over the right side of the column.
The cursor changes into a resizing cursor.
3. Click and drag the column width to decrease or increase the size.

6.1.3.2.2 To adjust column position
You can move a single column horizontally on the report canvas or multiple columns simultaneously.
1. Click a column you want to move.
2. Click the column handles on top of the report canvas and drag the column:
• To move a single column, drag the column to the left or right. Smart guidelines will adjust the
existing columns to accommodate the re-positioned column.
• To move multiple columns, use a single column to push the existing columns over, or use the
left side edge to drag a row of columns.

6.1.3.2.3 To swap columns using smart guidelines
1. Click the column you want to swap to select it.

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2. Select the column handles on the top of the report canvas and drag the column to overlap the column
you want to swap and click to place the column.
The column positions are swapped.

6.1.3.3 To create subcolumns using smart guidelines
You can create a subcolumn by using a spanning header element such as a box or text element that
spans two or more columns.
1. Click a column you want to become a subcolumn.
2. Click Insert > Box or Insert > Text.
3. Place the element on the report canvas in the report or group header and drag the element frame
to span two or more columns that you want to join.
The spanning header element becomes a single column containing subcolumns.
The subcolumns can be rearranged as a single column using the handles for the spanning header
column.

6.1.4 Hiding report sections
Crystal Reports has several properties that you can set to hide or suppress report sections.

6.1.4.1 Show on Drill Only
The "Show on Drill Only" property hides a section whenever you run the report. For example, in a
summary report, the "Show on Drill Only" property can be used to display only the summaries, but not
the details behind the summaries. When the "Show on Drill Only" property is applied to a section, it
becomes visible when the Drill-down cursor is used to drill down on the section contents. This property
is absolute; it cannot be conditionally applied using a formula.

6.1.4.2 Hide

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The "Hide" property also hides a section when you run the report. Unlike the "Show on Drill Only"
property, however, you cannot apply the "Hide" property, then drill down to reveal the section contents.
This property can be applied absolutely, or conditionally using a formula. This is useful for writing form
letters. For example, in a form letter, you might create two Body sections: one to hide when sales are
equal to or over $X and one to hide when sales are under $X.

6.1.5 Hiding report objects
Crystal Reports has several formatting properties for hiding individual objects.

6.1.5.1 Hide If Duplicated
The "Hide If Duplicated" property prevents an object value from printing if it is a duplicate of the value
that comes immediately before it in the same section.
The value does not print, but the space in which it would have printed remains.
Note:
This property does not work for text elements that contain embedded elements.

6.1.5.2 Hide the number when the value is zero
The "Hide the number when the value is zero" property prevents a value from printing if it is a zero
value. The value does not print, but the space in which it would have printed remains. To remove the
blank space, the section must have "Hide If Blank" set.
Note:
This will only work if there are no other elements in the section.

6.1.5.3 Hide

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The "Hide" property hides an object when you run the report. For example, it is common to apply this
property to formulas that are needed to do some report calculations, but that you do not want to print
when you run the report. When you select this property, the selected element does not print.

6.1.6 Keeping a section or element from breaking across pages
If a section or element does not fit in the remaining page space, then it is broken across two pages. To
prevent this page break and have the entire section or element print on the next page, use the "Avoid
Page Break" option.
Note:
If a section or element is longer than one page, it prints across multiple pages even if you use the "Avoid
Page Break" option.

6.1.6.1 To keep a section from breaking across pages
1. Right-click a section and click Format Section.
2. Click Paging.
3. Select the Avoid Page Break check box and click Close.
4. Click Close.

6.1.6.2 To keep an element from breaking across pages
1. Right-click an element and click Format <Element>.
2. Click General.
3. Select the Avoid Page Break check box and click Close.

6.1.7 Creating a section underlay

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You may want to create a section underlay to add an image of a pre-printed form to a report, or to add
a watermark to a report.
To create the underlay, you first add a picture or watermark to your report and then you reset the
formatting so that the element underlays the report data.

6.1.7.1 To insert a picture onto the report
1. Click Insert > Picture.
2. Select an image file, and then place it in the "Page Header" section, to the right of the objects in the
report body.
Note:
The picture is placed to the right of the objects to avoid underlaying the text. When you are working
with a watermark (a subdued picture designed to be nearly invisible) place it directly above the text.

6.1.7.2 To make the picture underlay the following section
1. Right-click in the "Page Header" area of the report canvas and click Format Section.
2. Click Underlay Following Sections.
When you preview your report, you will see that the picture prints in both the first "Group Header"
and the following few "Body" sections, next to (instead of above) the text in the body of the report.
Note:
Using the technique of placing a picture to the right of the body of the report, you can set up a chart
or an employee picture to print beside the details pertaining to that chart or employee.
3. In the Crystal Reports"Structure" mode, resize the picture vertically to make it two or three times
larger, then preview the report again.
The image file now underlays more sections.
The area in which the picture underlays depends on the following conditions:
•

The size of the picture.

•

The section in which the picture was originally placed.

•

The position of the picture in the section.

By modifying size and placement of an element, you can create a variety of visual effects using the
underlay feature.

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6.1.8 Using pre-printed forms
You can use the section underlay feature to create a Crystal Reports report that merges an image of
a pre-printed form with your report data as a single, merged unit.

6.1.8.1 To create a report that includes a pre-printed form.
1. Scan a form.
2. Place it in the report as a bitmap.
3. Use the underlay feature to line up the bitmap and report data.

6.1.9 Preventing the truncation of text inside an element
Whether you accept the default widths of text-based elements or you resize them, a problem could
arise if the text inside the element prints right to the edge of the element frame. While the report may
look fine on the machine it was designed on, when the report is printed using another printer driver that
measures the font wider, the length of the text grows, but the element frame remains fixed. The resulting
text is cut-off or truncated.

6.1.9.1 To prevent the truncation of text inside an element
1. Right-click the text element that you want to format and select Format Text.
2. Click the "General" node.
3. Select Can Grow.
The element is now formatted to print on multiple lines. If the text prints wider than the element, the
text wraps onto additional lines.

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6.1.10 Hiding blank lines in embedded objects
Because you can embed objects in text elements, you might encounter cases where an empty object
causes a blank line in a text element. You can hide blank instances of such embedded objects.
Note:
Hiding embedded object blank lines is designed to remove blank lines within a text element if the text
element contains an entirely blank object alone on a line.

6.1.10.1 To hide blank lines in embedded objects
1. In the "Structure" mode, right-click the desired text element and click Format Text.
2. Select General and then select Hide Blank Lines Caused By Empty Objects.
Now, when the report prints, unwanted blank lines will no longer appear in place of empty embedded
objects. You can confirm your changes in the "Page" mode.

6.1.11 Placing multi-line, text-based elements
While text-based elements that are formatted to print on multiple lines follow the same design rules as
other elements, they have one additional characteristic to be considered. If the printer driver expands
or contracts the spacing of the text, word wrapping may differ, changing the number of lines necessary
to print the element in order to accommodate growth or shrinkage.
When placing multi-line text-based elements, you could encounter problems if other elements in the
same section are placed directly below them.
Unlike single-line text-based elements, expanding the element frame of a multi-line text-based element
to accommodate growth is not a viable option. When you do this, the line width increases according to
the expanded boundaries.
So, when possible, place multi-line text-based elements at the bottom of a section. If they require more
lines to print, the section expands downward to accommodate the growth, so that the expanded elements
do not overwrite other elements.

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6.1.12 Indenting lines
Using Crystal Reports, you can control line indentation for memo objects, string objects, and text
elements.
Note:
Only indentation values within the range of the object or text element width are accepted. An error
message appears on the bottom of the view when you enter an incorrect value.

6.1.12.1 To indent lines for a data element
1. Right-click the element to be formatted and click Format Result Object Element.
2. Select Paragraph.
3. Set your preferred indent options.

6.1.12.2 To indent lines for a text element
1. Right-click the text element to be formatted and click Format Text.
3. Set your preferred indent options.

6.1.13 Allowing for overflow object representation
Crystal Reports lets you use overflow object representation to assist users who are working with numeric
or currency values in report cells. When the "Allow Object Clipping" option is not selected,
numeric/currency object values that exceed the object size are represented by number signs (######)
when you preview the report, letting you know immediately when the object is too small.
Otherwise, if a numeric or currency value is larger than the object containing it, that value is truncated,
or "clipped." For example, values like 100,000,000 might appear on the report as 1,000, or as 000

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(depending on the properties you have set). This could potentially cause confusion when the report is
read.

6.1.13.1 To allow for overflow object representation
1. Right-click the currency object or number object that you want to format and click Format Result
Object Element.
2. Expand "Format" and then select Number.
3. Ensure that Allow Object Clipping is not selected.

6.1.14 Selecting multiple elements
You can select multiple elements, including text, object, chart, bitmap, and cross-tab elements, to format
them together.
Once you have selected multiple elements, you can move, align, size, and delete them as a group. You
can also change any common properties for these elements and have the changes apply to all elements.
Elements are moved, aligned, and sized based on a main element, which is the last element you select.

6.1.14.1 To select multiple elements
1. Click an element and Shift + click or Ctrl + click the other elements you want to select.
2. Right-click the main element and click Format Elements.
3. Set your new formatting options.

6.1.15 Understanding text rotation
In the Format dialog box, you can use the text rotation properties to rotate text so that it reads vertically.
When you select a text rotation of 90 degrees, the text shifts 90 degrees in a counter-clockwise direction.

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When you select a text rotation of 270 degrees, the text shifts 270 degrees in a counter-clockwise
direction.
Note:
•
•
•

If text rotation is left at 0 degrees, your text is oriented horizontally, left to right.
Rotated text that spans over the edge of the page cannot be displayed as part of your report.
Rotated text cannot be rendered by the DHTML viewers, so be sure to preview your report in the
desired viewer before you deploy it.

6.1.15.1 To rotate text
1. Right-click the element that you want to rotate and click Format <element>.
<element> is the name of the element. For example, "Format Result Object Element", "Format
Text", and so on.
2. Select Font.
3. Change the "Rotation" to either 90 degrees or 270 degrees.

6.1.16 Modifying line spacing
With Crystal Reports, you can specify the amount of space between lines for memo objects, string
objects, and text-based elements.

6.1.16.1 To modify line spacing
1. Right-click the object or element that you want to format and select Format <element>.
<element> is the name of the element. For example, "Format Result Object Element", "Format
Text", and so on.
3. Enter a number for the "Spacing" value.
• If you chose "Multiple", the number you enter is multiplied by the font size of your text, and the
program inserts the result as line spacing.
• If you chose "Exact", the number you enter is the exact number of points that the program inserts
for line spacing.

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6.1.17 Setting page size and page orientation
Crystal Reports allows you to view and print your reports in a variety of page sizes using either portrait
or landscape orientation.

6.1.17.1 To set page size and page orientation
1. Click File > Page Setup.
The "Page Setup" dialog box appears.
2. Use the "Paper Size" menu to select a page size.
3. Use the "Orientation" options to set the page orientation.
4. Click OK.

6.1.18 Setting page margins
Crystal Reports allows you to change page margins to meet your specifications.

6.1.18.1 To set page margins
2. Set the "Margins" to fit your needs.
3. Click OK.
Note:
•
•

137

All margins are calculated from the paper edge. Thus, a left margin of .25 inches causes the printing
to start exactly one quarter inch in from the edge of the paper.
Select Adjust Margins Automatically if you want Crystal Reports to adjust the report's margins
automatically the next time you change the page size. If you choose a new page size that is large
enough for the current printable area, Crystal Reports increases or decreases the margins by
enlarging or reducing the left/right and top/bottom margins by the same factor. If you choose a new

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•

page size that is smaller than the current printable area, Crystal Reports fills the entire page by
reducing the margins to 0. If you next choose a bigger page, this (reduced) printable area is kept
and the left/right, top/bottom margin ratios become 1:1.
Page margins can also be controlled by use of conditional formulas.

Related Topics
• Changing margins conditionally

6.1.19 Setting custom page size
If you are designing a report for the web, you may want to set a page size that does not correspond
with standard printing paper sizes. Crystal Reports allows you to set a custom page size using the
"Page Setup" dialog box.

6.1.19.1 To set custom page size
2. On the "Paper Size" menu, click Custom.
3. Adjust the width and height of the page by entering new values in the appropriate text boxes.
4. Click OK.

6.1.20 Using TrueType fonts
Designing your report with printer-specific fonts can lead to problems when using different printers. The
fonts may not be supported by other printers or they may not be installed on the printers.
During the printing process, if you encounter printer-specific fonts that are unrecognizable to the printer
driver, Crystal Reports substitutes the fonts, creating inconsistent results. To avoid this situation, only
common TrueType fonts should be used when designing reports.

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6.1.21 Using date formats on a Japanese system
There are many date formats you can choose to use on an English report, but if you send the report to
a Japanese system, there may be some formatting irregularities. Not all English date formats are
viewable on a Japanese system, and the same is true going from Japanese to English. For instance,
abbreviated English months do not appear on a Japanese system and Japanese eras in short format
do not appear on an English system.

6.2 Formatting properties
You can set formatting properties in Crystal Reports. In most cases, you can set one of two types of
properties:
•

Absolute (always apply the property).

•

Conditional (apply the property only if certain criteria are met).

Related Topics
• Working with absolute formatting
• Working with conditional formatting

6.2.1 Working with absolute formatting
Absolute formatting is formatting that applies under any condition. This type of formatting property
always follows a "select, then apply" procedure. For example, you select what it is that you want to
format (object or section), then you apply the formatting to the selection using property settings.

6.2.1.1 Adding borders, color, and shading to an object
Crystal Reports allows you to add borders, color, and shading to objects on your report in order to
emphasize important data and create professional-looking reports.

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6.2.1.1.1 To add borders, color, and shading to an object
1. Right-click the object or element that you want to format and click Format <element>.
2. Click Appearance.
3. Set the desired appearance values.
For example, to add a border around an object, go to the "Border" section and set the properties for
top, bottom, right, and left.

6.2.1.2 Adding and editing lines
Crystal Reports allows you to add lines to a report to emphasize important data and create
professional-looking reports. Lines can run horizontally or vertically. For a vertical line to be broken
across several pages, the report section that the line ends in must not be on the same page that it starts
on. For example, if a line runs from a group header to the corresponding group footer, the line continues
on the top of each subsequent page (just below the page header) until the group footer is encountered.

6.2.1.2.1 To add lines to a report
1. Click Insert > Line.
2. Use the cursor to draw the line where you want it to appear.
Note:
You cannot draw diagonal lines.

6.2.1.2.2 To edit lines on a report
1. Right-click the line that you want to format and click Format Line.
The "Format" dialog box appears.
2. Change the "General" or "Appearance" options for the line.
3. When you are finished, click Close.

6.2.1.3 Adding and editing boxes
Crystal Reports allows you to add boxes to a report to emphasize important data and create
professional-looking reports.

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6.2.1.3.1 To add boxes to a report
1. Click Insert > Box.
2. Use the cursor to place the box where you want it to appear.

6.2.1.3.2 To edit boxes on a report
1. Right-click the box that you want to format and click Format Box.
2. Change the "General" or "Appearance" options for the box.
3. When you are finished, click Close.

6.2.1.4 Changing boxes to rounded shapes
When designing report formats in Crystal Reports, you can insert a variety of shapes into your report.
Shapes can include boxes, boxes with rounded corners, circles, and ovals. You can enter a measurement
to indicate how much of each side of the box that you want to appear rounded. This measurement is
static which means that the longer the sides on the box, the smaller the curve will be. For example, a
square with 4-inch sides and "Corner Rounding" set to 0.5 inches would look like this:

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The same square with "Corner Rounding" set to 1 inch would look like this:

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6.2.1.4.1 To change a box to a rounded shape
You have already added a box to your report.
For more information, see Adding and editing boxes.
1. Right-click the box that you want to format and click Format Box.
The "Box" dialog box opens.
2. Click "Appearance".
3. Set "Corner Rounding" to a number.
The box corners become rounded or the box changes to an oval or a circle, depending on the number
you enter.
Note:
If you select the "Drop Shadow" property, Crystal Reports resets "Corner Rounding" to 0.

6.2.1.5 Using conventional accounting formats

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As a way of supporting the conventions used in the accounting profession, Crystal Reports lets you
decide on how to display the currency symbol, negative values, and zero values on your financial
reports. You can also set up your report to reverse the signs for credit and debit amounts.

6.2.1.5.1 To use accounting conventions in a report
Object Element.
2. Expand the "Format" node.
3. Click "Number" node, and select how you want the number format to appear for either positive or
negative values from the "Show Zero Values As" list.
4. Click the "Currency" node, specify how you want the currency symbol to appear with the values on
your report.

6.2.1.5.2 To customize the accounting conventions for a report
Object Element
2. Expand the "Format" node, go to the Number Format properties, and select Customize from the
Numeric Format list.
3. Use the Numeric Format dialog box to set your custom accounting conventions.
Note:
Select the Reverse Sign for Display check box to reverse the signs for debit and credit amounts in
your financial reports.
4. Click OK to save your changes.

6.2.1.6 Repeating report elements on horizontal pages
Some report elements, such as cross-tabs, can expand horizontally over a number of pages. Crystal
Reports lets you designate other report elements that don't expand horizontally, such as text elements,
date elements, charts, lines, boxes, and so on, to be repeated on each additional horizontal page that
the cross-tab creates. For example, if your report's page footer includes an image, a data element, and
a page number, you can use the Format dialog box to make Crystal Reports repeat these elements on
each horizontal page.

6.2.1.6.1 To repeat elements on horizontal pages
1. Right-click the element you want to repeat and click Format <element>.
2. On the "General" node, select Repeat on Horizontal Pages.

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If a cross-tab makes your report expand horizontally, the element you formatted is repeated on each
horizontal page.
Note:
•
•

The repeated copies of a report object cannot be moved; you must move the original element to
move the copies.
You can format any copy of a repeated report element, but changes you make are applied to all
copies.

To learn how to use page numbers on horizontal pages, see Numbering horizontal pages.

6.2.1.6.2 Numbering horizontal pages
A "Predefined Object" called Horizontal Page Number lets you number horizontal pages.

To number horizontal pages
1. On the "Data Explorer", expand Predefined Objects.
2. Select Horizontal Page Number from the list and insert it in your report.

6.2.1.7 Using white space between rows
The height of a section in relation to the elements within it affects the amount of white space that appears
between rows on the report.
The "Page" mode lets you add and delete white space by using the Resizing cursor to resize the area.

6.2.1.7.1 Adding white space by resizing
To add extra white space between rows in the report, move the pointer over the lower section boundary
line. The pointer changes to a Resizing cursor. Pull the boundary line downward to add space.

6.2.1.7.2 Deleting white space by resizing
To delete unnecessary white space within a section, move the pointer over the lower section boundary
line. The pointer changes to a Resizing cursor. Pull the boundary line upward to delete space.

6.2.1.7.3 Deleting white space by hiding a section
If an entire section is blank (for example, if you are not putting anything into the Page Footer section
of the report), you can eliminate the unnecessary white space that the Page Footer would occupy by
hiding the section in the Format dialog box.

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To delete white space by hiding a section
1. Right-click the report section that you want to suppress, and click Format <section>.
2. In the Format dialog box, select Hide.
The blank section will no longer be printed.

6.2.2 Working with conditional formatting
Conditional formatting is formatting that applies only under certain conditions. For example, in a report
you may want any of these formats when certain conditions are met:
•

If they are past due, customer balances are printed in red.

•

If the customer is Canadian, dates appear in the Day, Month, Year format.

•

If the line number is odd, a background color appears.

Crystal Reports makes it easy to apply conditional formatting in these and many other situations.
With absolute formatting, you follow the "select, then apply" procedure. For conditional formatting, you
follow the same general procedure, but you go a step further and set up conditions that determine
whether or not the formatting will be applied. You specify these conditions using simple formulas. When
a conditional formatting formula is set up, the formula overrides any fixed settings you have made in
the Format dialog box. For example, if you select the Hide property, then set up a conditional formula
for the Hide property, the property will still apply only if the condition in the formula is met.
Crystal Reports enables you to set both on and off properties and set attribute properties conditionally.
However, each of these requires a different kind of formula.

6.2.2.1 About conditional operators and values
When you format a result object or element conditionally, an operator and value must be selected to
define the condition.
The following table lists the available operators:

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Operator

Description

Equal to/Not equal to

The condition includes items that include/exclude the specified value.

Less than/Less than or equal to

The condition includes items whose value is less than/less
than or the same as the specified value.

Greater than/Greater than or equal to

The condition includes items whose value is greater
than/greater than or the same as the specified value.

In List/Not in List

The condition includes items whose value is included/not
included in a specified list of items.

Starts with/Does not start with (non-nu- The condition includes items that include/exclude the specimeric objects only)
fied word or letter.
Contains/Does not contain (non-numeric The condition includes items that include/exclude the speciobjects only)
fied word or letter.
Between/Not between

The condition includes items whose value falls between/not
between the specified values.

The following table lists the available values and steps to apply them:
Option

Procedure

"<Enter a Value>"

•

Select a value from the list or click New Parameter to open the "Create Parameter" dialog box to create a new parameter.

"<Choose Value>" •

Select a value from the list or click New Parameter to open the "Create Parameter" dialog box to create a new parameter.

"<Choose
Min/Max>"

From the "Between Values" dialog box, select one of the following:
•
•

Click the Minimum list and select a minimum parameter from the list or click
New Parameter to create a new parameter.
Click the Maximum list and select a maximum parameter from the list or click
New Parameter to create a new parameter.

6.2.2.2 Understanding conditional on or off properties
A conditional "on" or "off" property tests to see if a condition has been met. It is on if the condition is
met, off if the condition is not met. Use Boolean formulas for this kind of formatting.

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Crystal syntax example
{Customer.Country} = "Canada"

6.2.2.3 Understanding conditional attribute properties
A conditional attribute property tests to see which of two or more conditions is met. The program then
applies the formatting appropriate to the condition. For example, assume that you want values under
quota printed in red and all other values printed in black. The program tests to see whether the value
is under quota or not. If it is under quota, then it applies the red attribute; if it is not, then it applies the
black attribute.
Use an If-Then-Else formula for this kind of conditional formatting.
If {CUSTOMER.LAST_YEARS_SALES} > 5000 Then
crRed
Else
crBlack

When you create formulas for conditional attribute properties, Crystal Reports shows you a selection
of attributes in the formula comments area within the Formulas view. You can use any of these attributes
in your formula. For example, if you are setting a background color conditionally, the selection contains
attributes for each color that you can use. If you are setting borders conditionally, the selection contains
attributes such as crSingleLine, crDoubleLine, crDashedLine, crDottedLine, and crNoLine.
Note:
Always include the Else keyword in conditional formulas; otherwise, values that don't meet the If condition
may not retain their original format. To retain the original format of values that don't meet your If condition,
use the DefaultAttribute function. The DefaultAttribute function returns the value of the formatting
property set in the "Properties" dialog box.
If {CUSTOMER.LAST_YEARS_SALES} > 5000 Then
crRed
Else
DefaultAttribute

You can take this kind of property one step further. You can specify a list of conditions and a property
for each; you are not limited to two conditions. For example, if you have a number object on your report
that contains sales figures from countries around the world, you can specify the number attribute(s)
that you want to apply to each country. In this case, your conditions would specify that if it is from
Country A, the program should apply the Country A attribute; if it is from Country B, the Country B
attribute; if it is from Country C, the Country C attribute, and so on.
With more than two alternatives, use this kind of formula:
If {CUSTOMER.Country} = "Canada" Then
crRed
Else If {CUSTOMER.Country} = "England" Then
crBlack
Else If {CUSTOMER.Country} = "Australia" Then

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crGreen
Else
crBlue

Use a multi-condition If-Then-Else formula for this kind of conditional formatting.

6.2.2.4 Changing fonts conditionally
For memo or string objects that are based on conditions such as a parameter value, you can conditionally
change the font, font style, size, and color.

6.2.2.4.1 To change fonts conditionally
1. Right-click the element you want to format and click Conditional Formatting.
The Formatting dialog box appears.
2. In the Formatting dialog box, click Add Condition.
3.
4.
5.
6.

On the "Condition" pane, select a result object in the object list.
Select an operator for the result object in the operator list.
Select a value in the value list.
On the Formatting Settings pane, select one or more font properties to be applied when a condition
is true.
7. Add values for each font property.
8. Click OK to apply conditions.

6.2.2.5 Changing margins conditionally
Page margins can be controlled conditionally by use of formula.
Margins based on page number
The following formula checks whether a page number is even or odd and sets the margins accordingly:
if the page is an even number, the margin is set to one inch; if the page is an odd number, the margin
is set to two inches.
If Remainder(pagenumber,2) = 0 then 1440 else 2880

Margins based on page orientation
The following formula checks for page orientation and sets the margins accordingly: if the orientation
is portrait, the margin is set to one inch; if the orientation is landscape, the margin is set to two inches.
If CurrentPageOrientation = crPortrait then 1440 else 2880

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Note:
Margin position is measured in twips; there are 1440 twips in an inch.

6.2.2.5.1 To change margins conditionally
2. Click the Conditional Formula button next to the margin you want to change.
3. In the Formula Workshop, enter your conditional margin formula.
4. Click Save and close to return to the "Page Setup" dialog box.
5. Click OK.

6.2.2.6 Creating footers after the first page
You may choose to print a page footer on all pages except the first page. You can do this by formatting
the "Page Footer" section conditionally, using an on or off property.

6.2.2.6.1 To create footers after the first page
1. Place the object you want displayed as a page footer in the "Page Footer" section of the report.
2. Right-click the "Page Footer" section, and click Format Section.
3. Select Hide.
4. Click the Formula Workshop button next to the "Hide" option.
The "Formula Workshop" appears, and the name of your new formula is shown.
5. Enter the following formula in the "Formula Workshop":
Crystal syntax example:
PageNumber = 1

This formula suppresses the page footer on the first page, but not on any of the other pages.
6. Click Save and close.
7. Click the Page mode to see the change in your report.
Note:
•
•

150

If you have a multi-line page footer and have inserted the lines into separate "Page Footer" sections,
you will need to suppress each section conditionally, using the formula above.
To create a page header that appears on all pages but the first, place the header information in the
"Page Header" section and then suppress that section conditionally, using the same formula that
was used for suppressing the "Page Footer" section.

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Related Topics
• Formulas

6.2.2.7 Changing X position conditionally
You can change the X position (that is, the horizontal position from the left margin) for an object based
on a condition. You might do this when you want elements to appear in different columns when their
values meet a certain condition; for example, orders that shipped on time appear in the first column,
while orders that shipped late appear in a second column.
Note:
You cannot conditionally change the X position of line or box elements.

6.2.2.8 Changing element width conditionally
You can change the width of an element based on a condition.
Note:
You cannot conditionally change the width of line or box elements.

6.2.2.8.1 To conditionally change the width of an element
1. Right-click the element that you want to conditionally change the width of, and click Format <ele
ment>.
2. Expand the "General" node.
3. Click the Conditional Formula button next to the width element.
4. In the "Formula Workshop", enter your conditional width formula text.
6. Close the Format dialog box to save your width setting.
Crystal Reports resizes elements that meet your condition to a new width, but shows those elements
that do not meet the condition in their original size.

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6.2.2.9 Creating a conditional picture
You can add conditions to a single picture or multiple pictures on your report using the "Conditional
Picture Expert" dialog box. The conditional pictures are inserted on your report in a single picture object.
For each picture you add to the "Conditional Picture Expert", you will enter a condition that will determine
how the picture is applied to the report.

6.2.2.9.1 To add a conditional picture
Before you create a conditional picture, you must insert a picture on to your report. For each picture
you add, you will select an operator and a value to apply a condition to the picture. The type of operator
(for example, equal, not equal, between, not between, and so on) affects the value and selection types
available for the picture.
1. Right-click the picture element on your report and click Conditional Picture Expert.
The "Conditional Picture Expert" dialog box appears.
2. Click Add Pictures.
3. Select the picture files you want to add to the report and click Open.
The "Conditional Picture Expert" dialog box appears with a list of the selected picture files.
4. From the "Choose an Object" list, select a result object for each picture.
Tip:
You can also type the result object title in the text box. As you type the result object title, the list
automatically filters the list of result objects.
5. In the Operators box, select one of the following operators for the picture.
Depending on the operator you select, the value box displays Enter a Value, Choose Values, or
Choose Min/Max Values.
6. From the Value box, set a value for the condition.
7. Repeat these steps to add conditions to each picture. When you are finished applying conditions to
each picture, click OK.
The conditions are applied to the picture(s).

6.3 Using the Format Painter
Use the Format Painter to copy common absolute and conditional formatting properties from one report
element to one or more target elements. The Format Painter option is available when you right-click a

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source element in your report and choose Format Painter from the context menu. If you apply formatting
to a target object that is not the same as your source object, only the common properties are applied.
For example, if your source object is a Boolean object and your target object is a currency object, only
the common font and border properties are changed; Boolean properties are not applied and currency
properties are not set.
Note:
•
•

The Format Painter does not copy hyperlink information to a target element or object.
When using a "Date and Time" object as your source, a target object's date or time properties are
changed; the reverse is also true (that is, a Date object or a Time object used as your source also
affects the date and time properties of a "Date and Time" object).

6.3.1 To copy and apply formatting
1. Select a source element or object in your report, right-click it, and choose Format Painter.
Note:
Press ESC to exit the Format Painter.
2. Click the target element or object you want to apply formatting to.
When you move your mouse over your report, the cursor changes to a Stop cursor if the element
or object cannot be used as a target.
Note:
Hold the ALT key down if you want to apply formatting to more than one element or object.

6.4 Enabling actions
Report-to-Report Interface (RRI) actions that are configured in SAP systems allow a user to invoke an
action based on the report's data. When the enable action setting is turned on, the RRI actions will
automatically be made available for that result object. Types of actions include navigating to a webpage,
opening an ABAP report, or jumping to an Xcelsius dashboard.
Note:
RRI actions are available only when you are connected to an SAP BEx query.

6.4.1 Enabling bound actions

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The list of actions only includes Report-Report Interface (RRI) bound actions that you have permission
to see.
Note:
Some types of result objects may return incomplete data queries. If you enable bound actions on
unsupported result object types, the Bound Actions icon changes to a warning icon
are the unsupported result object types:
• Default hierarchy
• Attribute
• Measure

. The following

A warning message appears when the cursor is over the warning icon.
Unsupported result object types cannot add context-sensitive information from the action-enabled object
to the selection criteria that are retrieved from the RRI target. To include a supported result object in
the context for the RRI target, do one of the following:
• Insert a dimension or a non-default hierarchy instead of the unsupported result object.
• Insert a dimension or a non-default hierarchy in addition to the unsupported result object.
Note:
If you do not want the extra object to be visible on the report, you can hide it. The object is included
in the RRI action but does not appear to the report user.
Related Topics
• Hide

6.4.1.1 To enable or disable bound actions
•

Right-click a result object and click Enable Actions.

The bound actions are enabled or disabled.

6.4.2 Using bound actions
Bound actions allow you to launch an action from a list that is connected to a result object on a report.
Actions can include navigating to a web page, running another program, or following a link to another

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section of the report. Objects with bound actions enabled are indicated by the Bound Action icon (
that appears to the right when the cursor is over the object.

)

6.4.2.1 To use a bound action
1. Navigate to a result object that has a bound action.
2. Click the Bound Action icon and select an action.
The action is activated.
Note:
If you see this icon
and a warning message that says “<object> will not include its value when
invoking an action”, the result object is an unsupported type. For more information, see Enabling
bound actions.

6.5 Multiple Section Reports
This section introduces the various types of sophisticated reports you can create using the multiple
section reporting capabilities in Crystal Reports. Multiple sections help you control overlapping elements.
You can create reports that display values based on conditions you apply to each section. For example,
you can create form letters that display information based on conditions.

6.5.1 About sections
Each of the following report areas contains a single section when you create a new report:
•
•
•
•
•

"Report Header"
" Page Header"
" Body"
"Report Footer"
"Page Footer"

You can add other sections to any the areas. Once you have added sections, you can delete them, or
move them in relation to other sections within the area. However, each area must contain at least one
section, which cannot be deleted. If you do not want to display the final section in an area, you can hide
it.

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6.5.2 Working with sections
Sections can be inserted, deleted, moved, resized, and so on.

6.5.2.1 To insert a section
It is easier to add sections when you are working in "Structure" mode than in "Page" mode.
1. On the "Insert" tab, click Section.
2. Point to the area of the report canvas that you want to add a new section to, and then click to add
the section.
A new section is added to the report.

6.5.2.2 To delete a section
•

Right-click the section you want to delete, and then click Delete.
Note:
Each area must contain at least one section. You can hide the final section in an area if you do not
want to display it.

The section is removed from the report.

6.5.2.3 To move a section
1. Click the section that you want to move.
2. Click the section tab, and drag it to a new location.
Note:
You can only move a section up or down within an area.

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6.5.2.4 To resize a section
1. Click on the section that you want to resize.
2. Move the cursor over the bottom boundary of the section.
The cursor changes into a resizing cursor
3. Drag the boundary to make the section bigger or smaller.

6.5.3 Using multiple sections in reports
Reporting tasks, such as keeping variable-length elements from overwriting each other or eliminating
blank lines, are performed more efficiently by creating multiple sections within an area.

6.5.3.1 Keeping variable-length elements from overwriting each other
When a variable-length element, such as a subreport, has the "Can Grow" option set and the element
is placed above another element in one section of the report, the variable-length element may overprint
elements positioned directly below it.
You can avoid this problem by creating multiple sections in an area and placing elements below the
variable-length element in their own sections.

6.5.3.2 Eliminating blank lines when objects are empty
It is very common to have two address lines in a customer folder, one for street address (Address 1),
and one that can be used for a suite number or mail stop (Address 2). Address 1 usually contains a
value, but Address 2 is often blank. If you create a customer list using this data and stack the objects
on top of one another in mailing label format, those customer records with an empty Address 2 object
will print with a blank line. You can eliminate this blank line by using multiple sections.

6.5.3.2.1 To eliminate blank lines by using multiple sections
1. Create two new "Body" sections so that you have a total of three sections in the "Body" area.

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2. Place the Address 2 object in the middle section and the other result objects in the sections above
and below it as you want them to appear in the report.
3. In the "Body" area, right-click the second section, and then click Format Section.
4. In the "General" area, select Hide if Blank.
When the report prints, if the Address 2 section is blank, the program will not print it as a blank line in
the report.
Related Topics
• To insert a section

6.5.3.3 Adding blank lines conditionally
You can use multiple sections to print a blank line on your report under specific conditions. For example,
you may want to insert a blank line after every fifth record in the report.

6.5.3.3.1 To add blank lines conditionally
1. Create two "Body" sections in your report.
2. Place the result objects for your report in the top section.
3. Right-click the second section, and then click Format Section.
4.

Select Hide and then click the Conditional Formula button.

5. Enter the following formula:
Remainder (RecordNumber,5) <> 0

This formula divides each record number by 5. If the division produces a remainder, it hides the
blank section for that record. However, if the division produces no remainder (which it will for every
fifth record printed), the program prints the second section, thus inserting a blank line.
Note:
To insert a blank line under different conditions, you can modify your formula appropriately.
Related Topics
• To insert a section

6.5.4 Form letters

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Form letters are often (but not necessarily) used in multi-section reports, they are often used in
multi-section reports to generate custom mailings. This section explains how to use multiple sections
to create form letters or multiple versions of the same form letter for custom mailings.
Form letters often use text elements to hold the content of the report.

6.5.4.1 Working with text elements
Use text elements when creating form letters. Some things to know about text elements are as follows:
•

A text element can contain both text and result objects. Form letters often use both.

•

You can resize text elements. In form letters, the text element is often resized so that it prints as a
letter.

6.5.4.2 Creating a form letter using a text element
You will use a text element to create a form letter. The form letter you create will be co-ordinated with
a result folder so that each letter will be customized with company information from a different record.
If you have difficulty performing any of the steps, see Working with text elements.

6.5.4.2.1 To create a form letter
The letter will consist of a date, an inside address, a salutation, a one paragraph letter body, and a
closing section.
1. Create a blank report that includes result objects found in a customer list report.
For example, Customer Name, Country, City, Region, Postal Code, Address 1, and so on.
2. While in "Structure" mode, insert a text element into the Body section of the report.
3. Drag the resizing handle on the right side of the element frame to the right edge of the report canvas.
This will make the element about eight inches wide, the approximate width of a page. You may have
to stop resizing, scroll the window, and resize some more to accomplish this.

6.5.4.2.2 To insert a date
You can insert a predefined object on your report that will print the current date on the letter.
1. To insert a date element into the letter, expand the Predefined Objects area of the "Data Explorer"
side panel.
2. Drag Print Date into the text element, and type two spaces.
a. To change the date formatting, right-click the "Print Date" object and click Format Text.

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b. Select the appropriate date format.
Tip:
You might have to resize the "Body" section and the text element if you did not select the "Can Grow"
option for the text element.

6.5.4.2.3 To create an inside address
To create an inside address, drag result objects from the "Data Explorer" side panel into a text element.
1. Insert a text element in the "Body" section of your report.
2. Drag the Address 1 object into the text element, and then type a space.
3. Drag the City object, place it at the insertion point, and then type a comma followed by a space.
4. Drag the Region object, place it at the insertion point, and then type two spaces.
5. Drag the Postal Code object, place it at the insertion point, and then type two spaces.
Note:
When an object is placed within a text element, it is automatically trimmed on both the left and right
sides, so that it contains no extra white space.

6.5.4.2.4 To create a salutation
1. Type four spaces.
2. Type Dear followed by a space.
3. From the "Data Explorer" side panel, drag the <Contact Title> object into the text element, and
place it immediately after the space.
4. Type a space.
5. From the "Data Explorer" side panel, drag the <Contact Last Name> object into the text element,
and place it immediately after the space.
6. Type a colon at the insertion point, followed by two spaces.

6.5.4.2.5 To create the letter body
The following steps create the body paragraph and closure.
1. Type Your company and then type a comma followed by a space.
2. From the "Data Explorer" side panel, drag the Customer Name object into the text element and place
it after the space.
3. Type a comma, followed by a space.
4. Type in your letter body, followed by two spaces.
For example: helped make this year an outstanding year for Xtreme Mountain Bikes, Inc. I want to
thank you and your staff for your support. I hope next year will be a banner year for you.
5. Type Sincerely yours, followed by a comma and four spaces.
6. To complete the form letter, type your name.
You can view the final form letter in "Page" mode.

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6.5.4.3 Printing conditional messages in form letters
You may want to print conditional messages in form letters. For example, say your company charges
a minimum order fee of $50 on orders less than $300, and provides free shipping for orders over $500.
You could create two conditional messages, one that encourages customers who spent less than $300
to raise their purchase amount to avoid paying the minimum order fee, and another that reminds
customers who spent over $500 that they will continue to receive free shipping at that spending level.

6.5.4.3.1 To create a conditional message
Create two form letters. For more information, see Creating a form letter using a text element.
1. Insert a second "Body" section in the report.
For more information, see Working with sections.
2. In the "Body" A section, place a letter that encourages customers to buy more to avoid paying the
minimum order fee.
3. In the "Body" B section, place a letter that congratulates customers on saving on shipping costs.
4. Right-click the "Body" A section, and then click Format Section.
5.

Select Hide, and then click the "Conditional Formula" button (

) adjacent to "Hide".

6. Select Internet Sales Amount from the "Add Object" list.
7. Type a condition.
For example: > 300.
8. Click Save and Close.
When a customer spends less than the minimum order limit ($300), a letter will print that encourages
them to spend more to avoid paying extra fees.
9. Right-click the "Body" B section, and then click Format Section.
10.

Select Hide, and then click the "Conditional Formula" button (

) adjacent to "Hide".

11. Select Internet Sales Amount from the "Add Object" list.
12. Type a condition.
For example: < 500.
When a customer spends more than $500, a letter will print that congratulates them on saving on
shipping costs.

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Note:
When a customer spends between $300 and $500, no form letter will be printed for that customer.

6.6 Semantic Error Messages
A semantic error is indicated in the Crystal Reports designer when an object is placed in a location that
is likely to result in incorrect information. This can occur most often in OLAP data sources where Crystal
Reports detects that a measure is not available in the data source for a particular context. For example,
a measure may not be calculated for a grouping context.
A semantic error is indicated by Crystal Reports when you attempt to place objects in such a context
to help you avoid creating reports that have misleading information in them.

6.6.1 {xxxx} may have multiple values in this group; only the first or last value will
be displayed.
Context
Using a level or attribute inside a group header or footer.
Reason
The object has multiple values within this context. For example, when referring to the Region level
within the Country group, Region refers to all regions within the Country. In this case, only the first or
last region will be displayed.
If it is in a group header, only the first value is displayed. If it is in a group footer, only the last value is
displayed.
Resolution
Move the object out of the header or footer.

6.6.2 {xxxx} may have multiple values in the report header; only the first value will
be displayed.
Context
Refers to a dimension, level, or attribute within a report header, unless it is used as a summarized field
or grouping condition inside a chart or crosstab.

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Reason
The object has multiple values within this context. For example, when referring to the Country level
within the report header, Country refers to all countries within the report. In this case, only the first
country will be displayed.
Resolution
Move the object out of the header.
Note:
It is safe to ignore this warning if the intent is to show the first value.

6.6.3 {xxxx} may have multiple values in the report footer; only the last value will
be displayed.
Context
Refers to a dimension, level, or attribute within a report footer, unless it is used as a summarized field
or grouping condition inside a chart or crosstab.
Reason
The object has multiple values within this context. For example, when referring to the Country level
within the report footer, Country refers to all countries within the report. In this case, only the last country
will be displayed.
Resolution
Move the object out of the footer.
Note:
It is safe to ignore this warning if the intent is to show the last value.

6.6.4 Only the first value on the page will be shown
Context
You have a dimension, level, or attribute inside the page header.
Reason
This is an informational message only. No action is required.

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6.6.5 Only the last value on the page will be shown
Context
You have a dimension, level, or attribute inside the page footer
Reason
This is an informational message only. No action is required.

6.6.6 The measure {xxxx} has no meaningful value in this location
Context
A measure is placed in a page header or footer.
Reason
There is no aggregation context for the measure to be based on.
Resolution
Move the measure to the report header or footer or another section in the report.

6.6.7 The measure {xxxx} may have multiple values in this location
Context
A non-delegated measure is placed in a report or group header or footer.
Reason
It is not clear which value should be displayed for this measure.
Resolution
Create a total based on this object.

6.6.8 The delegated measure {xxxx} may have multiple values in this group

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Context
Inserting a delegated measure into a group that is based on an attribute.
Resolution
Group by associated dimension.

6.6.9 The value for the delegated measure {xxxx} cannot be calculated in this group
Context
Inserting a delegated measure into a group context where the measure cannot be resolved (formula,
another measure, date custom grouping).
Reason
This report contains features that cannot be understood by the data source.
Resolution
Approximate the measure by using a local total.

6.6.10 The delegated measure {xxxx} may have multiple values in this crosstab
Context
Inserting a delegated measure into a crosstab that is based on an attribute.
Resolution
Group by associated dimension.

6.6.11 The value for the delegated measure {xxxx} cannot be calculated in this
crosstab
Context
Inserting a delegated measure into a crosstab where the measure cannot be resolved (formula, another
measure, date custom grouping, where objects from the same dimension are used on opposing axes).
Reason
The crosstab contains features that cannot be understood by the data source.

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Resolution
Approximate the measure by using a local total.

6.6.12 Select the External Hierarchy option when grouping on a hierarchy.
Context
This message is displayed when you have flat grouping on a hierarchy object.
Reason
Flat grouping on hierarchical objects may yield incorrect total data.
Resolution
Select the "External Hierarchy" option to switch to hierarchical grouping, or change the grouping to use
the corresponding level object.

6.6.13 Hierarchy objects should be placed within a hierarchical group
Context
Projecting a hierarchy onto the report canvas without a hierarchical group based on the same hierarchy
surrounding it.
Resolution
Place the hierarchy objects within a hierarchical group.

6.6.14 The level {xxxx} should be placed within a group based on its associated
hierarchy
Context
A level is placed in a group which is not grouping on the level itself, the levels below it, or its parent
hierarchy.
Reason
The level has multiple values within this context. For example, when referring to the Region level within
the Country level group, Region refers to all regions within the country. In this case, only the first region
will be displayed.

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Resolution
Move the level into the body section.

6.6.15 The recommended operation for this Total is {xxxx}
Context
Total is inserted in report header, group header, chart, or cross-tab.
Reason
There is a mismatch between the specified total operation and the operation that is recommended in
the universe.
Resolution
Change the total operation type to match the recommended type.

6.6.16 Totaling on {xxxx} is not recommended
Context
Summarizing on a measure when the universe recommends not summarizing.
Resolution
Move the object into the body section and do not summarize.

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Sorting, Grouping, and Totaling


Sorting, grouping, and totaling are the steps that turn disorganized data into useful information on a
report. This section describes the types of sorting, grouping, and totaling that you can do in a report.

7.1 Sorting data
When you first insert a result object into your report, the data within the objects appears in an arbitrary
order. However, you can use the Sorting feature to sort data into a logical format.

7.1.1 Understanding sort options
When you sort, Crystal Reports asks you to define two things: the sort direction (ascending or
descending), and the object you want the sort to be based on (sort object).
Sort objects determine the order in which data appears on your report. Almost any object can be used
for sorting, including formulas. An object's data type determines how the data from that object is sorted.
Note:
You cannot sort on memo or BLOB objects.
Object Type

Sort Order
blanks
punctuation

Single-character string objects

numbers
uppercase letter
lowercase letters

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Object Type

Sort Order
two letters
three letters
four letters, and so on

Multiple character string object

For example:
• "123" comes before "124"
•

" " (blank) comes before "a"

•

"aa" comes before "aaa"

Currency objects

numeric order

Number objects

numeric order

Date objects

chronological order
chronological order

DateTime objects
same-date values sorted by time
Time objects

chronological order
False values (0)

Boolean comparison objects
True values (1)
null values
Null values
non-null values

Note:
If sorting and grouping are performed on the data source server, the sort order may vary when Unicode
or UTF-8 data is used. The order applied depends on the rules in place for your data source. In certain
cases, Unicode data is sorted by its binary value, but it can also be sorted according to a particular
locale setting. Refer to the documentation for your data source for details on how Unicode data objects
are sorted.

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7.1.2 How to sort your data
In single object sorting, all records used in the report are sorted based on the values found in a single
object. Sorting an inventory report by stock number or sorting a customer list by customer number are
examples of single object sorts.
In multiple object sorts, Crystal Reports first sorts the records based on the values in the first object
selected, putting them in ascending or descending order as specified. If two or more records have a
matching object value in the first sort object, the matching records are sorted by the value in the second
sort object.
For example, if you choose to sort first by Country and then by Region, both in ascending order, the
report would appear with countries listed in alphabetic order, and regions within each country listed in
alphabetic order. Any other objects, such as the postal codes within each region, would remain unsorted.
You create single or multiple object sorts using the same procedure.

7.1.2.1 To sort your data
1. On the "Data" tab, click Sorts.
The "Groups and Sorts" dialog box appears.
2. Expand the Body area by selecting the Body tag and opening the list menu, and click Add Sort.
3. From the Body list, select the object you want your data sorted by.
4.

Click Sort to switch from ascending to descending sort order.

5. Repeat steps 2 to 4 to add additional sort objects.
Note:
The data is sorted in the order that the objects are listed. You can change the order of multiple sort
objects by moving them up or down in the list.
6. Click OK.

7.1.3 Sort controls
You may want to design your report so that users can modify a sort object or sort direction without
refreshing information from the data source. You can do this by using a sort control.

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A sort control is useful for several reasons:
•
•
•
•

It allows users to sort report data for further analysis without leaving the canvas of the report.
It eliminates processing demand on the data source.
It reduces the time spent waiting for data to be sorted.
It allows users to sort objects in the report with or without a connection or rights to access the data
source at the time of viewing.

When planning to include a sort control in your report, it is important to consider the following points:
• Sort controls apply across an entire record set; you cannot sort only one group.
• Sort controls cannot be used in subreports.
• Sort controls cannot be created within a Cross-tab.
There are two ways to insert a sort control on your report: you can insert a sort control as a separate
element on the report, or you can bind the sort control to an existing element.

7.1.3.1 To create a sort control
You can bind a sort control to an existing element in the "Page Header" section of the report canvas.
For example, if you are creating a sort control on the Customer.LastName sort object, you may want
to bind the sort control to the Customer.LastName object header. The sort control will then be applied
to all data retrieved by that object.
1. In the Page View, open the "Page Header" section, right-click the object that you want to bind the
sort control to (such as the customer field), and then select Bind Sort Control.
The "Sort Control" pane appears. The "Sort Control" pane lists the sort objects you have added to
the report.
2. From the list, select the sort object to which you want to bind a sort control, and then click OK.
3. Repeat these steps for any additional sort controls you want to add.
Tip:
You can also insert a sort control as a separate element on your report through the "Insert" tab. The
sort control will not be bound to an element that already exists on the report, such as a group header.
An interactive sort control is added to the report.
Users can sort the objects you have selected by clicking the sort arrows that appear beside the element.
The report promotes the selected object temporarily to the top of the sort order. When a second sort
control is used, the first is returned to its original position in the sort order and the second is promoted
to the top sort.
Note:
Grouping hierarchy is not affected by sort controls.

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7.1.3.2 To remove a sort control
A sort control can be removed only through the Bind Sort Control dialog box.
1. Right-click the text object that contains the existing sort control.
2. Click Bind Sort Control.
The Bind Sort Control dialog box appears.
3. Click Not Interactive.
4. Click OK.
The sort control is removed from the report.

7.2 Grouping data
Grouped data is data that is sorted and separated into meaningful groups. For example, a customer
list may be grouped by Postal Code or Region. In a sales report, a group might consist of all orders
placed by a particular customer or orders generated by a particular sales representative.
Group and sort direction
When data is grouped, the following sort and group direction options are available. Direction refers to
the order in which the values are displayed:
•

Ascending
Ascending order means smallest to largest (1 to 9, A to Z, False to True). The program sorts the
records in ascending order and then begins a new group whenever the value changes.

•

Descending
Descending order means largest to smallest (9 to 1, Z to A, True to False). The program sorts the
records in descending order and then begins a new group whenever the value changes.

•

Specified order
Specified order is an order that you customize for your needs. The program places each record into
the custom group that you specify, leaving the records in each group in original order; or, it sorts
them in ascending or descending order, depending on your instructions.

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7.2.1 To group data
1. On the "Insert" tab, click Group.
The "Group" pane opens.
2. Select the object you want to group on.
3. Select the sort order, Ascending or Descending, and then click Insert.
The group is inserted into the report at the first level. If you create more groups in your report, you
will need to specify the order in which they appear.
4. If you want to change the font size of the group name, resize it from the "Format" tab.
Related Topics
• Sorting records within groups
• Grouping data into intervals
• Creating group headers

7.2.2 Creating custom groups
Usually data is sorted and grouped based on the values from an object in the report. Sometimes,
however, you may want to group data based on other criteria. Custom groups provide a solution for
grouping data in such instances. For example:
•

You want to create collections of groups based on the values in an object.
For example, you may have a Color object on your report that includes specific color names (Logan
Green, Sky Blue, Emerald Green, Navy Blue, and so on) but you want all shades of each color to
appear as a single group (Greens, Blues, Reds, and so on). In this case you can build custom groups
and manually assign the records you want to be in each group.

•

You want to select specific values or ranges of values for each group.
For example, you might want one group to contain records where gross sales are less than a certain
value, a second group where gross sales are greater than a certain value, and a final group where
gross sales fall between two values. In this case, you can create custom groups (Low Sales, Medium
Sales, High Sales) that use the same range of selection facilities that are available to you for building
record selection queries.

Creating custom groups to perform specified order grouping provides a solution to these sorting and
grouping challenges. Specified order grouping enables you to create both the customized groups that
will appear on a report and the records that each group will contain. The only limitation is that a record
can be assigned to only one group.

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Related Topics

7.2.2.1 To create a custom group
Before you create a custom group, you must create a group in your report.
1. Click Data > Groups.
2.

Click the Custom Grouping button adjacent to the group name.
The "Custom Grouping" dialog box appears.

3. In the "Custom Sort" area, click the first cell and select an item from the list.
4. To edit the condition used to filter data for the group, click the "Condition" cell adjacent to the "Custom
Sort" cell, and set the filter condition in the "New Custom Grouping" dialog box.
5. After you have created all of the custom groups needed for the report, select an option for organizing
the records that are not in one of the custom groups:
• Discard everything else
• Group everything else in a single group with the name: <Others>
• Include everything else without changing the grouping
6. Click OK.

7.2.3 Keeping a group from breaking across pages
If a group is short, but does not fit in the remaining page space, then the group is broken across two
pages. To prevent this page break and have the entire group print on the next page, use the "Avoid
Page Break in Group" option.
Note:
If a group is longer than one page, it prints across multiple pages even if you use the "Avoid Page Break
in Group" option.

7.2.3.1 To keep a group from breaking across pages
1. Right-click either the "Group Header" or the "Group Footer" section and click Format Section.

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2. Click Paging.
3. Select the Avoid Page Break in Group check box and click Close.

7.2.4 Keeping the first group on the first page
Using the "Avoid Page Break in Group" option can create unwanted space at the beginning of a report.
If the first group in your report does not fit on the first report page, then it prints on the second page
instead. To prevent this behavior for the first group of your report and have it start on the first page,
disable the "Avoid Page Break on First Page" option.

7.2.4.1 To keep the first group on the first page
1. Click Edit > Report Options.
The "Report Options" dialog box appears.
2. Clear the Avoid Page Break on First Page check box.
3. Click OK to save your changes and close the dialog box.

7.2.5 Sorting records within groups
Once you have grouped your data, you can easily sort the records within the groups to further organize
the information.

7.2.5.1 To sort records within groups
2. On the "Sorts" tab, click the arrow next to the group name to expand the options for the group.
3.
Click the icon adjacent to the "Sort by" object and select an option to sort the records within
the group.

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4. Click OK.

7.2.6 Grouping data into intervals
Age groups, time periods, and sales categories are some of the interval groupings that you can create.
In this example, you will rank customers by the amount of business they did in the previous year.
This example uses specified order grouping to create a custom group that lets you specify the records
that will be included in each group. You define the intervals you want and the program does the rest.

7.2.6.1 To group data into intervals
To group data into intervals, you must first create a report with a numeric value object. For example:
Internet Sales Amount.
1. On the "Insert" tab, click Group, select Internet Sales Amount as the object to be grouped on, and
then click Insert.
2. On the "Data" tab, click Groups.
3.

Click Custom Grouping.
The "Custom Grouping" dialog box appears.

4. In the "Custom Sort" area, click the first cell and type Less than $1,000.
5. Click the "Condition" cell adjacent to the "Custom Sort" cell.
The "New Custom Grouping" dialog box appears.
6. Because the first group will contain only those records that have an Internet Sales Amount figure of
less than $1,000, set the condition to read as follows:
Internet Sales Amount Less Than 1,000

a. From the operator list, select Less Than.
b. Type 1000.
c. Click OK.
7. Set up a second custom group that contains values between $1,000 and $2,500.
a. Click the next cell in the "Custom Sort" area, and type $1,000 and $2,500.
b. Click the "Condition" cell adjacent to the "Custom Sort" cell.
8. Set the condition to read as follows:
Internet Sales Amount Between [1,000; 2,500]

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a. From the operator list, select Between.
b. Click the value.
The "Between Values" dialog box appears.
c. Type 1000 in the "Minimum" box.
d. Type 2500 in the "Maximum" box.
e. Click OK twice.
9. Set up the final custom group that contains all values over $2,500.
a. Click the next cell in the "Custom Sort" area, and type Over $2,500.
b. Click the "Condition" cell adjacent to the "Custom Sort" cell.
10. Set the condition to read as follows:
Internet Sales Amount Greater Than 2,500

11. Click OK until all of the dialog boxes are closed.

7.2.7 Grouping by the first letter of a customer name
You might want to break your data into groups based on the first letter of the customer name. To do
this requires the use of a formula.
In this example, you create a formula to extract the first letter of each customer's name. Then, you
group the data using the object from the formula as the sort-and-group-by object. The program sorts
the data based on the first letter of each customer name and starts a new group whenever that letter
changes.
Related Topics
• Formulas overview

7.2.7.1 To group data by the first letter of a customer name
To group data by the first letter of a customer name, you must first create a report with a Customer
object.
1. In the "Data Explorer" side panel, right-click Formulas, and then click New Formula.
2. Type a name for your formula in the "Name" text box.
For example, myformula1.
3. Click OK.

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4. Click Add Object and select Customer from the list.
A formula is automatically inserted.
5. Type [1] after the formula. For example:
{AdventureWorks.CustomerContactsCustomer}[1]

Typing [1] tells the program to group on the first letter of the customer's name instead of creating a
separate group for each customer's name.
7. In the "Data Explorer" side panel, right-click the formula that you created and click Group on
<formula>.
The data for your report is grouped by the formula as specified. In this case, the data is broken into
groups based on the first letter of the customer's name. The formula provides a live header for every
group.
Related Topics
• Formulas overview
• Grouping data
• Creating group headers

7.2.8 Grouping data hierarchically
You can group data in a report to show hierarchical relationships. When you group data hierarchically,
Crystal Reports sorts information based on the relationship between two objects (for example, parent
and child objects). For example, you could represent your company's organizational structure.
Note:
If you group on a hierarchy object, the data will automatically be grouped hierarchically.

7.2.8.1 Requirements for grouping data hierarchically
A hierarchical relationship must be inherent in the data that you use for the report:
•
•

179

Parent and child objects must be of the same data type for the program to recognize a relationship
between them.
The data in the child object must be a subset of the data in the parent object.

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•

For the top level of a hierarchy to appear in a report, the value must appear in the parent data, and
the corresponding row in the child data must be empty.

•

There cannot be any circular logic in the data (that is, if B reports to A, and C reports to B, then A
cannot report to C).

For example, if you want to show the hierarchical relationship of the people who work in a department,
you could group data by employee name (the parent object) and specify the hierarchy by using the
object that lists whom the employee reports to (the child object). Your result tables might look like the
following example.
Employee (parent)

Supervisor (child)

John Miller

Michael Adams

Julie Armstrong
Richard Wilson

Michael Adams

John Smith

Michael Adams

Michael Adams

Julie Armstrong

Donna Moore

Julie Armstrong

Denise Smith

Donna Moore

Richard Miller

Donna Moore

The Employee and Supervisor objects contain overlapping data that implies a hierarchical relationship.
There are eight unique employee names, with three of these names also appearing as supervisors
(Julie Armstrong, Michael Adams, and Donna Moore). Two employees report to Julie Armstrong, three
employees report to Michael Adams, and two employees report to Donna Moore.
Note:
Julie Armstrong has no corresponding supervisor. This data implies that Julie Armstrong is a top-level
supervisor who does not report to anyone else in this folder.
In the report, the hierarchical groupings may be represented various ways. For example:

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First level of the hierarchy

Second level

Third level

Julie Armstrong
Michael Adams
John Miller
Richard Wilson
John Smith
Donna Moore
Denise Smith
Richard Miller

If you group a report on the Employee object, you can further sort the data to show the hierarchical
relationship between these employees and their supervisors.

7.2.8.2 Characteristics of hierarchically grouped data
In addition to providing a visual representation of the hierarchy inherent in your data, a report that you
have grouped hierarchically has other characteristics:
•

When you isolate a group in the hierarchy, the isolated view will still show the records that are lower
in the hierarchy.

•

The report contains hierarchical Group Footers that include the records that are lower in the hierarchy
of each group. You can total data across the hierarchies.

Note:
You cannot use hierarchical totals in formulas.

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7.2.8.3 To group data hierarchically
Before you can group data hierarchically, you must create a group in your report. For example, if you
want to see the hierarchical structure of a company's employees, create a group based on the Employee
object.
1. On the "Data" tab, click Groups.
2.

On the "Sorts" tab, click the arrow next to the group name, and then click the icon next to
the "Sort By" object to choose Ascending as the sort order for the group.
Note:
If you have grouped on a hierarchy object, you can skip steps 3 and 4. The data will automatically
be displayed hierarchically.

3. On the "Groups" tab, from the "Hierarchy Type" list, select Hierarchical Group Parent.
4. From the "Hierarchical Group Parent" list, select the object that you want to use as the parent for
the hierarchy.
For example, for an Employee hierarchical report, you might select the data object listing the
supervisor to whom the employee reports.
5. In the "Group Indent" box, enter the amount you want to indent for each subgroup.
6. Click OK.
The report is now grouped by employee name and further sorted to show the supervisor hierarchy.
Related Topics

7.3 Totaling grouped data
One of the primary purposes for breaking data into groups is to find a total for each group of records
instead of for all records in the report.
When the program totals data, it sorts the data, breaks it into groups, and then totals the values in each
group.
Many totaling options are available. Depending on the data type of the object you plan to total, you can
do the following:
•

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Sum the values in each group.

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•

Count all of the values or only those values that are distinct from one another.

•

Determine the maximum, minimum, average, or Nth largest value.

•

Calculate up to two kinds of standard deviations and variances.

For example:
Option

Description

Customer list reports

Determines the number of customers in each state. The total would count the
distinct customers in each state group.

Purchase order reports Determines the average order placed each month. The total would calculate
the size of the average order for each month group.
Sales reports

Determines the total sales per sales representative. The total would sum or
subtotal the purchase order amounts for each sales representative group.

You can also add a subtotal to your report. A subtotal is used to total part of a series of numbers. For
example, you may want to create a report that provides a total of last year's sales for each country in
addition to the grand total of last year's sales for all countries.

7.3.1 To total grouped data
Before you can total grouped data, you must create a report with grouped data.
1. On the "Insert" tab, click Total.
2. Select options for your total:
Option

Description

Total operation

The mathematical operation to perform on the grouped data, such as Count
of, Average of, or Maximum.
Note:
If you are totaling a delegated measure, select Delegated as the operation.

Totaled object

The object of data to be counted.

Placement

Whether to place the total in a custom location, at all group levels, in the
report footer, or for each grouping of <object>.

Location

Whether to place the total above data or below data.

3. Click Insert.
4. If you want to change any of these settings, right-click the total and then click Format Total.
The Format dialog box appears, and you can edit a variety of options.

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Related Topics
• Calculating Percentages
• Grouping data hierarchically

7.3.2 Ordering groups by totaled values
You can organize groups by total value in either ascending or descending order. For example, in a
purchase order report, if you subtotal the order amount by state, you can order the groups:
•

From lowest to highest order amount (ascending).

•

From highest to lowest order amount (descending).

7.3.2.1 To order groups by total value
Create a report with totaled data.
1. Under the "Data" tab, click Sorts.
2. On the Sorts tab, expand the options for the group by clicking the arrow next to the group name.
3. Click Add Sort tab to select which element to sort the report.
A sort based on the total is automatically added to the group.
4.
Using the arrow next to the "Sort By" object, select the sort order: Ascending or Descending.
5. Click OK.
The records in the group are ordered based on the total value(s) specified.

7.3.3 Selecting top or bottom N groups or percentages
At times, you might want to show only the top or bottom groups, or percentage values in a report. For
example, you might want to show only the fastest selling product lines, the countries that account for
the top 25 percent of sales, the states that generate the most orders, and so on.
With top N groups or percentages, you are instructing the program to display the groups or percentages
that have the highest summary values (Top N).

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With bottom N groups or percentages, you are instructing the program to display the groups or
percentages that have the lowest summary values (Bottom N).
When setting up top or bottom N, you also have to consider what to do with the records that do not fit
your top or bottom N criteria. You can either eliminate these records from your report, or collect them
into a single group.
Note:
In a top or bottom N selection, it is recommended that you do not use a group that is sorted hierarchically.
The integrity of your hierarchical group sort might be affected by the top or bottom N selection.
Related Topics

7.3.3.1 To select top or bottom N groups
Before you can select top or bottom N groups, you must create a report with totaled data.
This procedure shows how to select top or bottom N groups. Top or bottom N percentages work the
same as top or bottom N groups, except that you define the percentage value instead of the number
of groups.
1. On the "Data" toolbar, click Sorts.
2. On the "Sorts" tab, select Top N or Bottom N from the "Show" list for the group.
3. In the "N is" box, enter a value for N.
4. Select Include Ties to accommodate groups whose totaled values are equal.
For example, suppose you had the following groups:
• Order 1 = 100
•

Order 2 = 90

•

Order 3 = 80

•

Order 4 = 80

If you set your top N to be three, but you do not select Include Ties, your report will show Order 1,
Order 2, and Order 3.
However, if you select Include Ties, your report will show Order 1, Order 2, Order 3, and Order 4
even though N is set as three. In this way, the program accommodates the equal values of orders
3 and 4.
When the program runs the report, it will include only the groups that you specified.
5. Select the Include Others, with the name check box to display other records, or clear this check
box to hide the other records.

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If you select this option, enter a name for the other records to appear under.
6. Click OK.

7.4 Calculating Percentages
You can calculate the percentage of a total of groups or of one group within a broader grouping. For
example, you can show the percentage of sales in each city based on the total sales for each country.
Or, you can see what percentage each country contributes to the grand total of sales.

7.4.1 To calculate a percentage
1. On the "Insert" tab, click Total.
a.
b.
c.
d.

Select Count of as the total operation.
Select the object for which you want to calculate the sum.
Select the total location.
Click Insert.

Note:
The summary location cannot be in the report footer when you are calculating a percentage.
A total object is added to the "Group Footer" and "Report Footer".
2. In the "Group Footer", right-click the total object and click Format Total.
3. Click Total, and then select Show as Percentage of.
4. From the list, select the group that you want the percentage to be based on.
You can choose to show a percentage of a group within another group, or to show a percentage of
the grand total.
5. Click Close.

7.5 Group headers
Whenever you create a group the program creates both a "Group Footer" section (where you can place
any subtotal or total value), and a "Group Header" section (where it automatically places the group
name). Group headers are useful and often necessary to make your report data clear and easily

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understood. Though the program creates a group header automatically, you may find that you would
like to change or modify the header to suit your needs.

7.5.1 Creating group headers
You will learn how to create the most common kinds of group headers:
•
•
•

Standard headers
Live headers
Complex live headers

7.5.1.1 Standard headers
A standard header identifies each group in generic categories, such as Customer, State, or Monthly
Orders.
Standard headers are useful but less descriptive. For example, while Region Sales Figures indicates
a regional group, the header doesn't indicate which regions are in the group.

7.5.1.1.1 To create a standard header
1. Delete the automatically generated text for the group header.
Note:
Do not delete the "Group Header" section.
2. On the "Insert" tab, click Text, and drag the object to the "Group Header" section.
3. Enter the text you want to use for the header.
4. Click outside the frame.
When you run the report, the same header will appear at the beginning of each group.

7.5.1.2 Live headers
A live header is a header that changes based on the content of the group. If the data is grouped by
region, for example, a live header would typically identify the region detailed in each group. Thus, the
Arizona group would have a header identifying the group as Arizona data, the California group would
have a header identifying the group as California data, and so on.

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Note:
When creating a group, the program automatically inserts live header in the "Group Header" section.
However, you may want to change the information in the "Group Header".

7.5.1.2.1 Creating a live header with text
A more complex type of live header combines an object value and text. A typical group header of this
kind might represent sales data by region, such as Sales for California or Customers in Zip Code 60606.
You would create a text element for Sales for or Customers in Zip Code, and embed the object value
in the text element.

To create a live header with text
1. Delete the automatically generated text for the group header.
Note:
Do not delete the group header area.
2. On the "Insert" tab, click Text, and drag the object to the "Group Header" section.
3. Enter the text you want to use for the header.
4. In the "Data Explorer" side panel, click the object that matches the group that you are working on
and drag it into the text element, immediately after the text and the space you entered.
5. Format the text element as you want it to appear.
When you run the report, the program will create a complex live header for each of your groups.

7.5.2 Suppressing group headers
You have the option to hide group headers in your report.

7.5.2.1 To suppress group headers
•

On the report, right-click the group header and click Hide.

7.5.3 Drilling-down on group headers

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To make it easier for users to scan headings, you can hide the "Body" section of your report and have
only the group headers visible. When necessary, users can click the group header to view the report
body.

7.5.3.1 To drill-down on group headers
1. Right-click the "Body" section and click Format Body.
2. In the Format dialog box, in the General section, select Show on Drill Only.
3. Click Close.
4. Double-click the group header to show the hidden section.
Related Topics
• Using the isolate feature on grouped data

7.6 Running Totals
Running totals are a flexible and efficient way to create specialized totals and continually incrementing
totals.
This section shows you how to add a basic running total and a running total within a group. You will
also learn how to create conditional running totals and running totals using formulas.

7.6.1 Understanding running totals
Running total objects are similar to total objects but allow more control over how the total is calculated
and when it is reset. Running total objects are specifically suited to perform the following totaling
functions:
•

Total a value independent of the report's grouping.

•

Total a value conditionally.

7.6.1.1 How running totals work

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You create running totals in the "Data Explorer" side panel. The running total can be modified in the
Format dialog box, which lets you select the following:
• An object to total.
• The total operation to use.
• A condition upon which to base the evaluation.
• A condition upon which to reset the evaluation.
Note:
A running total object can be used on result objects and first-pass formulas, but cannot be used on
second-pass formulas or formulas that reference other second-pass formulas.

7.6.1.1.1 Placement of running total objects
The following list summarizes the records that are included in the calculation when a running total is
placed in various report sections. This list assumes the running total is not reset.
Section

Records included

"Report Header"

The first record in the report.

"Page Header"

All records up to and including the first record on
the current page.

"Group Header"

All records up to and including the first record in
the current group.

"Body"

All records up to and including the current record.

"Group Footer"

All records up to and including the last record in
the current group.

"Page Footer"

All records up to and including the last record on
the current page.

"Report Footer"

All records in the report.

7.6.2 Creating running totals in a list

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Running totals are totals that can be displayed record by record. They total all records (in the report,
in the group, and so on) up to and including the current record.
Note:
Running total objects are prefixed by the # sign.

7.6.2.1 To create a running total in a list
Before you can create a running total in a list, you must create a report with a customer object such as
Customer Name, and numeric value objects such as Order Amount and Order ID.
1. In the "Data Explorer" side panel, right-click Running Totals, and then click New Running Total.
A new running total is inserted in the "Running Totals" area of the "Data Explorer".
2. Double-click the running total.
3. In the "Name" box, type a name for your running total.
4. From the "Evaluate Condition Type " list, select On Change of Object.
5. From the list of result objects, select Order ID.
The program will run a running total each time this object changes.
6. From the "Reset Condition Type" list, select Never.
7. Click the Total node.
8. From the "Based On" list, select Order Amount.
9. From the "Operation" list, select Sum.
10. Click Close.
11. Drag the running total object from the "Data Explorer" to the "Body" section of the report, to the right
of the Order Amount object.
On your report, each row in the running total column displays the current record value added to the
previous values. This total continues, unbroken, through the report.

7.6.3 Creating running totals for a group
You can use running totals to tally items in a group. The running total starts with the first item in the
group and ends with the last. The process starts again for the next group, until all groups are done.
You can use a running total that combines with a group to perform several functions:
•
•

191

Maintain a running total of customer orders.
Group customer orders and reset the running total for each group.

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•

Display the subtotal for each customer group.

7.6.3.1 To create a running total for a group
Before you can create a running total for a group, you must create a report with a customer object such
as Customer Name, and numeric value objects such as Order Amount and Order ID.
1. In the "Data Explorer" side panel, right-click the Customer Name object, and then click Group on
<Object>.
2. Right-click Running Totals, and then click New Running Total.
4. In the "Name" box, type a name for your running total.
5. From the "Evaluate Condition Type" list, select For Each Record.
6. From the "Reset Condition Type" list, select On Change of Group and accept the default group
name.
8. From the "Based On" list, select Order Amount.
10. Click Close.
11. Drag the running total object from the "Data Explorer" to the "Body" section of the report, to the right
of the Order Amount object.
Note:
If you want to view a grand total of each group, place the running total object in the "Group Footer"
section of your report.

7.6.4 Creating conditional running totals
You can use a conditional running total to subtotal selected values in a list. For example, you would
use a conditional running total in the following circumstances:
•
•

To keep customer records sorted alphabetically based on customer name.

•

To create a total of the values from only the Canadian records.

•

192

To create a list that contains both Canadian and U.S. customers.

To create a total of the values from only the U.S. records.

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In each case, create two running totals: one to keep a running total of the U.S. records and one to keep
a running total of the Canadian records.

7.6.4.1 To create a conditional running total
Before you can create a conditional running total, you must create a report with a customer object such
as Customer Name, a location object such as Country, and a numeric value object such as Internet
Sales Amount.
The Groups and Sorts dialog box appears.
2. Add a sort to your report based on the Customer Name object.
3. In the "Data Explorer" side panel, right-click Running Totals, and then click New Running Total.
5. In the "Name" box, type USTotal.
6. From the "Evaluate Condition Type" list, select Use Formula.
7. From the "Add Object" list, select Country, and then type = "USA". For example:
{AdventureWorks.CustomerLocationCountry} = "USA"

The program will evaluate the running total each time it comes to a record where Country is equal
to "USA." The running total will ignore all other records (such as records for Canada).
8. From the "Reset Condition Type" list, select Never.
10. From the "Based On" list, select Internet Sales Amount.
12. Click Close.
13. Drag the running total object from the "Data Explorer" and insert it in the "Body" section of the report.
14. Now create the "CanadaTotal" running total object using the process outlined in steps 3-13, but this
time, set the following evaluation formula:
{AdventureWorks.CustomerLocationCountry} = "Canada"

15. When you are finished, insert the "CanadaTotal" running total object in the "Body" section of your
report.
Note:
If you only want to see a grand total of the Canadian and American sales, place the two running
total objects you created in the "Report Footer" section of your report.

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7.6.5 Creating running totals using a formula
If your report contains suppressed data or data based on a WhilePrintingRecords formula, create a
running total formula. If you do not use a running total formula, suppressed data will appear in the
running total.
When you create a running total manually, you need to create three formulas:
•

A summary formula.

•

A display formula to display the variable.

•

A reset formula to set a variable to zero.

With running totals that use a formula, you can create a report that performs the following functions:
•

Maintains a running total of customer orders.

•

Groups customer orders and resets the running total for each group.

•

Displays the subtotal for each order (the last running total for that order).

Related Topics
• Typical uses for formulas

7.6.5.1 To create a summary formula
Before you can create a summary formula, you must create a report with a customer object such as
Customer Name, and numeric value objects such as Order Amount and Order ID.
The "Formula Name" dialog box appears.
2. Type a name for the formula, and then click OK.
3. In the code text window, type a formula and select objects from the "Add Object" list.
For example:
WhilePrintingRecords;
CurrencyVar Amount;
Amount := Amount + {AdventureWorks.Internet SalesOrder Amount};

This formula prints the running total of the values in the Order Amount object.

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5. Drag the formula object from the "Data Explorer" to the "Body" section of the report, to the right of
the Order Amount object.

7.6.5.2 To create a reset formula to set a variable to zero
Before you can create a reset formula, you must create a report with a customer object such as Customer
Name, and numeric value objects such as Order Amount and Order ID.
<Object>.
4. In the code text window, type the following formula:
CurrencyVar Amount := 0;

This formula sets the value in the Amount variable to 0.
6. Drag the formula object from the "Data Explorer" to the "Group Header 1" section of the report.
Because the "Group Header 1" section appears once for every group, the formula will run each time
the group changes. The Amount variable is reset to 0 each time a new group begins.
7. In "Structure" mode, right-click the formula, and then click Format Formula Element.
8. Select Hide.
The formula will not appear in the final print-out.
9.

Click Conditional Formula next to "Hide".

10. Type {@Formula Name } = {@Formula Name }, and then click Save and Close.
Replace Formula Name with the name of your formula.
11. Click Close.

7.6.5.3 To create a display formula to display the variables

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Before you can create a reset formula, you must create a report with a customer object such as Customer
Name, and numeric value objects such as Order Amount and Order ID.
<Object>.
4. In the code text window, type the following formula:
CurrencyVar Amount;

This formula displays the current value of the Amount variable at any time.
6. Drag the formula object from the "Data Explorer" to the "Group Header 1" section of the report.
Because the "Group Footer 1" section appears once for every group, the formula will run each time
a group ends. The value stored in the Amount variable will be printed each time the group changes.
Note:
This formula prints the same value that a running total prints for the last record in each group.
Because it is printing it in the "Group Footer" section, it acts as a group subtotal, not as a running
total.
On your report, each row in the running total column displays the current record value added to the
previous values. The running total starts fresh with each new group, and the final running total for each
group becomes the subtotal for that group.

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Charting

Charting

You can present summarized data in colorful, easy-to-read charts. This section demonstrates how to
create charts in reports to make report data easier to understand. You can choose from a number of
chart layouts and types, drill down to see the details behind the graphical totals, and edit the formatting
of chart objects.

8.1 Charting concepts
You can use charts any time you want to represent data visually in a report.
For example, if you have a sales report grouped by Region with a subtotal of each regions Last Year's
Sales, you can create a chart that displays Sales per Region.
You can chart on body, formula, and running total objects.

8.1.1 Chart definition
Some chart definitions may include information from other sections.

8.1.1.1 Chart types and subtypes
Different sets of data are particularly suited to a certain chart type. The following is an overview of the
main chart types and their most common uses.
3D Riser
A 3D Riser chart displays data in a series of 3-dimensional objects, lined up side-by-side, in a
3-dimensional plane. The 3D Riser chart shows the extremes in your report data. For example, the
differences between sales by customer by country are visually dynamic when presented in this chart.

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Charting

3D Surface
3D Surface charts present a topographic view of multiple sets of data. If, for example, you need a chart
to show the number of sales by customer by country, in a visually dynamic and relational format, you
might consider using the 3D Surface chart.
Area
An area chart displays data as areas filled with color or patterns. This type of chart is best suited for
showing data for a limited number of groups (for example, percentage of total sales for AZ, CA, OR,
and WA).
Bar
Most bar charts (also known as a column chart) display or compare several sets of data. Two useful
bar charts are the Side-by-Side bar chart and the Stacked bar chart.
•

Side-by-Side bar chart
A Side-by-Side bar chart displays data as a series of vertical bars. This type of chart is best suited
for showing data for several sets over a period of time (for example, last year's sales figures for AZ,
CA, OR, and WA).

•

Stacked bar chart
A stacked bar chart displays data as a series of vertical bars. This type of chart is best suited for
representing three series of data, each series represented by a color stacked in a single bar (for
example, sales for 1997, 1998, and 1999).

Box Plot
A box plot displays the range and distribution of summarized data by plotting the following values:
•
•
•
•
•
•

First quartile: This value is greater than 25% of the data.
Median: This value is greater than 50% of the data.
Third quartile: This value is greater than 75% of the data.
Outliers: Values that are more than 1.5 times smaller than the first quartile value or 1.5 times greater
than the third quartile value.
Minimum: The lowest value of the summarized data, with the exception of the outliers.
Maximum: The highest value of the summarized data, with the exception of the outliers.

The "Total (Y)" data is summarized according to the "Series (Z)" data, and this summarized data is
plotted within the "Category (X)" data. For example, you can summarize annual sales amounts according
to geographical region, and then for each country, plot a box that shows the range and distribution of
the regional sales amounts within that country.
Each box marks the range between the first and third quartile values, making this chart type useful for
identifying the range that contains the bulk of the summarized values.
Bubble
A bubble chart (an extension of the scatter chart type) displays data as a series of bubbles, where the
size of the bubble is proportional to the amount of data. A bubble chart would be very effective with the
number of products sold in a certain region; the larger the bubble, the greater the number of products
sold in that region.

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Charting

Doughnut
A doughnut chart is similar to a pie chart, displaying data as sections of a circle or doughnut. If, for
example, you charted sales by region on a particular report, you would see the total number of sales
(the figure) in the center of the doughnut and the regions as colored sections of the doughnut. As with
the pie chart, you can choose multiple doughnut charts for multiple groups of data.
Funnel
Funnel charts are often used to represent stages in a sales process. For example, the amount of
potential revenue shown for each stage. This type of chart can also help identify potential problem areas
in an organization's sales processes. A funnel chart is similar to a stacked bar chart in that it represents
100% of the summary values for the groups included in the chart.
Gantt
A Gantt chart is a horizontal bar chart often used to provide a graphical illustration of a schedule. The
horizontal axis shows a time span, while the vertical axis shows a series of tasks or events. Horizontal
bars on the chart represent event sequences and time spans for each item on the vertical axis. You
should use only date objects when creating a Gantt chart. The Chart Group Type should be set to "For
Each Record", and the start and end-date objects should be added to the "Total (Y)" area of the chart.
Gauge
A gauge chart presents values graphically as points on a gauge. Gauge charts, like pie charts, are
typically used for one group of data (for example, the percentage of sales for the entire inventory).
Histogram
A histogram is a type of bar chart used to depict how measurements vary from the mean value. It can
help identify the cause of problems in a process by the shape of the distribution as well as the width
(deviation) of the distribution. In a histogram, the frequency is represented by the area of a bar rather
than the height of the bar.
Line
A line chart displays data as a series of points connected by a line. This type of chart is best suited for
showing data for a large number of groups (for example, total sales over the past several years).
Numeric Axis
A numeric axis chart is a bar, line, or area chart that uses a numeric object or a date/time object as its
"Category (X)" axis object. Numeric axis charts provide a way of scaling your X-axis values, thus creating
a true numeric X-axis or a true date/time X-axis.
Pie
A pie chart displays data as a pie, split and filled with color or patterns. Pie charts are typically used for
one group of data (for example, the percentage of sales for the entire inventory); however, you can
choose multiple pie charts for multiple groups of data.
Radar
A radar chart positions group data, such as countries or customers, at the perimeter of the radar. The
radar chart then places numeric values, increasing in value, from the center of the radar to the perimeter.
Radar charts are particularly useful for determining how specific values relate to group data.

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Scatter
A scatter chart is a collection of plotted points that represent specific data in a pool of information. The
scatter chart allows the user to consider a larger scope of data for the purpose of determining trends.
For example, if you input customer information, including sales, products, countries, months, and years,
you would have a collective of plotted points that represents the pool of customer information. Viewing
all of this data on a scatter chart would allow you to speculate as to why certain products were selling
better than others or why certain regions were purchasing more than others.
Stock
A stock chart displays data similar to a bar graph, with data being given either high or low values to
create a staggered graph to compared data. A stock chart is typically used to compared trend and
volume. There are two types of stock charts: high-low and open-high-low-close. The high-low charts
require two values, while the open-high-low-close charts require four values.
Tag Cloud
A tag cloud displays data as a collection of words, where the size of each word is proportional to the
size of a value from the "Tags Weight" data object; the larger the word, the greater the value that it
represents. If you add a data object to the "Tags Family" area of the chart, then the color of each word
represents a range to which the value belongs. For example, if Canada and France both have high
sales values compared to the other countries in your report, then “Canada” and “France” will display in
the same font color in the tag cloud, and other country names will display in different colors.
Tree Map
A tree map displays data as a series of hierarchical rectangles, where the surface area of each rectangle
is proportional to the size of a value from the "Rectangle Weight" data object; the larger the rectangle,
the greater the value that it represents.
The hierarchy of the rectangles is based on the order of the data objects in the "Category (X)" area of
the chart. For example, if "Category (X)" contains “Country” followed by “Region”, then the rectangles
that represent the regions will be nested within the rectangles that represent the countries.
If you add a data object to the "Rectangle Color" area of the chart, then the color of each rectangle
represents a range to which the data value belongs. For example, if Canada and France both have
high sales values compared to the other countries in your report, then the rectangles that represent
“Canada” and “France” will display in the same color, and the rectangles that represent other countries
will display in different colors.

8.1.1.2 Chart group types
Each combination of chart type, subtype, and chart group type has a different set of required objects.
A subset of the following chart group types apply to each chart type:
•
•

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For each record
On Change of

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•

For all records

Once you have defined your chart type, subtype, and chart group type, you must add data to one or
more of the following values:
•

Category

•

Total

•

Series

•

Label

Note:
Not all of the items are available for every chart type.
Total (Y)
The "Total" value indicates what information is summarized on your chart. For example, to create a
chart showing last year's sales for your customers, the Last Year's Sales object would be the value.
Category (X)
The "Category" value is used with the chart group type "On Change of". It is used to indicate when to
plot the point.
For example, a chart showing Last Year's Sales for your customers uses the CUSTOMER_NAME object
as the condition. Each time the category changes (the customer name changes), a point is plotted.
Series (Z)
The "Series" value is used with the chart group type "On Change of". It is used to specify data for a
series.
Label
The "Label" value is used with the chart group type "For each record". It is used to display a label for
the "Total" value.

8.1.1.2.1 Required values for chart group type "On Change of"
Not all charts have the chart group type "On Change of". For most of the chart types that do, you must
have Total values and either a Category value or a Series value, or both.
Chart type

Category

Total

Series

3D Riser

All subtypes

Only one value.

At least one value.

Only one value.

3D Surface

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Subtype

All subtypes

Only one value.

At least two values.

Only one value.

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Chart type

Subtype

Category

Total

Series

Area

All subtypes

Only one value.

At least one value.

Only one value.

Bar

All subtypes

Only one value.

At least one value.

Only one value.

Bubble

Only one value.

Three values required: X, Y, and
Size.

Only one value.

Box Plot

Only one value.

Only one value.

Only one value.

All subtypes

Only one value.

At least one value.

Only one value.

Doughnut

Not applicable

Only one value.

Only one value.

Multiple doughnut

Only one value.

At least one value.

Only one value.

Proportional multiple doughnut

Only one value.

At least one value.

Only one value.

Funnel

Not applicable.

Only one value.

Only one value.

Gauge

Only one value.

At least one value.

Only one value.

Histogram

Only one value.

At least one value.

Only one value.

Only one value.

At least one value.

Only one value.

Column

Doughnut

Line

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Chart type

Subtype

Category

Total

Series

All numeric subtypes

Only one value;
accepts only numeric data type.

At least one value.

Optional; can accept one value.

All date subtypes

Only one value;
accepts only
date/time data
type.

At least one value.

Optional; can accept one value.

Pie

Not applicable.

Only one value.

Only one value.

Multiple pie

Only one value.

At least one value.

Only one value.

Proportional multiple pie

Only one value.

At least one value.

Only one value.

All subtypes

Only one value.

At least one value.

Only one value.

Only one value.

Two values required: X and Y.

Only one value.

High-Low

Only one value.

Two values required: High and
Low.

Not applicable.

Open-High-LowClose

Only one value.

Four values required: High, Low,
Open, and Close.

Not applicable.

Numeric Axis

Pie

Radar

Scatter

Stock

At least one value.
Tag Cloud

203

Only one value.

Can accept two
values: Tags
Weight and Tags
Family.

Not applicable.

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Chart type

Subtype

Category

At least one value.
Tree Map
Can accept two
values.

Total

Series

At least one value.
Can accept two
values: Rectangle
Weight and Rectangle Color.

Not applicable.

8.1.1.2.2 Required values for chart group type "For each record"
All chart types have the chart group type "For each record"; however, they do not all require the same
values for this option. The Label value is optional for all chart types and subtypes.
Note:
With the exception of Gantt charts, all charts with the chart group type "For each record" accept only
numeric values for the Total value.
Chart type

Subtype

Total

3D Riser

All subtypes

At least one value.

3D Surface

All subtypes

At least two values.

Area

All subtypes

At least one value.

Bar

All subtypes

At least one value.

Bubble

Size.

Box Plot

At least one value.

Column

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All subtypes

At least one value.

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Chart type

Total

Doughnut

Only one value.

Multiple doughnut

At least one value.

Proportional multiple doughnut

Doughnut

Subtype

At least one value.

Funnel

Only one value.

Gauge

At least one value.
Two values required: Start and
End.

Gantt
Accepts only date/time data
type.
Histogram

At least one value.

Line

All subtypes

At least one value.

Numeric Axis

All subtypes

At least one value.

Pie

Only one value.

Multiple pie

At least one value.

Proportional multiple pie

At least one value.

All subtypes

At least one value.

Pie

Radar
Scatter

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Chart type

Subtype

Total

High-Low

Low.

Open-High-Low-Close

Open, and Close.

Stock

At least one value.
Tag Cloud

Can accept two values: Tags
Weight and Tags Family.
At least one value.

Tree Map

Can accept two values: Rectangle Weight and Rectangle Color.

8.1.1.2.3 Required values for group type "For all records"
Some chart types or chart subtypes do not have the chart group type "For all records".
Chart type

Subtype

Total

3D Riser

All subtypes

At least one value.

Area

All subtypes

At least one value.

Bar

All subtypes

At least one value.
Size.

Bubble

Column

All subtypes

At least one value.

Doughnut

Doughnut

At least one value.

Funnel

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At least one value.

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Chart type

Subtype

Total

Gauge

At least one value.

Histogram

At least one value.

Line

All subtypes

At least one value.

Numeric Axis

All subtypes

At least one value.

Pie

Pie

At least one value.

Radar

All subtypes

At least one value.

Scatter


High-Low

Low.

Open-High-Low-Close

Open, and Close.

Stock

8.1.2 Where to place a chart
The placement of a chart determines which data is displayed and where it is printed. For example, a
chart placed in the "Report Header" section includes the data for the entire report, while a chart that is
placed in a "Group Header" or in a "Group Footer" section displays only the group specific data.
Note:
If your report contains subreports, you can place charts in those subreports as well.
Related Topics
• Subreports

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8.1.3 Drill-down on charts
Charting is not only a means of presenting data: it is also an analysis tool. If a series item in your chart
corresponds to a group in your report, then you can drill-down on the series item to view the data in
detail. To do this, view your chart in "Page" mode and move your cursor over a series item so that the
pointer becomes a drill-down cursor, and then double-click.

8.2 Creating charts
Since charts are a good way to display summarized information, they are usually based on a summary
object in your report. You can create a chart based on values in the Report Header or Footer, a Group
Header or Footer, or a Cross-Tab summary.
Note:
In an OLAP data source, if a measure is defined as a delegated measure, it is recommended to use
the delegated measure as a summary object.

8.2.1 To create a chart
1. From the "Insert" tab, click Chart and then select a chart type and subtype.
Choose the chart type that best illustrates your data. See Chart types and subtypes.
2. Drag the element frame to the area of the report canvas where you want to insert the chart.
Charts can be inserted in the Report Header or Footer, or in a Group Header or Footer.
3. On the default chart, click the Data tab.
4. Drag objects from the "Data Explorer" panel onto the "Total", "Category", and "Series" drop zones
to add them to the chart.
Each drop zone represents an axis on the chart. The "Total" drop zone represents the Y axis, the
"Category" drop zone represents the X axis, and the "Series" drop zone represents the Z axis.
Each chart type and chart subtype has different required objects. For information on which objects
are required for each chart type and subtype, see Chart group types.

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Note:
•

•

If there is a red outline around a drop zone, then an object must be placed there. When you move
the cursor over a drop zone, you will see a note specifying how many objects are required for
that drop zone.
When you add an object to either the "Category" or the "Series" drop zone, the red outline may
disappear from both drop zones.

5. Right-click the chart and click Format Chart.
6. Click Appearance to edit the formatting of the chart.
7. To edit other elements on the chart, such as the axis labels, right-click the element on the chart, and
edit it using the format dialog box.
Note:
When your chart is inserted, it may cover a portion of the report. Move and resize the chart so that it
fits properly within the report.

8.2.2 To create a box plot chart
A box plot chart displays the range and distribution of summarized data by plotting the first and third
quartile values, the median value, the maximum and minimum values, and any outlier values. Each
box marks the range between the first and third quartile values, making this chart type useful for
identifying the range that contains the bulk of the summarized values.
1. From the Insert tab, click Chart > Other Charts > Box Plot.
2. Click the report canvas to place the chart, and on the chart element, click the Data tab.
3. Add a data object to the "Category (X)" and "Series (Z)" drop zones, and one or more data objects
to the "Total (Y)" drop zone.
The program marks a labeled area on the X-axis for each value in the "Category (X)" data.
The "Total (Y)" data is summarized based on the "Series (Z)" data, and these summarized values
are plotted within the "Category (X)" data. For each data object that you add to the "Total (Y)" drop
zone, a box is plotted in all the X-axis areas. For example, if you place two data objects in the "Total
(Y)" drop zone, then each X-axis area will contain two boxes.
4. Click Page to switch to "Page" mode and view your chart.
5. Resize the chart or adjust the data as necessary.

8.2.3 To create a tag cloud chart
A tag cloud displays data as a collection of words, where the size of each word is proportional to the
value that the word represents. You can also use the color of each word to represent the range to which

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a value belongs. The tag cloud is useful for depicting the relative size or importance of the values in a
data object.
1. From the Insert tab, click Chart > Other Charts > Tag Cloud.
3. Add a data object to the "Category (X)" drop zone.
This object is used to summarize the data in the "Total (Y)" drop zone, and determines the words
that display in the tag cloud. For example, if you add a “Country” object to this drop zone, then each
word in the tag cloud will be the name of a country, and the data in the "Total (Y)" drop zone will be
summarized by country.
4. Add one or two data objects to the "Total (Y)" drop zone.
The first object that you add is used as the "Tags Weight" value. The size of each word in the tag
cloud is based on this data.
The second object is optional, and it is used as the "Tags Family" value. The color of each word in
the tag cloud is based on this data.

8.2.4 To create a tree map chart
A tree map displays data as a series of hierarchical rectangles, where the surface area of each rectangle
is proportional to the value that the rectangle represents. You can also use the color of each rectangle
to represent the range to which a value belongs. The tree map is useful for depicting many data values
in a single chart and for highlighting trends in the data. For example, the different colors of the rectangles
make it easier to see when a set of values is particularly prominent.
1. From the Insert tab, click Chart > Other Charts > Tree Map.
3. Add one or two data objects to the "Category (X)" drop zone.
These objects are used to summarize the data in the "Total (Y)" drop zone.
Adding a second data object is optional. In the tree map, the second object is nested within the first
one.
4. Add one or two data objects to the "Total (Y)" field.
The first object that you add is used as the "Rectangle Weight" value. The size of each rectangle in
the tree map is based on this data.
The second object is optional, and it is used as the "Rectangle Color" value. The color of each
rectangle is based on this data.

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8.2.5 Charting on Cross-tab totals
Crystal Reports allows you to include a chart based on total values in your Cross-tab report. For example,
with a Cross-tab that shows the amount of a certain product sold in each region of the United States,
you may want to provide a chart showing what percentage of total product sales each region provides.
Note:
•
•

You can also chart on a calculated member in a Cross-tab.
Bubble charts are not supported by Cross-tab charts.

Related Topics
• About Cross-tabs

8.2.5.1 To chart on a Cross-Tab total
1. Right-click the Cross-tab on the report canvas and click Create Chart from Crosstab Data.
A chart with data from the Cross-tab appears on the report canvas.
2. To add more objects to the chart, click the chart Data tab.
3. Right-click the drop zone you want to insert a result object in and click Insert Chart Data Object.
4. Repeat step 3 to insert objects in the desired drop zones.
Each drop zone represents an axis on the chart. The "Total" drop zone represents the Y axis, the
"Category" drop zone represents the X axis, and the "Series" drop zone represents the Z axis.
Each chart type and chart subtype has different required objects. For information on which objects
are required for each chart type and subtype, see Chart group types.
Note:
•

•

If there is a red outline around a drop zone, then an object must be placed there. When you move
the cursor over a drop zone, you will see a note specifying how many objects are required for
that drop zone.
When you add an object to either the "Category" or the "Series" drop zone, the red outline may
disappear from both drop zones.

5. To edit other elements on the chart, such as the axis labels or title, right-click the element on the
chart and click Format <element name>.
Your chart is created based on the Cross-tab total.

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Note:
When your chart is inserted, it may cover a portion of the report. Move and resize the chart so that it
fits properly within the report.

8.3 Working with charts
Once you have created a chart, you may want to add a new title, headings, or a legend. You can also
change fonts, or even change the type of chart. Crystal Reports provides many options for working with
your existing charts.

8.3.1 Editing charts
You can modify many of your original choices, such as the type of chart to display, the data on which
the chart is based, and so on. When you change the type of chart, you may need to select new object
values to use for the chart.

8.3.1.1 To edit a chart using the Format dialog box
1. Right-click the element of the chart you want to edit, such as the title, a text object, or the chart itself,
and click Format <object name>.
<object name> is the name of the object you are formatting. For example, "Format Frame", "Format
Title", "Format X Axis Title", and so on.
Note:
The currently selected element is shown in the Selected Element menu. To edit a different element,
choose the element from the menu or click it on the chart.
2. Make the desired changes.
3. Click Close to apply the formatting changes.

8.3.1.2 To change axis options

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1. Right-click the axis and click Format <x, y, or z> Axis.
2. In the dialog box, use the appropriate sections to change gridlines, the axis location, the color and
line style of your axis, and so on.

8.3.1.3 To change series options
1. Right-click a riser item (area, bar, line, marker, pie slice, and so on) or a legend marker on the chart,
and click Format <object name>.
<object name> is the name assigned to the object that you selected.
2. In the dialog box, make the desired changes.

8.3.2 Formatting charts
You can change the formatting for different elements of a chart, including the following elements:
•
•
•
•
•

Font
Size
Title and chart style
Legend
Gridlines

For detailed information on the formatting changes that you can do, see the help files for the various
dialog boxes in SAP Crystal Reports for Enterprise Online Help.

8.3.2.1 To change the chart's title
1. Right-click the chart title and click Format Title.
If you select Auto Text, the text from the different axes is used for the chart title.
2. Enter a new title in the text box.
You can also change the font and the appearance of the chart in the "Format" dialog box.

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8.3.2.2 To change the chart's legend format
1. Right-click the legend on the chart and then click Format Legend.
2. Use the properties to change the legend's appearance, font, and other properties.

8.3.2.3 To change the border of a chart
2. From the "Selected Element" list, click Frame.
The "Appearance" section appears.
3. In the "Border" area, change the border line style or color.

8.3.2.4 To change the background of a chart
2. From the "Selected Element" list, click Frame.
The "Appearance" section appears.
3. In the "Fill" area, use the "Color" list to change the background color of the cart.

8.3.2.5 To conditionally format a chart
1. Right-click the chart and click Chart Highlighting Expert.
The "Chart Highlighting Expert" dialog box appears.
2. Click Add Condition to add a new condition.
3. Using the menus, set the formula conditions and choose a display color.
4. Repeat step 2 and step 3 for any other conditions you want to add to your chart.
5. Click OK.
The values specified by your conditions are displayed in the colors you selected.

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Note:
•
•
•

Conditional formatting is not available for every chart type.
An area chart must have both Category and Series values for conditional formatting to appear.
If your chart type is line, the chart must have data markers before you can see conditional formatting.

8.3.3 Trendlines
Trendlines show a graphical representation of trends in a data series. You can add trendlines to data
series in unstacked Area, Bar, Bubble, Column, Line, Stock, Numeric Axis, Histogram, and Scatter
charts. You can draw Linear, Logarithmic, Polynomial, or Exponential trendlines. You can also draw a
Moving Average line that is a sequence of averages calculated from the data points in the series. A
moving average line smoothes the fluctuations in the data points in the series. Trendlines are not
available in Gantt, Gauge, Radar, Pie, Doughnut, or 3D charts.

8.3.3.1 To create a trendline
1. Right-click an area, riser or marker on your chart, and click Format Series.
2. In the dialog box, in the Trendline node, select the type of trendline.
A "Moving Average" trendline is calculated from the data points for the selected series. This trendline
smoothes the fluctuations in the data points and shows the pattern or trend.
3. Type a value in the Order text box to specify the order of the trendline's curve. The options vary
depending on the trendline.
Note:
If you selected "Polynomial" as your trendline type, specify the degree of linear regression for the
polynomial trendline. It must be greater than one but no greater than the number of groups in the
chart.
4. Type a value in the Period text box to specify the number of periods for the trendline.
5. For all regression types except "Moving Average", select the Show Coefficients Values check box
to show the coefficient values that are used in the trendline.
6. For all regression types (except "Moving Average"), select the Show Equation check box to show
the equation that is used in the trendline.
7. In the Appearance section, set the color, style, and thickness of your trendline.
A trendline is added to the chart.

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8.3.4 Dual Axis Charts
You can change the layout of a chart to include two numeric axes: a Primary Y1 axis and a Secondary
Y2 axis. The only charts that do not support dual axes are Gantt, Gauge, Histogram, Stock, Pie,
Doughnut, and 3D.
When a dual axis layout is chosen, all of the series in your chart will remain assigned to the Primary
Y1 axis. You can use the Format dialog box to assign a series to the Secondary Y2 axis.
Note:
If the same chart is repeated across multiple pages in a report, all charts will be affected by selecting
the Dual Axes option. All instances of the chart in the report will appear as dual axis charts.

8.3.4.1 To create a dual axis chart
2. On the "Selected Element" menu, select Total (Y) Axis.
3. In the "Axes" section, select Dual Axes.
Note:
By default, all of the series are assigned to the Primary Y1 Axis. You only need to change the axis
assignment of the series that you want assigned to the Secondary Y2 Axis.
5. Right-click the series you want to move and select Format Series.
6. In the "General" node, use the "Axis Assignment" menu to assign the series to the Primary Y1 axis
or the Secondary Y2 axis.
Your chart is now a dual axis chart. Use the Format dialog box to make any further formatting changes
to your chart.
Related Topics
• Editing charts

8.3.5 Auto-arranging charts

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If you move or resize objects on the chart, select the Auto-Arrange check box so that Crystal Reports
automatically resets the chart objects to their original positions.

8.3.5.1 To auto-arrange a chart
2. In the dialog box, click the Chart section and select Auto-Arrange.
Crystal Reports automatically resets chart objects to their original positions when you resize or move
them on the report canvas.

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Cross-tabs

9.1 About Cross-tabs
A Cross-tab is a grid that displays values that are grouped and totaled in two directions. Data is presented
in a compact format, which makes it easier to compare data and identify trends.
For example, without a Cross-tab, a standard report grouped by region and by product will show the
quantities of a product sold for each region, but the data will be spread out and difficult to analyze, as
in the following figure.

A Cross-tab report displays the information in a compact format, making it easier to see the results.

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A Cross-tab includes row totals, column totals, and grand totals. The grand total is the value at the
intersection of the row total and the column total.

9.2 Adding a Cross-tab
You can create a Cross-tab in a new report or add a Cross-tab to an existing report. The following is a
list of things to keep in mind when using Cross-tabs:
•

You can have multiple rows, columns, and totaled elements.

•

You can use print-time formulas as your rows or columns.

•

You can include a group sort (top or bottom N) on the rows in your Cross-tab.
Note:
Group sorting cannot be applied to columns.

•

You can insert as many Cross-tabs in a report as you need.

•

You can insert the Cross-tab into either the "Report Header" or "Report Footer" area, or the "Group
Header" or "Group Footer" area.

•

You can place Cross-tabs in subreports. This is useful when you want to refer to results from another
report.

9.2.1 To add a Cross-tab
1. On the "Insert" tab, click Cross-tab.
2. From the "Column" list, select the object that you want to use for your column value.
3. From the "Row" list, select the object that you want to use for your row value.

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4. From the "Total" list, select an operation, and then select the object that you want to use for the total.
5. Click Insert.
An element frame appears with the mouse cursor.
6. Place the element frame in the "Report Header", and click to release it.
Tip:
If your report has grouped information, you can place the Cross-tab in the "Group Header" or "Group
Footer".

9.3 Working with Cross-tabs
This section describes the ways you can work with a Cross-tab once you have added it to your report.

9.3.1 To show values as percentages
1. Right-click a totaled element in a Cross-tab, and then click Format Total.
2. Click the Total option.
3. Select Show as Percentage.
4. From the Percentage From list, select Row or Column depending on whether you want your
percentage values to be calculated horizontally (row) or vertically (column).
Totaled element values are now displayed as percentages in your Cross-tab.

9.3.2 Printing Cross-tabs that span multiple pages
When you create a Cross-tab that is wider or longer than the specified page size, the program
automatically spans the printing across enough pages to accommodate the size of the Cross-tab. For
ease in reading, column headings will be repeated on subsequent pages. Row headings can also be
repeated using the "Repeat Row Labels" option.

9.3.2.1 To repeat row labels

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1. Right-click the blank top-left area of the Cross-tab, and click Grid Options.
2. Select Repeat Row Labels.
Note:
Crystal Reports lets you designate report elements that don't expand horizontally, such as text elements,
data elements, pictures, charts, lines, boxes, and so on, to be repeated on each additional horizontal
page that a Cross-tab creates.
Related Topics
• Repeating report elements on horizontal pages

9.3.3 Keeping a column from breaking across pages
When you create a Cross-tab that is wider than the specified page size, the columns that print at the
edges of the pages may be broken across two pages. To prevent this page break and keep all the
contents of a column on the same page, use the "Keep Columns Together" option.

9.3.3.1 To keep a column from breaking across pages
2. Select the Keep Columns Together check box and click Close.

9.4 Formatting Cross-tabs

9.4.1 To change the width, height, and alignment of Cross-tab cells
1. Click a cell within the Cross-tab to activate the sizing handles.
2. Drag one of the sizing handles to expand the width or height of the cell.

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3. On the "Format" tab, use the Font Alignment options to change the alignment of the data in the cell.
You can choose between left, right, center, and justified alignment.
Note:
Changing one cell affects all like cells. For example, changing the width of one total element cell changes
the width of all other cells in the same row.

9.4.2 To format the background color of entire rows/columns
You can use background colors to emphasize certain rows or columns within your Cross-tab.
1. Right-click the Cross-tab rows or columns and select Format Crosstab.
2. Click the Appearance option.
3. Select a color from the Fill list.
The row/column is formatted as specified.

9.4.3 To format elements individually
1. Select the element you want to format.
2. On the "Format" tab, edit the font, background, borders, numbering, and currency symbols.
The element is formatted as specified.

9.4.4 To format several elements at one time
1. Press Ctrl + click to highlight the desired elements.
2. On the "Format" tab, edit the font, background, and borders.
The elements are formatted as specified.

9.4.5 Hiding Cross-tab data

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Cross-tabs

This section provides you with the steps required to hide data in your report. You can hide:
•

Empty rows and columns.

•

Row and column grand totals.

•

Subtotals and their labels.

9.4.5.1 To hide empty rows and columns
2. Select either Hide Empty Rows or Hide Empty Columns.
When you print the report, empty rows and/or columns will not appear.

9.4.5.2 To hide row and column grand totals
2. Select either Hide Row Grand Totals or Hide Column Grand Totals.

9.4.6 Displaying totals from left to right
If you have two or more totals in your Cross-tab, you can display their values from left to right instead
of top to bottom (the default).

9.4.6.1 To display totals from left to right
1. Right-click the blank top-left area of the Cross-tab and click Grid Options.
2. In the Total area, select Left to Right.

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Cross-tabs

3. Select Show Total Labels if you want to display labels for the totals.
Labels are displayed in the direction you chose for the totals.
4. Click Close.

9.5 Advanced Cross-tab features
There are several ways to add even more information to your Cross-tabs. This section covers several
advanced Cross-tab features.

9.5.1 Displaying hierarchies in Cross-tabs
You can display rows or columns in a Cross-tab hierarchically. Displaying hierarchies in Cross-tabs is
useful if your Cross-tab includes hierarchy objects for the row or column values.
A new subtotal will be created for each level within the hierarchy. The subtotal will display the sum of
the values in the row immediately beneath it, it will not include the value for the hierarchical node itself.
Note:
Totaling across a hierarchy is not available within a crosstab.
Related Topics

9.5.1.1 To display hierarchies in Cross-tabs
In order to display hierarchies, you must select a hierarchy object for the row or column value when
you are setting up your Cross-tab.
Note:
If you select a hierarchy object that is also a delegated measure for the row or column value, the grand
total for that row or column will be hidden by default.
1. Right-click a row or column in your crosstab, and click Format Element.
2. Expand the Row / Column option, and click Group.

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Cross-tabs

3. From the "Hierarchy Type" list, select External Hierarchy.
4. Click Close.
The row or column headings in your Cross-tab are displayed hierarchically.

9.5.2 Calculated Members
Use Calculated Members to insert rows or columns to your Cross-tab. These rows or columns can
contain custom calculations (for example, the difference in sales between two regions) or can be used
entirely for formatting purposes (for example, inserting a blank row every three lines to increase
readability).
You have complete flexibility in designing your own calculation formulas and can choose whether they
appear only once or repeat regularly in the Cross-tab.

9.5.2.1 To add a Calculated Member to your Cross-tab
1. Press Ctrl + click to highlight the two row or column headings you would like to use in your
Calculated Member.
For example, if you wanted to create a Calculated Member for the difference between Sales and
Sales Returns, the desired formula would be Sales - Sales Returns. In this example, you would
highlight the Sales and the Sales Returns headers.
2. Right-click the highlighted headers, and click Insert Calculated Member.
A list of available operations appears:
• Sum
• Difference
• Product
• Quotient
3. Select an operation.
In this example, you would select Difference.
A row or column that displays the results of the selected calculation is added to your Cross-tab.
Note:
The row or column is inserted directly under the second row or column heading that you highlighted.

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Cross-tabs

9.5.2.2 To add a blank Calculated Member to your Cross-tab
•

In your Cross-tab, right-click the header preceding the desired location of your blank Calculated
Member row or column, and then click Insert Calculated Member > Insert Blank.

A blank Calculated Member row or column is added to your Cross-tab.

9.5.2.3 To change the processing order of Calculated Members
1. Right-click the top-left corner of your Cross-tab and click Format Crosstab.
2. Click the Advanced Calculations option.
3. In the "Calculated Members" area, use the arrows to change the processing order of the Calculated
Members.
4. Click Close to save your changes and return to your report.
The Cross-tab recalculates the values of the Calculated Members.
Note:
Changing the processing order of Calculated Members does not cause the data source to refresh.

9.5.2.4 Calculation Formulas
Calculation Formulas are mathematical formulas that Crystal Reports uses to determine values in
Calculated Member cells. You can design Calculation Formulas in the "Formula Workshop".

9.5.2.4.1 To insert a Calculation Formula
1. Right-click the top-left corner of your Cross-tab and click Format Crosstab.
3.

In the "Calculated Members" area, click the Edit Calculated Member Formulas (
then select a calculated member from the list.

) button, and

4. Type the desired Calculation Formula.

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Cross-tabs

For example, the following formula displays the difference between the value of Australia row and
the value of the Canada row:
GridValueAt(GetRowPathIndexOf("Australia"), CurrentColumnIndex, CurrentSummaryIndex) - GridValueAt(GetRow
PathIndexOf("Canada"), CurrentColumnIndex, CurrentSummaryIndex)

The Calculated Member displays the results of the new Calculation Formula.
Note:
Once you have created a Calculation Formula, you can edit it as follows: right-click the Calculation
Formula, and click Edit Calculation Formula.

9.5.2.5 Group Value Formulas
If you want to reference a Calculated Member in a formula, you must assign a value to it. Group Value
Formulas are used to assign values to Calculated Members.
Note:
Group Value Formulas are not supported for OLAP universes.

9.5.2.5.1 To edit a Group Value Formula
1. Right-click the header of the Calculated Member you would like to edit, and click Calculated Member
> Edit Group Value Formula.
2. Type your desired value.
Note:
You can also control your value to be displayed based on a formula that you specify. A Group Value
Formula must be of the same type as the row/column grouping object that it is inserted into.
3. Click Save and Close to return to your report.
The Calculated Member retains the result of your Group Value Formula.
Note:
If you have not edited the Header Formula of a Calculated Member, the visible header displays the
result of the Group Value Formula. When you edit the Header Formula, it overrides the Group Value
Formula as the visible header.

9.5.2.6 Header Formulas

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Cross-tabs

Header Formulas determine the visible row or column header for a Calculated Member.

9.5.2.6.1 To edit a Header Formula
> Edit Header Formula.
2. Type the desired header name in the quotations.
Note:
You can also control your header to be displayed based on a formula that you specify. A Header
Formula must return a string.
The Calculated Member header displays the result of the Header Formula.

9.5.2.7 Insertion Formulas
Insertion Formulas determine where a Calculated Member appears in a Cross-tab. In most cases, a
Calculated Member appears only once. However, you can set it to appear in multiple locations or in a
repeating pattern.

9.5.2.7.1 To edit an Insertion Formula
> Edit Insertion Formula.
2. Type your desired formula.
For example, the following formula inserts a Calculated Member after the country object for Canada:
GetColumnGroupIndexOf(CurrentRowIndex) = 1 and GridRowColumnValue("Customer.Country") = "Canada"

The Calculated Member appears in the locations specified by the Insertion Formula.

9.5.3 Embedded Totals
You can add an additional calculation to your Cross-tab by inserting an Embedded Total.
Unlike Calculated Members, Embedded Totals do not add new rows or columns to your Cross-tab.
Instead, they cause additional calculations to appear within each cell of the Cross-tab.

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Cross-tabs

For example, in a report showing regional sales, you could insert a calculation for each region that
shows the percentage of total sales for the country.

9.5.3.1 To add an Embedded Total to your Cross-tab
1. In your Cross-tab, right-click any cell (except a header), and click Embedded Total > Insert
Embedded Total.
A blank Embedded Total appears in the Cross-tab.
2. Right-click the total, and then click Embedded Total > Edit Embedded Total Formula.
3. Type the desired embedded total formula.
The Embedded Total displays the results of the new Embedded Total Formula.

9.5.3.2 To change the processing order of Embedded Totals
If you have multiple Embedded Totals in your Cross-tab, the order in which they are calculated can
affect your results.
1. Right-click the top-left corner of your Cross-tab and select Format Cross-Tab.
3. In the "Totals" area, click the arrows to change the processing order of the totals.
4. Click Close to save your changes and return to your report.
The Cross-tab recalculates the values of the Embedded Totals in the new processing order.
Note:
Changing the processing order of Embedded Totals does not cause the data source to refresh.

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Saving, Exporting, Printing, and Viewing Reports


This section provides you with information about how to save reports, distribute reports by exporting
or printing, and view reports.

10.1 Saving reports
Crystal Reports lets you save reports to a file system on your computer. It also gives you the option of
saving reports with no data.
For information on saving reports to SAP BusinessObjects Business Intelligence platform, see Distributing
reports.

10.1.1 To save a report to your local computer
1. The process for saving a report to your local computer is different if you are logged into the BI
platform.
• If you are not logged in to the BI platform, click File > Save.
• If you are logged in to the BI platform, click File > Save as a local file.
2. In the "Save as" dialog box, browse for the location you want to save your report to.
3. Enter a name for your report (.rpt) file.
4. Click Save.
The report is saved to the location you selected.
Note:
Click File > Save as to save a report with a new name.

10.1.2 To save a report with no data

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You may want to save a report without data if you want to re-use the report design with different data.
1. Click File.
2. Clear the Save Data With Report option.
The data will not be saved with the report when you save it to a file system or publish it to the BI platform
server.

10.2 Distributing reports
Crystal Reports lets you distribute your report in a number of ways.

10.2.1 Distributing reports through SAP BusinessObjects Business Intelligence
platform
One way to distribute your reports is through SAP BusinessObjects Business Intelligence platform.
When you publish a report to the BI platform, you can deliver it to end users via any web application:
intranet, extranet, Internet, or corporate portal.

10.2.1.1 To connect to an SAP BusinessObjects Business Intelligence platform
server
1. Click File > Log On to SAP BusinessObjects Enterprise.
2. To open the Server Connections list, click Server Connections. Select your server in the "Server
Connections" dialog box or click Add to add a new server.
3. Enter the connection information and select Import.
4. Enter the connection information and click OK.
The server is added to the designer. You can now open and save reports to the server without having
to re-enter your connection information every time you do so.

10.2.1.2 Editing managed reports

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To edit a report that is on your SAP BusinessObjects Business Intelligence platform system, connect
to the SAP BusinessObjects Business Intelligence platform server.

10.2.1.2.1 To open a managed report from an SAP BusinessObjects Business Intelligence platform
folder
1. If you are not already logged on to the BI platform, click File > Log On to SAP BusinessObjects
Business Intelligence platform, enter your connection information, and then click OK.
2. Click File > Open From <Server Name>.
Note:
In these steps, <Server Name> represents the connection server name given in the server
connection dialog box.
3. In the "Open Report from <Server Name>" dialog box, browse for the report you want to open.
4. When you have selected a report, click Open.
The report opens in Crystal Reports. Once you have made your changes, you need to save the report
to the server to save your changes online.

10.2.1.3 Publishing reports to SAP BusinessObjects Business Intelligence platform
Crystal Reports lets you distribute reports by publishing them to an SAP BusinessObjects Business
Intelligence platform server. You can publish two types of reports:
• Reports with local data source connections. You must map these reports before publishing them to
the BI platform.
• Reports that can be published directly to the BI platform.

10.2.1.3.1 To map a report with local data source connections
You cannot publish reports with local data source connections. You must first map the connections.
2.
In the "Set Data Source Location" dialog box, click Add Connection.
3. In the "Choose a Data Source Connection" dialog box, from "SAP BusinessObjects Business
Intelligence platform", click Browse Repository.
4. In the "New Data Source Connection" dialog box, from the "Data Source Type" list, click Relational
Connection.
5. Select your relational connection and click Finish.
6. Select your data source and click Map.
For more information about mapping, see Changing data sources .
7. Click Done to reformat the report.

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Your report's data source connections have been successfully mapped. You can now publish the report
to the BI platform.

10.2.1.3.2 To publish a report to SAP BusinessObjects Business Intelligence platform
Business Intelligence platform, enter your connection information, and then click OK.
2. Click File > Save.
3. In the "Save Report to [Server Name]" dialog box, navigate to the location that you want to save
your report to.
Note:
In these steps, [Server Name] represents the name of your SAP BusinessObjects Business
Intelligence platform server.
4. Type a display name in the Display Name box.
5. Click Save.
A dialog box appears with a message that your report has been successfully published to SAP
BusinessObjects Business Intelligence platform.

10.2.2 Emailing reports
Crystal Reports lets you distribute your reports using email.

10.2.2.1 To email a report
1. Click File > Attach to Email.
If you have an email client installed on your machine, Crystal Reports launches it and creates an
email with a temp copy of your report as an attachment.
Note:
Only a temp copy is saved. Crystal Reports will not save any changes to the original .rpt file.
2. Enter the email address or addresses of your recipient(s) and any other information that you want
to add, and then click Send.
An email containing the report is sent to the recipient(s).

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10.2.3 Exporting a report
Finished reports can be exported to a number of popular formats, such as XML, PDF, HTML,
spreadsheets and word processors, and other common data interchange formats. This makes the
distribution of information easier. For example, you may want to use the report data to enhance the
presentation of data in a desktop publishing package.
The exporting process requires you to specify a format and a destination. The format determines the
file type, and the destination determines where the file is located.

10.2.3.1 To export a report
1. While in the "Page" mode, click File > Export and select an export format from the list.
The "Export Options" dialog box appears.
2. Select the export options.
Note:
•
•

When you click the Set As Default Options button and then save your report, the selected
options are saved as the default options to use when you export this report in the current format.
The "Page range" options cannot be saved.

3. Click OK.
4. In the "Export Destination" dialog box that appears, do one of the following:
• Click To File and enter the report title to save the exported report in the "Export Report" dialog
box.
• Click To Application to open the report in the selected application without saving it.
Your report is exported to another format.

10.2.3.2 Export format types
The export formats supported by Crystal Reports can be broadly categorized in two groups: page-based
formats and record-based formats.
Page-based formats tend to produce a more exact output. The emphasis of these formats is structure
representation and formatting. Formatting refers to attributes such as font style, text color, text alignment,
background color, and so on. Structure refers to element position, element size, and the relationship

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between these attributes and other elements. Depending on the format you choose, it may not be
possible for the program to preserve all structure and formatting perfectly, but page-based formats, in
general, preserve these properties as closely as possible.
With record-based formats, the emphasis is on data rather than the structure and formatting. However,
in some formats you will notice that some formatting is exported. Some of the record-based formats
are only data-exchange formats.
Microsoft Excel (97-2003) Data-Only
Microsoft Excel (97-2003) Data-Only is a record-based format that concentrates on data. This format
does export most of the formatting, however, it does not merge cells; each element is added to only
one cell. This format can also export certain kinds of summaries as Excel functions. The summaries
that are supported are SUM, AVERAGE, COUNT, MIN and MAX.
Microsoft Excel Workbook Data-Only
Microsoft Excel Workbook Data-Only is a record based format that concentrates on data as well. This
exporting format is an enhancement on the existing Microsoft Excel Workbook Data-Only exporting
type. The exported result of this format is an XLSX file. XSLX file format is an XML based open document
format introduced and supported by Microsoft Excel 2007 and later. With the Microsoft Excel Workbook
Data-Only format, limitations of previous XLS file formats are moved, approximately 65536 rows and
256 columns.
Microsoft Excel (97-2003)
Microsoft Excel (97-2003) Page-based format converts your report contents into Excel cells on a
page-by-page basis. Contents from multiple pages are exported to the same Excel worksheet. If a
worksheet becomes full and there is more data to export, the export program creates multiple worksheets
to accommodate the data. If a report element covers more than one cell, the export program merges
cells to represent a report element. Microsoft Excel has a limit of 256 columns in a worksheet; therefore,
any report element (or part of it) that is added to cells beyond 256 columns is not exported. This export
format retains most of the formatting, but it does not export line and box elements from your report.
Note:
The page-based Excel format in Crystal Reports for Enterprise does not exhibit the same behavior as
the page-based Excel format in Crystal Reports 2011. The following are the main categories of known
differences between the two versions:
• Unsupported elements:
The Crystal Reports for Enterprise Java runtime engine does not support all of the elements that
can be embedded in a report. For example, OLAP Grids and Map elements are not supported.
The horizontal alignment of these unsupported elements is not respected in the Java runtime engine.
•

Character rendering:
The character rendering technology differs between Crystal Reports for Enterprise and Crystal
Reports 2011. This means that the size of each individual character can have slight differences (1
pixel) that add up over time and create additional rows or columns.

•

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Cross-tabs:

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•

•
•

When cross-tab elements are in repeated sections - for example, the Group Header - enhanced
exporting functionality output will be different between Crystal Reports for Enterprise and Crystal
Reports 2011. This behavior also applies to cross-tabs that are embedded in subreports.
When cross-tab elements are overlapped, enhanced exporting functionality output will be different
between Crystal Reports for Enterprise and Crystal Reports 2011.

Page breaks:
Page breaks are displayed differently between Crystal Reports for Enterprise and Crystal Reports
2011 since the products use different rendering technologies.

•

Charting:
Crystal Reports for Enterprise and Crystal Reports 2011 use different underlying charting engines.
This can create slightly different looking chart output.

Character-Separated Values (CSV)
The Character-Separated Values (CSV) format is a record-based, data-exchange format. It exports the
report element contents as a set of values separated by a comma.
Like record-style formats, the CSV format also creates one line of values for each record in your report.
A record contains all of the elements in each section of your report as seen in the "Structure" mode.
That is, elements in the "Report Header" section are exported first, followed by the "Page Header"
section, the "Group Header" section, the "Body" section, the "Group Footer" section, the "Report Footer"
section, and finally, the "Page Footer" section.
Note:
•
•

The CSV format cannot be used to export reports with cross-tabs; nor can it be used to export reports
with subreports in "Page Header" or "Page Footer" sections.
Standard Mode of the "Separated Values" format respects conditional suppression but only for report
content. The data is suppressed, but a row is printed in the report with the field delimiters. For
example, if your field delimiter is a comma and your report has four columns, you will see a blank
row that contains four commas.

Adobe Reader (PDF)
Adobe Reader format is a page-based format. The exported documents are intended for printing and
redistribution. Acrobat format will export both structure and formatting in a manner that is consistent
with how the report looks on the Page tab. Acrobat format embeds the TrueType fonts that appear in
the document. (Non-TrueType fonts are not supported.) This export format does not support Microsoft
font-linking technology which is used to provide support for some extended character sets such as
Chinese HKCS. Therefore, the fonts used in the report must contain all of the required glyphs. These
URI types are supported for hyperlinks: "http:", "https:" and "mailto:".
Microsoft Word (97-2003)
The Microsoft Word (RTF) format is a page-based format, but not all of the report's structure and
formatting options are preserved in the output. Microsoft Word is a page-based, exact format that
produces an RTF (Rich Text Format) file. The exported file contains text and drawing objects to represent
report objects. Individual objects are placed in text frames. This format is intended for use in applications
such as fill-out forms where the space for entering text is reserved as empty text objects. Almost all of
the formatting is retained in this export format.

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Microsoft Word (97-2003) - Editable
The Microsoft Word - Editable format is different from the Microsoft Word format; it is a page-based
format, but not all of the layout and formatting properties are preserved in the output. This format
converts all of the report object contents to text lines. Unlike Microsoft Word format, this format does
not use text frames. Text formatting is retained, but attributes such as background color and fill pattern
may not be retained. All of the images in your report are inlined with the textual content. Therefore, the
images automatically shift to accommodate the text when the document is edited in Microsoft Word.
This format does not export line and box objects from your report. Also, the Predefined Objects: Page
Number and Page N of M do not work when exported in this format. The Microsoft Word - Editable
format has an option to insert page breaks at the end of each report page. This option may not correspond
to the page breaks created by Microsoft Word; the option is used mainly to separate your report-page
contents.
Rich Text Format (RTF)
The Rich Text Format (RTF) format is similar to the Microsoft Word (RTF) format.
Report Definition
The Report Definition format exports your report to a text file that contains a brief description of the
report's design view.
XML
XML is used primarily for data exchange. It is a record-based format that uses the Crystal XML Schema.
The XML Expert in Crystal Reports can be used to customize the XML output.
Plain Text (Page Based)
Plain Text (Page Based) Text format is a page-based format in SAP Crystal Reports for Enterprise. It's
different from the Text exporting format in Crystal Reports 2011, which is a record based exporting
format.
Tab Separated Text (Page Based)
The Tab Separated Text (Page Based) format is similar to the Plain Text (Page Based) format. It is
also a page-based exporting format, different from the Tab Separated Text exporting format in Crystal
Reports 2011, which is record-based. TTX files can be opened in Microsoft Excel.
HTML 4.0
HTML export formats are page based. The HTML 4.0 format preserves the layout and formatting of the
report by using DHTML.

10.2.3.3 Export configuration properties in SAP Crystal Reports for Enterprise
You can specify export configuration properties in Crystal Reports. Specifications include setting a
"Property Name", "Value Type", and "Value".
The following tables include available export configuration properties:

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Table 10-1: Microsoft Excel (97-2003) Data-Only
Property Name
Text

Export.XLSDATAONLY.Ex
portPageHeader
Footer

Value
Type

Value

True
String
False

255: Whole report
1: Report
Header
2: Page Header

Property Purpose and Value Description

The property determines whether or not to include
Page Headers and Page Footers in the exported
file.
• If True: The header appears once at the top of
your spreadsheet and the footer appears once
at the bottom.
• If False: The header and footer do not appear.

The property determines the Crystal Reports column width in the exported spreadsheet to be based
on specified report objects.
• Whole Report: The column width in the exported spreadsheet is based on objects found in
any section of your report.
Note:
The export spreadsheet layout is likely not to
be consistent with the layout in Crystal Reports.

3: Group Header

Export.XLSDATAON
LY.ColumnWidth
BaseArea

String

Note:
If ColumnWidthGroupNumber
is <= 0, than
ColumnWidthGroupNumber
will be set to 1.
4: Body
5: Group Footer
Note:
If ColumnWidthGroupNumber
is <= 0, than
will be set to 1.
7: Page Footer
8: Report Footer

239

•

•

•

•

•

•

•

Report Header: The column width in the exported spreadsheet is based on objects found in
the Report Header section only.
Page Header: The column width in exported
spreadsheet is based on objects found in the
Page Header section only.
Group Header: The column width in the exported spreadsheet is based on objects found in
the Group Header section only.
Body: The column width in the exported
Body section only.
Group Footer: The column width in the exported
Group Footer section only.
Page Footer: The column width in the exported
Page Footer section only.
Report Footer: The column width in the exported spreadsheet is based on objects found in
the Report Footer section only.

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Property Name
Text

Value
Type

Value


The property determines the Crystal Reports column width in the exported spreadsheet based upon
the Group Header or Group Footer.
Export.XLSDATAON
LY.ColumnWidth
GroupNumber

String

If >=1 then default = 1

Note:
This configuration property will only take effect if
the value of ColumnWidthBaseArea is 3:Group
Header or 5:Group Footer.
•

Export.XLSDATAONLY.Ex
portImagesIn
DataOnly

Export.XLSDATAONLY.MaintainRelativeObjectPosition
(Deprecated)

240

True
String
False

True
String
False

The column width in the exported spreadsheet
will be based on the objects found only in the
Group Header section or Group Footer section
of the report

The property determines whether or not to export
any images that are present in your report.
• If True: The images present in the report will
be exported to the spreadsheet.
• If False: The images present in the report will
not be exported to the spreadsheet.
The property determines whether or not to maintain
the relative position of the result objects in the exported spreadsheet.
• If True: The relative position of the result objects
are maintained in the spreadsheet.
• If False: The relative position of the result objects are not maintained in the spreadsheet.

2012-03-16


Property Name
Text

Value
Type

Value


The property determines whether or not to align
objects and corresponding totals in the same Excel
column.

Export.XLSDATAON
LY.Maintain
ColumnAlign
ment

Note:
This configuration property effects only when
"Maintain Relative Object Position" is true.
True

•

String
False

Note:
The column width of the object and total will be
10.
•

Export.XLSDATAONLY.Use
FormatInDataOn
ly

241

If True: The objects and their corresponding
totals are forced to align in the exported
spreadsheet.

True
String
False

If False: The objects and their corresponding
totals will be placed freely and it is likely that
they will be placed into different columns.

the formatting information applied on the report
objects.
• If True: The formatting information applied on
the report objects will be kept in the exported
spreadsheet.
• If False: The formatting information applied on
the report objects will not be kept in the exported spreadsheet.

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Property Name
Text

Value
Type

Value


The property determines whether or not to wrap
the text in the exported spreadsheet.

Export.XLSDATAON
LY.WrapTextIn
DataOnly

True
String
False

Note:
This configuration property will only effect under
the following conditions:
1. String Field Object: The configuration property
will effect when "export element formatting" is
true.
2. Text Object: The configuration property will effect when "export element formatting" is true
and "maintain relative object position" is true.
Otherwise, the default behavior will always wrap
the text.
•
•

Export.XLSDATAONLY.Sim
plifyPageHeader

242

True
String
False

If True: The text will be wrapped in the exported
spreadsheet.
If False: The text will not be wrapped in the exported spreadsheet.

The property determines whether or not to simplify
the report Page Header in the exported spreadsheet.
• If True: The Page Header in the exported
spreadsheet will be simplified.
• If False: The Page Header in the exported
spreadsheet will not be simplified.

2012-03-16


Table 10-2: Microsoft Excel (97-2003)
Property Name
Text

Ex
port.XLS.PageArea
ExportType

243

Value
Type

Value

1: None
String

2: Once per report
3: On each page

Property Purpose and Description

the Page Header and Page Footer sections of your
report.
• If None: The report page header and footer do
not appear.
• If Once per report: The report page header appears once at the top of your spreadsheet and
the footer appears once at the bottom.
• If On each page: The report page header and
footer appear repeatedly throughout the
spreadsheet in relation to the pagination of the
data in your report.

2012-03-16


Property Name
Text

Value
Type

Value

255: Whole report
1: Report Header


The property determines the report column width
in the exported spreadsheet to be based on specified report objects.
• Whole Report: The column width in the exported spreadsheet is based on objects found in
any section of your report.

2: Page Header

Note:

3: Group Header

Ex
port.XLS.Colum
nWidth
BaseArea

String

Note:
If ColumnWidthGroupNumber is
<= 0, than ColumnWidthGroupNumber will be set to 1.
4: Body

•

•

•

5: Group Footer
Note:

•

7: Page Footer

•

•

8: Report Footer
•

244

Body section only.
Group Header section only.

2012-03-16


Property Name
Text

Value
Type

Value


Ex
port.XLS.Colum
nWidthGroup
Number

String

If >=1 then default
=1

Note:
•

Export.XLS.Ex
celExporterAl
waysWrapMulti
ParagraphTex
tObjects

True
String
False

of the report

The property determines whether or not wrap the
text in exported spreadsheet.
• If True: The text will be wrapped in the exported
spreadsheet.
• If False: The text will not be wrapped in the exported spreadsheet.

Table 10-3: Microsoft Excel Workbook Data-Only
Property Name
Text

Export.XLSXDATAONLY.Ex
portPageHeader
Footer

245

Value
Type

Value

True
String
False


The property determines whether or not to include
Page Headers and Page Footers in the exported
file.
• If True: The header appears once at the top of
your spreadsheet and the footer appears once
at the bottom.

2012-03-16


Property Name
Text

Value
Type

Value

255: Whole report
1: Report Header


The property determines the Crystal Reports column width in the exported spreadsheet to be based
on specified report objects.
• Whole Report: The column width in the exported
spreadsheet is based on objects found in any

2: Page Header

Note:

3: Group Header

Export.XLSXDATAON
LY.ColumnWidth
BaseArea

String

Note:
4: Body

•

•

•

5: Group Footer
Note:

•

7: Page Footer

•

•

8: Report Footer
•

246

Body section only.

2012-03-16


Property Name
Text

Value
Type

Value


Export.XLSXDATAON
LY.ColumnWidth
GroupNumber

String

If >=1 then default
=1

Note:
•

Export.XLSXDATAONLY.Ex
portImagesIn
DataOnly

Export.XLSXDATAON
LY.MaintainRela
tiveObjectPosi
tion
(Deprecated)

247

True
String
False

True
String
False

of the report.

any images that are present in your report.
• If True: The images present in the report will be
exported to the spreadsheet.
• If False: The images present in the report will
not be exported to the spreadsheet.
the relative position of the result objects in the exported spreadsheet.
• If True: The relative position of the result objects
are maintained in the spreadsheet.
• If False: The relative position of the result objects are not maintained in the spreadsheet.

2012-03-16


Property Name
Text

Value
Type

Value


objects and corresponding totals in the same Excel
column.

Export.XLSXDATAON
LY.Maintain
ColumnAlign
ment

Note:
True

•

String
False

Note:
The column width of the object and total will be
10.
•

Export.XLSXDATAONLY.Use
FormatInDataOn
ly

248

spreadsheet.

True
String
False


the formatting information applied on the report
objects.
• If True: The formatting information applied on
the report objects will be kept in the exported
spreadsheet.
• If False: The formatting information applied on
the report objects will not be kept in the exported spreadsheet.

2012-03-16


Property Name
Text

Value
Type

Value



Export.XLSXDATAON
LY.WrapTextIn
DataOnly

True
String
False

Note:
1. String Field Object: The configuration property
will effect when "export element formatting" is
true.
2. Text Object: The configuration property will effect when "export element formatting" is true
and "maintain relative object position" is true.
the text.
•
•

Export.XLSXDATAONLY.Sim
plifyPageHeader

True
String
False

If True: The text will be wrapped in the exported
spreadsheet.
If False: The text will not be wrapped in the exported spreadsheet.

The property determines whether or not to simplify
the report Page Header in the exported spreadsheet.

Table 10-4: Microsoft Word (97-2003) - Editable
Property Name
Text

Export.RTFED
ITABLE.Elimi
nate
BlankLinesToFit
Pagee

249

Value
Type

Value

True
String
False


The property determines whether or not to eliminate blank lines when the “insert page break” option is selected.
• If True: The blank lines will be eliminated in the
exported document.
• If False: The blank lines will not be eliminated
in the exported document.

2012-03-16


Property Name
Text

Export.RTFED
ITABLE.Page
HeightErrorFac
tor

Value
Type

String

Value


A number between
300 and 1440.

The number is used to calculate how many blank
lines need to be eliminated. This configuration
property effect only when "Eliminate Blank Lines
to fit Page" is true.
• Type a number to determine the number of
lines in one page. The default setting is 300.

Table 10-5: Microsoft Word (97-2003) - Rich Text Format (RTF)
Property Name
Text

Ex
port.RTF.Use
LeftRightInden
tExactMode

Value
Type

Value

True
String
False


The property determines whether or not to ignore
the left or right indent in RTF non-editable mode.
• If True: The export result will respect the indent.
• If False: The export result will ignore the indent.

Table 10-6: Separated Values (CSV)
Property Name
Text

Export.CSV.In
cludeUTF8BOM

250

Value
Type

Value

True
String
False


The property determines whether or not to have
the BOM characters (0xEFBBBF) in your exported
CSV file. The characters are invisible in normal
text view, but appear in hexadecimal view. This
option is for the standard CSV exporting.
• If True: The export result will include the UTF8
BOM.
• If False: The export result will not include the
UTF8 BOM.

2012-03-16


Table 10-7: PDF
Property Name

Value
Type

Value


the flash with data binding.

Export.PDF.En
ableFlash
DataBindingFor
PDF

Note:
Only in Acrobat Reader 9.0 can you see the result
of the exported flash with data binding.
0: Disable
String

•

1: Enable
•

If 0: In the export result, the flash object will
not be exported with data binding as a backup
image.
be exported with data binding. It can be successfully shown in Acrobat Reader 9.0, and
in Acrobat earlier versions, the flash object
will be shown as a backup image.

The property determines whether or not to invoke
custom encoding in the exported result.

Export.PDF.Use
CustomEncoding

0: Disable
String
Others: Enable

Note:
Custom encoding is required in order to have the
exported PDF open correctly in BlackBerry.
•
•

If 0: The export result will not have custom
encoding.
If 1: The export result will have custom encoding.

10.2.3.3.1 To set configuration properties in SAP Crystal Reports for Enterprise
1. Click Edit > Preferences.
The "Preferences" dialog box appears.
2. Click "General Settings".
3. Click "Add New".
The "Add New General Setting" dialog box appears.
4. Type the "Property Name".
Note:
Property values for each export option are found in Export configuration properties in SAP Crystal
Reports for Enterprise.
5. Select a "Value Type" from the list.

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6. Type a "Value".
7. Click "OK".
8. Click "OK".
Configuration properties are set.

10.2.3.4 Export configuration properties in SAP BusinessObjects Business
You can specify export configuration properties in SAP BusinessObjects Business Intelligence platform.
Specifications include setting a "Property Name", "Value Type", and "Value".
The following tables include available export configuration properties:

Table 10-8: Separated Values (CSV)
Category

Property

Value

True
CSV

IncludeUTF8BOM
False

252


The property determines whether or not to have
the BOM characters (0xEFBBBF) in your exported
CSV file. The characters are invisible in normal
text view, but appear in hexadecimal view. This
option is for the standard CSV exporting.
• If True: The export result will include the UTF8
BOM.
• If False: The export result will not include the
UTF8 BOM.

2012-03-16


Table 10-9: PDF
Category

Property

Value


the flash with data binding.
Note:
Only in Acrobat Reader 9.0 can you see the result
of the exported flash with data binding.
PDF

EnableFlash
DataBindingFor
PDF

0

•

1
•

0: Disable
Others: Enable
PDF

UseCustomEncod
ing

Note:
Enabled is the
default setting
without configuration properties.

not be exported with data binding as a backup
image.
If 1: In the export result, the flash object will be
exported with data binding. It can be successfully shown in Acrobat Reader 9.0, and in Acrobat earlier versions, the flash object will be
shown as a backup image.

The property determines whether or not to invoke
custom encoding in the exported result.
Note:
Custom encoding is required in order to have the
exported PDF open correctly in BlackBerry.
•
•

If 0: The export result will not have custom
encoding.
If 1: The export result will have custom encoding.

Table 10-10: Microsoft Word (97-2003) - Rich Text Format (RTF)
Category

Value

UseLeftRightIn
dentExactMode

True

RTF

253

Property

False


The property determines whether or not to ignore
the left or right indent in RTF non-editable mode.
• If True: The export result will respect the indent.
• If False: The export result will ignore the indent.

2012-03-16


Table 10-11: Microsoft Word (97-2003) - Editable
Category

RTF Editable

RTF Editable

Property

Eliminate
BlankLinesToFit
Page

PageHeightError
Factor

Value


The property determines whether or not to eliminate blank lines when the “insert page break” option is selected.
• If True: The blank lines will be eliminated in the
exported document.
• If False: The blank lines will not be eliminated
in the exported document.

True
False

A number between 300 and
1440.

The number is used to calculate how many blank
lines need to be eliminated. This configuration
property effect only when "Eliminate Blank Lines
to fit Page" is true.
• Type a number to determine the number of lines
in one page. The default setting is 300.

Table 10-12: Microsoft Excel (97-2003)
Cate
gory

Property

Value

1: None
XLS

ExportPageHeaderFooter

2: Once per report
3: On each page

254


The property determines whether or
not to export the Page Header and
Page Footer sections of your report.
• If None: The report page header
and footer do not appear.
• If Once per report: The report page
header appears once at the top of
your spreadsheet and the footer
appears once at the bottom.
• If On each page: The report page
header and footer appear repeatedly throughout the spreadsheet
in relation to the pagination of the
data in your report.

2012-03-16


Cate
gory

Property

Value


The property determines the report
column width in the exported spreadsheet to be based on specified report
objects.
• Whole Report: The column width
in the exported spreadsheet is
based on objects found in any
255: Whole report

Note:
The export spreadsheet layout is
likely not to be consistent with the
layout in Crystal Reports.

1: Report Header
2: Page Header
3: Group Header

ColumnWidthBaseArea

Note:
If ColumnWidthGroupNumber is <=
0, than ColumnWidthGroupNumber will be
set to 1.

•

4: Body

XLS

•

•

5: Group Footer
Note:
If ColumnWidthGroupNumber is <=
0, than ColumnWidthGroupNumber will be
set to 1.

•

•

7: Page Footer
8: Report Footer
•

•

255

Report Header: The column width
based on objects found in the Report Header section only.
Page Header: The column width
in exported spreadsheet is based
on objects found in the Page
Header section only.
Group Header: The column width
based on objects found in the
Body: The column width in the exported spreadsheet is based on
objects found in the Body section
only.
Group Footer: The column width
based on objects found in the
Page Footer: The column width in
the exported spreadsheet is based
on objects found in the Page
Footer section only.
Report Footer: The column width
based on objects found in the Report Footer section only.

2012-03-16


Cate
gory

Property

Value


The property determines the Crystal
Reports column width in the exported
spreadsheet based upon the Group
Header or Group Footer.

XLS


If >=1 then default =
1

Note:
This configuration property will only
take effect if the value of ColumnWidthBaseArea is 3:Group Header or
5:Group Footer.
•

XLS

ExcelExporterAlwaysWrap
MultiParagraphTextObjects

True
False

The column width in the exported
spreadsheet will be based on the
objects found only in the Group
Header section or Group Footer
section of the report

The property determines whether or
not wrap the text in exported spreadsheet.
• If True: The text will be wrapped
in the exported spreadsheet.
• If False: The text will not be
wrapped in the exported spreadsheet.

Table 10-13: Microsoft Excel (97-2003) Data-Only
Category

XLSDataOnly

256

Property

ExportPageHeader
Footer

Value

True
False


The property determines whether or not to include Page Headers and Page Footers in the
exported file.
• If True: The header appears once at the top
of your spreadsheet and the footer appears
once at the bottom.

2012-03-16


Category

Property

Value


255: Whole report

The property determines the Crystal Reports
column width in the exported spreadsheet to
be based on specified report objects.
• Whole Report: The column width in the exported spreadsheet is based on objects
found in any section of your report.

1: Report Header
2: Page Header

Note:
The export spreadsheet layout is likely not
to be consistent with the layout in Crystal
Reports.

3: Group Header

XLSDataOnly

ColumnWidth
BaseArea

Note:
<= 0, than
ColumnWidthGroupNumber will
be set to 1.
4: Body

•

•

•

5: Group Footer
Note:
<= 0, than
ColumnWidthGroupNumber will
be set to 1.
7: Page Footer
8: Report Footer

257

•

•

•

•

Report Header: The column width in the
exported spreadsheet is based on objects
found in the Report Header section only.
spreadsheet is based on objects found in
the Page Header section only.
Group Header: The column width in the exported spreadsheet is based on objects
found in the Group Header section only.
the Body section only.
Group Footer: The column width in the exported spreadsheet is based on objects
Page Footer: The column width in the exported spreadsheet is based on objects found
in the Page Footer section only.
Report Footer: The column width in the exported spreadsheet is based on objects
found in the Report Footer section only.

2012-03-16


Category

Property

Value


column width in the exported spreadsheet
based upon the Group Header or Group Footer.

XLSDataOnly

ColumnWidth
GroupNumber


Note:
This configuration property will only take effect
if the value of ColumnWidthBaseArea is
3:Group Header or 5:Group Footer.
•

XLSDataOnly

XLSDataOnly

ExportImagesIn
DataOnly

MaintainRelativeObjectPosition
(Deprecated)

258

True
False

True
False

The column width in the exported spreadsheet will be based on the objects found
only in the Group Header section or Group
Footer section of the report

The property determines whether or not to export any images that are present in your report.
• If True: The images present in the report
will be exported to the spreadsheet.
• If False: The images present in the report
will not be exported to the spreadsheet.
The property determines whether or not to
maintain the relative position of the result objects in the exported spreadsheet.
• If True: The relative position of the result
objects are maintained in the spreadsheet.
• If False: The relative position of the result
objects are not maintained in the spreadsheet.

2012-03-16


Category

Property

Value


objects and corresponding totals in the same
Excel column.
Note:
XLSDataOnly

MaintainColum
nAlignment

True

•

False

spreadsheet.
Note:
The column width of the object and total will
be 10.

•

XLSDataOnly

259

UseFormatIn
DataOnly

True
False


maintain the formatting information applied on
the report objects.
• If True: The formatting information applied
on the report objects will be kept in the exported spreadsheet.
• If False: The formatting information applied
on the report objects will not be kept in the
exported spreadsheet.

2012-03-16


Category

Property

Value



XLSDataOnly

WrapTextIn
DataOnly

True
False

Note:
1. String Field Object: The configuration property will effect when "export element formatting" is true.
2. Text Object: The configuration property will
effect when "export element formatting" is
true and "maintain relative object position"
is true.
the text.
•
•

XLSDataOnly

SimplifyPageHead
er

True
False

If True: The text will be wrapped in the exported spreadsheet.
If False: The text will not be wrapped in the

simplify the report Page Header in the exported
spreadsheet.

Table 10-14: Microsoft Excel Workbook Data-Only
Cate
gory

XLSX

260

Property

ExportPageHeader
Footer

Value

True
False


The property determines whether or not to include Page Headers and Page Footers in the
exported file.
• If True: The header appears once at the top
of your spreadsheet and the footer appears
once at the bottom.

2012-03-16


Cate
gory

Property

Value


255: Whole report

column width in the exported spreadsheet to
be based on specified report objects.
• Whole Report: The column width in the exported spreadsheet is based on objects
found in any section of your report.

1: Report Header
2: Page Header

Note:
The export spreadsheet layout is likely not
to be consistent with the layout in Crystal
Reports.

3: Group Header

XLSX

ColumnWidth
BaseArea

Note:
<= 0, than
will be set to 1.
4: Body

•

•

•

5: Group Footer
Note:
<= 0, than
will be set to 1.

•

•

•

7: Page Footer
8: Report Footer

261

•

Report Header: The column width in the
found in the Report Header section only.
the Page Header section only.
Group Header: The column width in the
the Body section only.
Group Footer: The column width in the exported spreadsheet is based on objects
Page Footer: The column width in the exported spreadsheet is based on objects
found in the Page Footer section only.
Report Footer: The column width in the exported spreadsheet is based on objects
found in the Report Footer section only.

2012-03-16


Cate
gory

Property

Value


column width in the exported spreadsheet
based upon the Group Header or Group Footer.

XLSX

ColumnWidthGroup
Number


Note:
This configuration property will only take effect
if the value of ColumnWidthBaseArea is
3:Group Header or 5:Group Footer.
•

XLSX

XLSX

ExportImagesIn
DataOnly

MaintainRelativeObjectPosition
(Deprecated)

262

True
False

True
False

The column width in the exported spreadsheet will be based on the objects found
only in the Group Header section or Group
Footer section of the report.

The property determines whether or not to export any images that are present in your report.
• If True: The images present in the report
will be exported to the spreadsheet.
• If False: The images present in the report
will not be exported to the spreadsheet.
maintain the relative position of the result objects in the exported spreadsheet.
• If True: The relative position of the result
objects are maintained in the spreadsheet.
• If False: The relative position of the result
objects are not maintained in the spreadsheet.

2012-03-16


Cate
gory

Property

Value


objects and corresponding totals in the same
Excel column.
Note:

XLSX

MaintainColumnAlign
ment

True

•

False

spreadsheet.
Note:
The column width of the object and total will
be 10.

•

True
XLSX

UseFormatInDataOnly
False

263

If False: The objects and their corresponding totals will be placed freely and it is likely
that they will be placed into different
columns.

maintain the formatting information applied on
the report objects.
• If True: The formatting information applied
on the report objects will be kept in the exported spreadsheet.
• If False: The formatting information applied
on the report objects will not be kept in the

2012-03-16


Cate
gory

Property

Value



True
XLSX

WrapTextInDataOnly
False

Note:
1. String Field Object: The configuration
property will effect when "export element
formatting" is true.
2. Text Object: The configuration property will
effect when "export element formatting" is
true and "maintain relative object position"
is true.
Otherwise, the default behavior will always
wrap the text.
•
•

True
XLSX

SimplifyPageHeader
False

If True: The text will be wrapped in the exported spreadsheet.
If False: The text will not be wrapped in the

simplify the report Page Header in the exported
spreadsheet.

10.2.3.4.1 To set configuration properties in SAP BusinessObjects Business Intelligence platform
1. Start the SAP BusinessObjects Business Intelligence platform Central Management Console.
2. Log on to the "Central Management Console".
3. From the "Manage" tab, click Application.
4. Click Crystal Reports Configuration.
The "Properties: Crystal Reports Configuration" dialog box opens.
5. Click Add New.
6. Select a "Category" from the list.
7. Type the "Property".
8. Type the "Value".

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9. Click Save & Close.
The configuration properties are set. To make the configuration property change take effect in the BI
platform server, restart the server.

10.2.3.5 Exporting to Separated Values (CSV)
The Separated Values (CSV) format is a record-based, data-exchange format. It exports the report
element contents as a set of values separated by separator and delimiter characters that you specify.
(When a comma (,) is used to separate elements, the format is known as Comma Separated Values
(CSV); this export format is popular among Microsoft Excel users.)
Like record-style formats, the Separated Values format also creates one line of values for each record
in your report. A record contains all of the elements in each section of your report as seen in the Design
view. That is, elements in the "Report Header" section are exported first, followed by the "Page Header"
section, the "Group Header" section, the "Body" section, the "Group Footer" section, the "Report Footer"
section, and finally, the "Page Footer" section.
The Separated Values format cannot be used to export reports with cross-tabs, nor can it be used to
export reports with subreports in "Page Header" or "Page Footer" sections.
Note:
Standard Mode of the "Separated Values" format respects conditional suppression but only for report
content. The data is suppressed, but a row is printed in the report with the field delimiters. For example,
if your field delimiter is a comma and your report has four columns, you will see a blank row that contains
four commas.

10.2.3.6 Exporting to HTML
By exporting reports in HTML format, Crystal Reports provides you with a new option for rapid, convenient
distribution of important company data. Once exported, your reports become accessible with many of
the most popular Web browsers, including Mozilla Firefox and Microsoft Internet Explorer.
HTML export formats are page based. The HTML 4.0 format preserves the structure and formatting of
the report by using DHTML. All of the images in your report are saved externally and a hyperlink is
inserted in the exported HTML output. Therefore, this export format generates more than one file in the
output.

10.2.3.6.1 To export to HTML
1. Click File > Export and select HTML 4.0 from the list.

265

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Tip:
Another way to do this is to click the Export button on the Standard toolbar.
The Export Options dialog box appears.
2. Select a Base Directory from the "Base Directory" text box.
3. Click OK.
The "Export Destination" dialog box opens.
4. In the "Export Destination" dialog box, do one of the following:
• Click To File and enter the report title to save the exported report in the "Export Report" dialog
box.
• Click To Application to open the report in the selected application without saving it.
When exported to HTML format, a report is saved as a single HTML file. If you prefer, select the
"Separate HTML pages" check box to have the entire report divided into separate pages. The initial
HTML page will be saved as <report name>.html. This is the file you open if you want to view
your report through your Web browser.
Note:
When you are exporting to a single file (that is, you have cleared the "Separate HTML Pages" check
box) all blank space in headers and footers, as well as top and bottom page margins, is included.
If you don't want to see blank spaces in your HTML file, suppress empty header and footer sections
and set the top and bottom page margins to zero in the Page Setup dialog box.

10.2.4 Printing a report
Crystal Reports lets you print a single section of a report or print the full report. The printed report will
contain the same information and structure as shown in the "Page" mode.

10.2.4.1 To print a report
1. Click File > Print.
Note:
You can also click the print icon on the icon tray in the upper left corner, or press CTRL+P.
The "Print" dialog box appears.
2. Choose the appropriate settings, and then click Print.
Your report prints.

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10.2.4.2 To print a section of a report
1. Click File > Print.
Note:
You can also click the print icon on the icon tray in the upper left corner, or press CTRL+P.
The "Print Options" dialog box appears.
2. In the "Print Options" dialog box, use the Print Range section to specify the section of the report
you want to print.
3. Click Print.
The selected section of your report prints.

10.3 Viewing reports
This section provides you with information on opening and viewing reports in Crystal Reports.

10.3.1 Opening reports
This section provides you with information about opening reports in Crystal Reports. You can open a
report from your local computer or from the BI platform.

10.3.1.1 To open a report from your local computer
1. The process for opening a report from your local computer is different if you are logged in to SAP
BusinessObjects Business Intelligence platform.
• If you are not logged in to the BI platform, click File > Open.
• If you are logged in to the BI platform, click File > Open a Local File.
2. In the "Open" dialog box, browse for the report you want to open.
3. Select the file that you want to open and click Open.

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Crystal Reports displays your report. To open additional reports, repeat steps 1 to 3. You can navigate
between the reports using the Windows taskbar at the bottom of your screen.
Note:
You can also open a report by dragging a report (.rpt file) from Windows Explorer into Crystal Reports,
or by double-clicking a report on your local drive.

10.3.1.2 To open a report from SAP BusinessObjects Business Intelligence
platform
Enterprise, enter your server information, and click OK.
A progress indicator appears as the program logs you on to SAP BusinessObjects Enterprise.
2. Click File > Open.
3. In the "Open Report from [Server Name]" dialog box, navigate to the report you want to open.
Note:
In these steps, [Server Name] represents the name of your BI platform server.
4. When you have selected a report, click Open.
A progress indicator appears while the report is opening.

10.3.1.3 Recent Documents
If you want to open a report that you have recently opened in Crystal Reports, there are two ways to
do so.
•
•

268

On the File menu, your recently opened reports are listed at the bottom of the menu. Click a report
to open it.
On the Start Page, your recently opened reports are listed under the "Recent Documents" heading.
Click a report to open it.

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Parameters and Prompts


This section explains what parameters are and how they can be applied to create a single report that
can change according to the needs of the viewers of the report.

11.1 Parameter and prompt overview
Parameters
Parameters generate prompts that require the user of a report to enter information before Crystal Reports
can generate reports. Think of a parameter as a question that the user needs to answer before the
report is generated. The information users enter, or the way they respond, determines what appears
in the report. For example, in a report used by salespeople, there might be a parameter that asks the
user to choose a country. The report would return the results for the specific country, instead of returning
the results for all countries.
By using parameters in formulas, selection formulas, and in the report itself, you can create a single
report that can change according to the needs of the viewers of the report. Parameters can also be
used in subreports.
Note:
Parameters created within Crystal Reports can only be used in filters which filter data after it is retrieved
from the database. Parameters do not affect the database query itself. Parameters allow users to guide
their analysis without running a new database query. To edit the database query, use the Query Panel.
List of Values
List of values (LOVs) provide the suggested values for prompts in the prompting dialog box:
•

LOVs can be either static (the values are contained in the report), or dynamic (the values are supplied
by the data source).

•

LOVs are used for both single-level dynamic prompts, and multi-level cascading prompts.
For example, a list of countries could have a dynamic LOV, which provides a list of countries, while
a Cascading Parameter Group could contain three parameters with three different dynamic LOVs,
which provide lists of countries, regions, and cities.

Parameter Groups
Parameter groups are used to show parameters which have a dependency relationship, such as
Cascading parameters.

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Cascading parameter groups allow you to arrange two or more parameters into groups. They allow the
final value for a parameter to be determined through a sequence of choices. For example, users might
first be prompted to pick a country before the choices for region appear. The users might then need to
pick a region before the choices for city appear, and so on. The LOVs for each parameter in the group
can contain values which can be used to filter the LOVs for subsequent parameters in the group.
Inherited Parameters
Parameters can be created in the Universe or the Query Panel, then used in a query or by an object.
These parameters can be inherited into Crystal Reports, where they appear in the "Data Explorer".
Inherited parameters can be dropped into a report or included in a formula, but they cannot be edited
in Crystal Reports. Parameters can only be edited where they were created, so inherited parameters
are edited in the universe or the query panel.
Prompts
A Parameter defines an answer which is needed in order to generate a report. A Prompt is the user
interface which allows users to provide the answer.
Related Topics
• Data Source Connections

11.1.1 Parameter considerations
There are a number of things to keep in mind when working with parameters:
•

Parameters support the following data types:
•

Boolean: Requires a true/false answer.
Example: Include planned budget numbers in the summary?

•

Currency: Requires a dollar amount.
Example: Display customers with sales over XXXXX.

•

Date: Requires an answer in a date format.
Example: Enter the start and end dates of the quarter.

•

DateTime: Requires both date and time.
Example: Enter the expiry date and time.

•

Number: Requires a numeric value.
Example: Enter the customer identification number.

•

String: Requires a text answer.
Example: Enter the region.

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•

Time: Requires an answer using a time format.
Example: Display opening and closing times.

•

You can create a list of values from which users can choose the parameter value rather than having
them enter it manually.

•

A parameter does not have to be placed in a report in order to be used in a formula. Parameters
can be used in a Formula in the same way as any other object and can be created inside the Formula
Workshop, when needed.

•

Parameters can make use of static or dynamic lists of values. These provide a list of choices when
prompting. In addition, parameters can be arranged in groups to form a cascade of filtered choices,
which is called a cascading parameter group. For a description of each option, see these topics:
•

Creating a parameter with a static list of values.

•

Creating a parameter with a dynamic list of values.

•

Creating a cascading parameter group.

11.1.2 List of values types
There are three different types of list of values (LOV) objects:
Type

Description

When to Use

Static LOVs

Provides a simple list based on the •
values you add or import in the report.

Using data that does not change.

Dynamic LOVs
based on report
data

Provides a dynamic list from the
Data Source

Filtering data after it has been retrieved
from the database.
Filtering report data Interactively without
accessing the database.
Creating an LOV where it doesn't already
exist in the data source, such as in a Universe or a BEx Query.

•
•
•

Universe LOVs

Provides a list that is created and
maintained in the Universe.

•

Creating reusable lists of values that are
managed by the Universe administrator.

11.1.3 Optional parameters

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Crystal Reports supports optional parameters.
An optional parameters is a parameter that does not require a value.
Report designers should provide some guidance to the end user that a parameter is optional by adding
this information to the prompt text.
Handling a parameter with no value
When the report engine evaluates any formula which references an optional parameter that does not
have a value, it generates a runtime error. All formulas that reference an optional parameter should
first use the HasValue() function to check if that parameter has a value before evaluating it.

11.1.4 Prompt types
The user has two prompt options when creating a parameter:
Prompt to User will create a prompt for the user to supply the value for the parameter.
Hidden Prompt is a parameter that has its value supplied by an initial value or initial value formula.
The value is not supplied by the user.

11.2 Creating a parameter
Use the following steps to create a parameter.

11.2.1 To create a parameter
1. In the "Data Explorer" view, right-click within the "Parameters" area, and then select New > New
Parameter.
The "Create Parameter" dialog box appears.
2. Enter a name for the parameter (up to 255 alphanumeric characters).
In the dialog box, you can change the name and type of the parameter along with other properties.
3. Select the appropriate Data Type from the list.
You can choose types such as String, Number, or Date, among others.
4. In the Prompt Text box, enter the desired prompting text (up to 255 alphanumeric characters).

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For example, you might enter text such as "Select a Country".
This text will appear in the prompting dialog box when you preview the report, or when you refresh
the data on the Page area.
5.

To create a list of values, click the ellipsis button.
The "Edit List of Values" dialog box appears.

6. Enter the values that you want to see when you are prompted.
For example, you might add a list of countries for a String type, or a list of values for a Number type.
7. When you are finished entering values, click OK.
You return to the "Create Parameter" dialog.
8. Click OK again.
9. Drag and drop the parameter into your report.

11.3 Working with interactive filters
Interactive filters allow you to limit the records that are returned in your report based on the selected
result object, operator, and parameter.

11.3.1 To create an interactive filter
1. Click Data > Interactive Filter.
The "Interactive Filter" dialog box appears.
2. Click Add Filter.
3. From the first list, select the result object to filter.
Tip:
You can use the field at the top of the list to search for a result object.
4. From the second list, select the operator.
Note:
The available operators depend on the selected result object type.
5. From the last list, select New Parameter.
Note:
You can select existing parameters if they have already been created.

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6. Enter a name for the parameter (up to 255 alphanumeric characters).
8. In the Prompt Text box, enter the desired prompting text.
9.

To create a list of values, click the “Edit List of Values” button.

10. Enter the values that you want to see when you are prompted.
11. When you are finished entering values, click OK.
You return to the "Create Parameter" dialog.
12. Click OK.
You return to the "Interactive Filter" dialog.
13. Click OK.
The "Record Filter has been changed" dialog box appears.
14. Choose Saved Data or Refresh Data.
The report now displays only the filtered data.
Related Topics
• Parameter considerations

11.3.2 To add additional interactive filters
The new filter is connected to the previous filters by an And operator.
3. Double-click the operator button to switch between the And and Or operators.
4. Drag and drop filters within this area to nest filters.

11.3.3 To delete an interactive filter
Filters are deleted one at a time.

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2. Select the filter that you want to delete.
3. Click Delete.

11.4 Working with lists of values
You can prompt your users with a list of values that they use to make their selection.

11.4.1 Creating a parameter with a static list of values
A static list of values (LOV) always contains the same values. For example, if your parameter prompts
for a country value, you could create a static LOV because the country list represents a set of values
that does not change often.
Use the following steps to create a parameter with a static LOV that lets users see a list of customers
that they can select a specific country from.

11.4.1.1 To create a parameter with a static list of values
This example requires a report that uses a Country object.
1. Open your report and enter Page mode.
2. On the "Data Explorer" panel, right-click within Parameters and select New Parameter.
3. Enter a name for the parameter in the Name object (up to 255 alphanumeric characters).
This example uses Country.
This example uses String.
5.


6. Click New and manually enter the countries that you would like the user to choose from.
Note:
To work with existing static lists, click Import From File or Import From Data Source and choose
the data.

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7. Click OK to close the dialog box.
8. In the Prompt Text object, enter the desired prompting text (up to 255 alphanumeric characters)
for this parameter.
This is the text that appears in the prompting dialog and interactive panel. The default value is Enter
(ParameterName).
9. Click OK.
10. Drag the Country parameter into your report.
The "Change Current Data Set" dialog box appears.
11. Enter a value and click OK.

11.4.2 Creating a parameter with a dynamic list of values
A dynamic list of values (LOV) is retrieved from the data source. For example, if you are prompting for
customer name, you could create a dynamic LOV because the names in your customer database
probably change frequently.
Use the following steps to create a parameter that prompts with a dynamic LOV.

11.4.2.1 To create a parameter with a dynamic list of values
This example requires a report that uses a Customer Name object. You must have a data source
connection to create a dynamic list of values (LOV).
1. Open your report.
2. On the "Data Explorer" panel, right-click within Parameters and select New Parameter.
3. Enter a name for the parameter in the Name object (up to 255 alphanumeric characters).
This example uses Customer Name.
4.


5. In the Type of List area, select Dynamic.
6. In the Value combo box, select Customer Name from the list.
You can sort the LOV in Ascending or Descending order.
7. Click OK.

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8. In the Prompt Text object, enter the desired prompting text (up to 255 alphanumeric characters).
This is the text that appears in the prompting dialog and interactive panel. The default is “Enter
(ParameterName)”.
9. Click OK.
10. Drag the Customer Name parameter into your report.

11.4.3 Creating a cascading parameter group
You can use a cascading parameter group to arrange your parameters into groups, which provides a
cascade of filtered choices. For example, if you are prompting for a city value, but you also need to
know which country and region that city comes from, you could create a cascading parameter group.
In this case, you first prompt for a country, and when that value has been selected, the program prompts
for a region by showing only the regions that apply to the selected country. Finally, when a region value
has been selected, the program prompts for a city by showing only the cities that apply to the selected
region. In this way, you can provide your user with a manageable list of cities and be sure that your
user picks the correct city (for instance, Vancouver, Washington, USA rather than Vancouver, British
Columbia, Canada).
Use the following steps to create a cascading parameter group.

11.4.3.1 To create a cascading parameter group
This example requires a report that uses Country, Region, and City objects.
1. Open your report.
2. On the "Data Explorer" panel, right-click within Parameters and select New > New Cascading
Parameter Group.
The "Create A Parameter Group" dialog box appears.
3. Enter a name for the parameter group in the Name object (up to 255 alphanumeric characters).
This example uses “Supplier City”.
4. Enter prompting text for your prompt group in the Prompt Text object.
This example uses “Choose the City that your supplier is located in.”
5. Click the first blank object in the Value column.
The program automatically expands the Value list. You use this area to define the objects that make
up your cascading list of values. This example uses a cascade of Country, Region, and City.
6. From the Value column, select Country.

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7. Click the blank object below Country and select Region.
8. Click the blank object below Region and select City.
New parameters are automatically generated for each value.
9. Click OK.
10. Drag the City parameter into your report.

11.4.4 Using separate value and description objects
It is common in relational databases to make use of code objects that represent values. These codes
are often numeric or text strings that cannot be read by your users. For such cases, you can create
separate value and description objects in your list of values definition. You set the value object to the
parameter; the description object appears in the prompting dialog box. How the description object
appears in the prompting dialog box is controlled by the prompt option "Prompt with Description Only".
When set to True, only the descriptions are visible; when set to False, both the values and descriptions
are visible.

11.4.4.1 To set separate value and description objects
1. Create a report with a Customer ID and a Customer Name result object.
2.
In the Data Explorer, select Parameters and then select New > New Parameter.
3. Enter a name for the parameter in the Name object.
This example uses Customer Name.
4.


5. In the Type of List area, select Dynamic.
6. In the Value combo box, select Customer ID.
7. In the Description combo box, select Customer Name.
8. Click OK.
9. Set Prompt with Description Only to True.
10. Click OK.
When your users see this prompt in the prompting dialog box, they do not see values from the Customer
ID object (the object on which the parameter is based), but rather, they see a list of customer names.

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11.5 To delete a parameter
Use the following steps to delete a parameter:
1. In the "Data Explorer" view, expand Parameters, and then right-click the parameter you want to
delete.
2. Choose Delete.
If the parameter is used with an interactive filter or a formula, make the appropriate changes to eliminate
any errors that occur.

11.6 Advanced parameter features
There are a variety of ways that parameters can be used within a report. This section covers some of
the advanced methods of using parameters.

11.6.1 To create a parameter that allows multiple values
1. In the "Data Explorer" view, right-click Parameters, and then select New > New Parameter.
2. In the "Create Parameter" dialog box, enter a name for the parameter.
3. Select the appropriate Data Type from the list, and enter prompting text.
4. Set Allow Multiple Values to True.
Now, when prompting, you can specify multiple values to be entered for the parameter.

11.6.2 To enable Select Values Only From List
3. Select the appropriate Data Type from the list, and enter prompting text.
4.

Note:
For more information on creating an list of values (LOV), see these topics:

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•
•

To create a parameter with a static list of values
To create a parameter with a dynamic list of values

5. Check Select Values Only From List.
Note:
This property is automatically disabled unless you have specified an LOV. When you specify an
LOV, you can choose to only allow values from the list by checking the box.

11.6.3 Creating a parameter that allows a discrete value or a range of values
You can create parameters that require users to enter a discrete value, or a range of values. If you then
include these parameters in your report's Interactive Parameters, you can help users find specific
information. For example, in the case of an interactive parameter that uses a discrete value, a user
might enter a single country name to see sales figures for only that country. In the case of an Interactive
Parameter that uses a range of values, a user might enter a range of dates (for example, between
January 1 and January 31, 2010) to see sales figures in this range.

11.6.3.1 To specify discrete or range values
2. Enter a name for the parameter.
3. In the "Create Parameter" dialog box, select the appropriate Data Type from the list, and enter
prompting text.
4. For the type of value range, choose Discrete or Range.
•

If you select Discrete, the parameter will accept discrete values (rather than ranges of values).

•

If you select Range, when you are prompted for parameter values, you can enter a start value
and an end value. For example, if you enter the values "5" and "10", the range is 5-10, and a
report that uses this parameter for filtering will display all records with values between 5 and 10.
This also works for string parameters. With a start value of "A" and an end value of "E", a report
that uses this parameter for filtering will display all records within an alphabetical range of A-E.

Note:
If the Allow Multiple Values and the Discrete options are selected, the parameter will accept
multiple discrete values. In this case, you can enter more than one value, but these values will be
evaluated individually and will not be interpreted as a range. If the Allow Multiple Values and Range
options are selected, the parameter will accept multiple ranges.

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11.6.3.2 To specify maximum or minimum values
2. Enter a name for the parameter.
3. In the "Create Parameter" dialog box, select the appropriate Data Type from the list, and enter
prompting text.
4. Enter values to designate the length of the object.
Note:
Leave these values blank to indicate no restrictions.
•
•
•
•

For a String data type, options for entering the Minimum Length and Maximum Length appear.
The allowed length of string of the parameter value will be limited to these values.
For a Number data type, options for entering the Min Value and Max Value appear. The allowed
parameter value will be limited to this range.
For a Date, Time, or Date Time data type, options for entering the Start and End appear. The
allowed parameter value will be limited to this range.
For a Boolean data type, no options are available.

11.6.4 To create a parameter with a hidden prompt
1. In the "Data Explorer" view, right-click within the "Parameters" area, and then select New > New
Parameter.
4. Select Hidden Prompt.
5.

Click the ellipsis button beside the Initial Values object.
The "Select Initial Values" dialog box appears.

6. Enter the initial value and click Add.
Note:
Select Allow Multiple Values to enter more than one initial value.
7.

If necessary, click Function to create an Initial Values Function.

8. Click OK to finish.

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11.6.5 Creating a list of values filter
List of values (LOV) filters allow you to limit the values that appear in your parameter LOV. You can
create a filter using a simple LOV or you can filter using another parameter in the "Formula Workshop".
For example, you can filter the Country values that appear in a prompt by Region, so only countries in
North America appear.

11.6.5.1 To create a list of values filter
Before adding a list of values (LOV) filter, you must create a new parameter with a dynamic LOV.
1. In the "Data Explorer" view, right-click the parameter you want to filter and select Edit Parameter.
The "Edit Parameter" dialog box appears.
2.

In the "List of Values" area, click the ellipsis button.
The "Edit List of Values" dialog box appears with Dynamic selected in the "Type of List" area.

3. In the Value combo box, select City from the list.
4.

Click the Filter button.
The "Edit the List of Values Filter" dialog box appears.

6. From the first list, select Country.
7. From the second list, select In List.
8. From the last list, click Choose Values.
The Edit Values dialog box appears.
9. Click New and select the countries to filter on.
For example, to create a North American filter, select Canada, United States, and Mexico.
10. Click OK.
Note:
For more advanced options, you can edit your LOV filter in the "Formula Workshop".
Related Topics
• To create a parameter with a dynamic list of values
• Working with the Formula Workshop

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11.6.6 To incorporate a parameter into a formula
1. Open the formula workshop.
2. Click New > New Formula from the toolbar to create a formula.
3. Enter a name for the formula, and then click OK.
4. Choose an existing parameter from the Objects view or create a new parameter by clicking New >
New Parameter to create a parameter.
For more information, see Creating a parameter.
5. Create a formula using the parameter as you would any constant value.
For example, rather than creating a formula that hard-codes the country name:
{customer.COUNTRY} = "USA"

Use a parameter instead of "USA".
{customer.COUNTRY} = {?Country}

Tip:
Identify parameters easily by looking for (?).
6. Close the "Formula Workshop".

11.6.7 Defining entry type and format using the Edit Mask
You can choose to enter an Edit Mask for a parameter with a string type. An Edit Mask can be any of
a set of masking characters used to restrict the values you can enter as parameter values (the Edit
Mask also limits the values you can enter as default prompting values).
You can enter any of the following masking characters, or any combination of them:
•
•

"a" (allows an alphanumeric character and does not require the entry of a character in the parameter
value).

•

"0" (allows a digit [0 to 9] and requires the entry of a character in the parameter value).

•

"9" (allows a digit or a space, and does not require the entry of a character in the parameter value).

•

"#" (allows a digit, space, or plus/minus sign, and does not require the entry of a character in the
parameter value).

•

"L" (allows a letter [A to Z], and requires the entry of a character in the parameter value).

•

283

"A" (allows an alphanumeric character and requires the entry of a character in the parameter value).

"?" (allows a letter, and does not require the entry of a character in the parameter value).

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•

"&" (allows any character or space, and requires the entry of a character in the parameter value).

•

"C" (allows any character or space, and does not require the entry of a character in the parameter
value).

•

". , : ; - /" (separator characters). Inserting separator characters into an Edit Mask is something like
hard coding the formatting for the parameter. When the object is placed on the report, the separator
character will appear in the data element frame, like this: LLLL/0000. This example depicts an edit
mask that requires four letters followed by four numbers.

•

"<" (causes subsequent characters to be converted to lowercase).

•

">" (causes subsequent characters to be converted to uppercase).

•

"" (causes the subsequent character to be displayed as a literal). For example, the Edit Mask "A"
would display a parameter value of "A". If the Edit Mask is "00A00," then a valid parameter value
would consist of two digits, the letter "A," and then two additional digits.

•

"Password". Allows you to set the Edit Mask to "Password," you can create conditional formulas
specifying that certain sections of the report become visible only when certain user passwords are
entered.

Note:
Some of the Edit Mask characters require that you enter a character in their place (when entering a
parameter value), while others allow you to leave a space, if needed. For example, if the Edit Mask is
000099, you can enter a parameter value with four digits, five digits, or six digits, since the '9' Edit Mask
character does not require the entry of a character. However, since '0' does require such an entry, you
could not enter a parameter value with less than four digits.

11.6.8 Null handling
If a parameter allows null values, there will be a separate option that allows users to choose the null
values while prompting. You can test for this functionality in the Crystal Reports formula language with
the IsNull function.
For more information, see "IsNull (fld)" in the online help.

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Formulas

Formulas

This section provides information on creating and using formulas within Crystal Reports.

12.1 Formulas overview
Usually when you create a report, the data needed already exists in the database folder objects. For
example, to prepare an order list you would place the appropriate objects on the report.
Sometimes, however, you need data that does not exist in any of the data objects. In such cases, you
need to create a formula. For example, to calculate the number of days it takes to process each order,
you need a formula that determines the number of days between the order date and the ship date.
Crystal Reports makes it easy for you to create such a formula.

12.1.1 Typical uses for formulas
There are many uses for formulas. If you have a need for specialized data manipulation, you can do it
with a formula.
Adding calculated objects to your report
To calculate a price discounted 15%:
{Orders_Detail.Unit Price}*.85

Formatting text on a report
To change all values in the CUSTOMER_NAME object to uppercase:
UpperCase ({Customer.CUSTOMER_NAME})

Pulling out portions of a text string
To extract the first letter of the customer name:

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Formulas

{Customer.CUSTOMER_NAME} [1]

Extracting parts of a date
To determine what month an order was placed:
Month ({Orders.Order Date})

Using a custom function
To convert $500 from U.S. currency to Canadian:
cdConvertUSToCanadian (500)

12.2 Formula components
Formulas contain two critical parts: the syntax and the components. The syntax is the rules that you
follow to organize the components. For more information on syntax, see Crystal syntax fundamentals.
The components are the pieces that you add to create a formula. You can use any of the following
components in your formula.
Objects
Example: {CUSTOMER.CUSTOMER LAST NAME}, {CUSTOMER.LAST_YEARS_SALES}
Numbers
Example: 1, 2, 3.1416
Text
Example: "Quantity", ":", "your text"
Operators
Example: + (add), / (divide), -x (negate)
Operators are actions you can use in your formulas.
Functions
Example: Round (x), Trim (x)
Functions perform calculations such as average, sum, and count. All functions available are listed with
their arguments and are arranged by their use.

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Formulas

Custom functions
Example: cdFirstDayofMonth, cdStatutoryHolidays
Custom functions provide a way to share and reuse formula logic. Once in the report, custom functions
can be used when creating formulas.
Control Structures
Example: "If" and "Select", "For" loops
Group object values
Example: Average (fld, condFld), Sum (fld, condFld, "condition")
Group object values summarize a group. For example, you could use group object values to find the
percentage of the grand total contributed by each group.
Other formulas
Example: {@GrossProfit}, {@QUOTA}

12.3 Specifying formulas
Crystal Reports has many types of formulas, including report and running total condition formulas.
The majority of formulas in a report are report formulas and conditional formatting formulas.
Report formulas
Report formulas are formulas that you create to stand alone in a report. For example, a formula that
calculates the days between the order date and the shipping date is a report formula.
Conditional formatting formulas
Conditional formulas define conditions upon which your formatting will be applied. For example, you
could highlight customers with unpaid accounts by setting the font to red.

12.4 Working with the Formula Workshop
You can create different kinds of formulas in the Formula Workshop. The workshop consists of:
•
•
•
•
•

287

a toolbar.
a "navigation panel" which lists the types of formulas you can create or modify.
an "objects panel" which contains components for formulas.
an area for defining the formula itself.
a "Problems" panel, where errors in the formula are displayed.

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Formulas

12.4.1 Accessing the Formula Workshop
There are many ways to access the Formula Workshop. You see it when you add new formula objects,
when you define selection formulas, when you work with custom functions, and so on.
You can open the Formula Workshop by itself before you begin adding specific kinds of formulas.

12.4.1.1 To access the Formula Workshop
•

On the Data menu, click Formulas.
Tip:
Another way to do this is to click the Formulas tab on the Data toolbar.
The Formula Workshop appears.

12.4.2 Navigation panel (Formula Workshop)
The Navigation panel contains folders for each type of formula you can create in Crystal Reports. It
also contains folders for custom functions.
If the workshop appears as the result of using a specific command, it will launch with the appropriate
folder and formula section selected.
Expand any folder in the tree to see existing formulas. New formulas can be added, and existing formulas
can be edited or deleted.

12.4.3 Objects panel (Formula Workshop)
The Objects panel contains the primary components to create a formula:

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Component

Description of contents

Data Explorer

The Data Explorer contains any formulas or
groups already created for the report.

Result Objects

All result objects accessible for your report.

Functions

Functions are prebuilt procedures that return values. Custom functions are also listed in this window.
Examples of functions include the following: average, sum, count, sin, trim, and uppercase.

Operators

Operators are the "action verbs" you use in formulas. They describe an operation or an action to
take place between two or more values.
Examples of operators include the following: add,
subtract, less than, and greater than.

Drag any component from these trees to add it to your formula text.

12.4.4 Formula text window
The Formulas window is where you create and modify formulas. It displays multiple formulas at once,
and you can move between these formulas using the Navigation Panel on the side.
At the bottom of the code window, there are options to Save and Close, Save, or Cancel. If you cancel
out of the dialog, all changes made will be reverted.

12.4.5 Formula Workshop buttons
In the Formula Workshop, individual buttons are available or unavailable based on the task you are
undertaking. The workshop buttons perform the following functions:

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Button

Changes which formulas are
currently shown in the Formulas
text window.

Sort Formulas

Sorts all formulas and functions
by type or by name.

Delete

Deletes the selected formula or
custom function.

Create a new formula, function,
or parameter.

Creates a new formula of the
type selected from the list. Also
used to create a new custom
function or parameter.

Toggle Comment (Ctrl+/)

Comments out the highlighted
selection of a formula. Commented lines are not evaluated as
part of the formula.

Undo

Undoes the last action performed.

Redo

Redoes the last action.

Browse Data

Browses the values in a report
object.

Find and Replace (Ctrl+F)

Opens the find and replace dialog box.

Help (F1)

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Description

Filter Formulas

Save and Close

Action

Opens online help for the Formula Workshop dialog box.

Save and Close

Closes the Formula Workshop
after prompting you to save
changes. If you save changes,
your formula is checked for errors.

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Button

Action

Description

Save

Save

Saves the formula or custom
function and updates the report.

Cancel

Cancel

Closes the Formula Workshop
and discards unsaved changes.

12.5 Creating and modifying formulas
You can create formulas, add them to your reports, delete them, or search the text in a formula and
replace it.

12.5.1 Creating a formula
You can create several formulas at one time to handle different criteria, and then insert them in the
report.

12.5.1.1 To create a formula
1. In the "Data Explorer" view, right-click within the Formulas box and then click New.
The Formula Workshop automatically opens with the new formula selected.
2. Right-click the formula name, select Rename and type the name you want to use to identify the
formula.
Tip:
You can also change the name in the field explorer.
3. Create the formula by typing in the components.
Tip:
•
•

291

Ctrl+Space will bring up a list of result objects, functions, and parameters.
Syntax errors are underlined in red and marked with a red "X" in the margin. Hover your mouse
over the error to view the error message.

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•

Use the Problems view to identify syntax errors in your formula.

12.5.1.2 To insert a formula into a report
1. In the "Data Explorer" view, select a formula and drag it to where you want it to appear on your
report.
Note:
A formula that is placed on a report is indicated by @ (for example, @ProcessTime).
2. From the File menu, click Save to save the changes to the report.

12.5.2 To edit formulas
1. In the "Data Explorer" view, double-click the formula you want to edit.
The formula is displayed on the Formula Workshop.
2. Edit the formula.

12.5.3 To search and replace text
1. In the "Data Explorer" view, right-click the formula you want to edit and choose Edit.
The formula is displayed in the Formula Workshop.
2. Click Find And Replace to open a Find dialog box.
From this dialog box, you can search and replace text within the Formula text box.
3. Click Replace to replace one occurrence, or click Replace All to replace all occurrences of the
search text with the contents of the 'Replace With' text box.

12.5.4 Deleting formulas
When a formula is created and added to a report, the Crystal Reports Designer does the following:

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•

Stores the specification for creating the formula, using the name you assigned to it.

•

Places a working copy of that formula at the point you specify in the report. A working copy is any
occurrence of the formula in the report.

In order to completely delete formulas, you must delete the specification and all working copies of the
formula.

12.5.4.1 To remove the working formula from your report
1. Right-click the formula you want to delete from the report.
2. Click Delete.
Note:
Even after the working copies of a formula have been deleted from the report, the formula specification
remains unchanged. The specification is listed in the "Data Explorer" view. It is available if you want to
enter the formula in the report again.

12.5.4.2 To delete the formula specification
•

In the "Data Explorer" view, right-click the formula you want to delete and click Delete.

12.6 Debugging formulas tutorial
Formulas (both formulas and conditional formatting formulas) that contain compile errors will have an
error icon. An error message will also be displayed in the "Problems" view. The "Problems" view is
automatically visible at the bottom of the Formula Workshop pane.
Use the following example to learn the necessary steps for debugging a formula. After completing this
exercise, use the same principles to debug your own formulas.

12.6.1 About this tutorial
•

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This tutorial uses the Xtreme sample database.

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•

This tutorial uses Crystal syntax.

•

The following formula is the formula you will test for errors:
If ({CUSTOMER.CUSTOMER_NAME} [1 to
ToText({customer,CUSTOMER ID}) [1]
({CUSTOMER.CUSTOMER_NAME} [1 to 2]
ToText({CUSTOMER.CUSTOMER ID}) [1]
"PREFERRED CUSTOMER"
Else
"DOES NOT FIT CRITERIA"

2
=
=
=

= "Bi" and
"6") Or
'Ro" and
"5")

If correct, this formula should pick out all customers whose names begin with "Bi" and whose customer
IDs begin with “6” as well as those companies whose names begin with "Ro" and whose customer IDs
begin with “5”. When printing the object, those selections will read “PREFERRED CUSTOMER”, while
the rest will read “DOES NOT FIT CRITERIA”.
You will now break down the formula to check and see that each condition of the formula is working
individually.

12.6.1.1 Formula1
1. To get started, create a report using the Customer folder in the Xtreme database and place the
following objects in the Body section:
{CUSTOMER.CUSTOMER_ID}
{CUSTOMER.CUSTOMER_NAME}

To test each portion of the formula, you will place a new formula next to these two objects in the
report.
2. Create a new formula called Formula1.
3. Select Formulas in the Data tab in the Crystal Reports Designer and type the following formula:
If {CUSTOMER.CUSTOMER_NAME} [1 to 2 = "Bi" Then
"TRUE"
Else
"FALSE"

There is an X in the margin. When you move the pointer over the X, you will see the following error
message:
The ] is missing.

4. Correct the formula by inserting the missing " ] " after the 2.
When the formula is correct, the X will no longer be displayed.
6. Select the Structure tab in the Crystal Reports Designer.
7. Insert the corrected formula adjacent to the two data objects in the Body section of your report.
8. Click the Page tab.

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9. Check the values in the report and compare the objects to see if the object values returned by
@Formula1 are correct.
You will find "TRUE" listed next to the customer names that begin with "Bi" and "FALSE" next to all
of the others.
Now you will check the other portions of the formula. Create Formula2, Formula3, and Formula4, using
the formulas specified for each.
Insert each formula on the same line of the Body section for easy comparison. Check each one for
errors, fix as needed, and make sure the values returned are correct before moving on to the next
formula.
Proceed to Formula2.

12.6.1.2 Formula2
2. Select the Formula tab in the Crystal Reports Designer and type the following formula:
If ToText({customer,CUSTOMER ID}) [1] = "6" Then
"TRUE"
Else
"FALSE"

message:
This object name is not known.

3. Correct the formula by replacing the comma (,) in the object name with a period (.).
4. Place the formula beside the @Formula1 object.
You should see "TRUE" next to all customer numbers that begin with 6 and "FALSE" next to all
customer numbers that do not begin with 6.

12.6.1.3 Formula3

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If {CUSTOMER.CUSTOMER_NAME} [1 to 2] = 'Ro" Then
"TRUE"
Else
"FALSE"

message:
The matching ' for this string is missing.

3. Correct the formula by changing the single quote (') before Ro to a double quote (").
4. Place the formula adjacent to the @Formula2 object.
You should see "TRUE" next to all Customer names that begin with "Ro" and "FALSE" next to all
Customer names that do not begin with "Ro".

12.6.1.4 Formula4
If ToText({CUSTOMER.CUSTOMER ID}) [1] = "5"
"TRUE"
Else
"FALSE"

message:
The keyword 'then' is missing.

3. Correct the formula by typing in the word "Then" at the end of the first line after "5".
4. Place the formula adjacent to the @Formula3 object.

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You should see "TRUE" next to all Customer IDs that begin with 5 and "FALSE" next to all Customer
IDs that do not begin with 5.
Now that the formulas are error-free and the object values returned are correct, you will create a formula
that links the separate components together. You will begin by linking the first two formulas (@Formula1
and @Formula2) and then you will add @Formula3 and @Formula4 to create the final formula
@FinalFormula.
Go on to Formula1+2.

12.6.1.5 Formula1+2
1. Create a new formula called Formula1+2.
If {CUSTOMER.CUSTOMER_NAME} [1 to 2] = "Bi" and
ToText({CUSTOMER.CUSTOMER ID}) [1] = "6" Then
"TRUE"
Else
"FALSE"

3. Place the formula to the right of the @Formula4 object.
@Formula1+2 are correct.
You should see "TRUE" next to each customer whose name begins with Bi and Id begins with 6,
and "FALSE" next to all Customer IDs that do not meet this criteria.
If this formula is working correctly, you can create one last formula adding the code from @Formula3
and @Formula4.
Go on to the FinalFormula.

12.6.1.6 FinalFormula
1. Create a new formula called FinalFormula.
If ({CUSTOMER.CUSTOMER_NAME} [1 to
({CUSTOMER.CUSTOMER_NAME} [1 to 2]
"PREFERRED CUSTOMER"

297

2] = "Bi" and
= "6") or
= "Ro" and
= "5") Then

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Else
"DOES NOT FIT CRITERIA"

3. Place the formula where you want it to appear in the Body section of the report. You can now delete
all other formulas from the report. For more information, see Deleting formulas.
4. Save the report.
@FinalFormula are correct.
You should see "PREFERRED CUSTOMER" next to the customers whose names begin with "Bi"
and IDs begin with 6, or the customers whose names begin with "Ro" and IDs begin with 5. You
should see "DOES NOT FIT CRITERIA" next to all of the Customer IDs that do not meet this criteria.
You can use this same process of condition-by-condition testing for any formulas as a means of
systematically checking them.

12.7 Error Messages and Formula Compiler Warnings
A ) is missing.
Parentheses must be used in pairs; each opening parenthesis must be matched with a closing
parenthesis. One of your opening parentheses is not matched by a closing parenthesis. Insert the
missing parenthesis and recheck.
A ] is missing.
Brackets must be used in pairs; each opening bracket must be matched with a closing bracket. One of
your opening brackets is not matched by a closing bracket. Insert the missing bracket and recheck.
A Boolean range variable is not allowed.
You have entered a Boolean range variable. Range variables are allowed in all data types other than
Boolean. Either change the data type to something other than Boolean, or enter a Boolean item variable
to replace the Boolean range variable.
A day number must be between 1 and the number of days in the month.
You have entered a day number that does not fit the month. The Formula Checker displays this warning
if, for the month of January, for example, you enter a day number of zero (0) or a number 32 or greater.
Change the day number to fit the month and recheck.
An object is required here.
You have entered something in your formula other than an object at a position where an object is
expected. Correct the problem and recheck.

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A formula cannot refer to itself, either directly or indirectly.
You cannot enter a formula that refers to itself. For example, in creating the formula @Profit, you cannot
use @Profit as the argument to a function. Remove the reference and recheck.
A function is required here.
The Formula Editor is expecting a function but none was entered. Review your formula and enter the
required function or correct the formula if it is in error.
A month number must be between 1 and 12.
You have entered a month number that falls outside the allowable range. Enter a month number between
1 and 12 and recheck.
A string can be at most 65534 characters long.
The program allows strings in formulas to be up to 65534 characters long. You have entered a string
that exceeds that limit. Reduce the length of the string and recheck.
A subscript must be between 1 and the length of the string.
You have entered a subscript number that specifies a character that does not exist. If you enter a
subscript that references the 6th or the 8th character in a five character string, for example, you will get
this warning. Change the subscript to a value that exists and recheck.
A subscript must be between 1 and the size of the array.
You have entered a subscript that specifies an array item that does not exist. If you enter a subscript
that references the 6th or 8th item in a five item array, for example, you will get this warning. Change
the subscript to a value that exists and recheck.
A subtotal condition is not allowed here.
You have entered a subtotal condition for a subtotal that uses something other than a date or Boolean
object as the sort and group by object. Your subtotal does not require a condition. Delete the condition
and continue.
A subtotal condition must be a string.
You have entered a subtotal condition that is not in string format. Make certain when you enter the
condition in the formula that it is surrounded by single or double quotation marks.
A variable cannot be redeclared with a different type.
You have declared a variable with the same name but a different data type than a variable already
declared. This is not allowed. Either change the name of the variable or change the data type so it
conforms with the original data type.
A variable is required here.
You have used the assignment operator (:=) in a formula without preceding it with a variable. The
program expects to see a variable immediately before (to the left of) the assignment operator. Enter a
variable and try again.

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A variable name is expected here.
You have declared a variable data type without declaring a variable name. You must enter a variable
name to complete the declaration. Enter the variable name and continue.
Access denied.
DOS will not allow access to a file specified. Make certain the file is not in use by another program (or
another user on a network), and/or make certain you have the right network permissions and try again.
An error occurred when calling the custom function 'sampleFunction'.
An error occurred in your report when it tried to call the custom function specified.
Cannot allocate memory.
This message typically indicates that there is not enough memory available. Close any reports that are
not needed, and exit any programs that are not essential. Then try again.
Cannot reallocate memory.
custom function, a return value must be specified by assigning a value to the function name.
You must assign a return value to the function.
Dates must be between year 1 and year 9999.
You have entered a date that falls outside the allowable range. Enter a date that falls within the range
of years 1 to 9999 (including the end values), and then recheck.
Disk full.
You have attempted to save a report to a disk that is full. Either save to a different disk, or delete
unnecessary files from the current disk and try again.
Division by zero.
You have entered a formula that attempts a division by zero. The program does not allow such a division.
Edit the formula so it does not attempt to divide by zero, and then recheck.
To avoid this type of problem, you can use a test such as this:
If {file.FORECAST} = 0 Then
0
Else
{file.SALES} / {file.FORECAST}

Error in formula code. Please contact Business Objects, Information Management Group.
There is something unusual about the formula that was not foreseen. Please save the formula text that
produced this warning and contact the company.
Error in parse tree. Please contact Business Objects, Information Management Group.
In parsing your formula, the program encountered a situation that the parse tree could not process.
Please save the formula text that produced this warning and contact the company.

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Object still in use.
The object you are requesting is currently in use. Try again once the object becomes available.
Objects cannot be used within a custom function.
You have tried to use an object within a custom function. Objects cannot be used in custom functions.
File name already in use. Please close the window for xxx before saving under this name.
You have tried to save a file under the name of a file already in use in an open report. Close that report
first, and then try again.
File not found.
The file name you specified cannot be found. Either the file name or the path is incorrect. Enter the
correct file name or path and try again. In some instances the file WBTRVDEF.DLL is missing from
your directory. This file is required for reading Data Dictionary files along with WBTRCALL.DLL.
File permission error.
You have requested a file for which you do not have permission. You must gain the necessary permission
before you can activate the file.
Incorrect Borland Custom Control DLL (BWCC.DLL) installed. Version m.n or higher required.
The program is finding and using a version of BWCC.DLL that is too old for proper program operation.
Here's how this can happen:
BWCC.DLL is installed in the CRW directory (the same directory in which CRW.EXE or CRW32.EXE
resides) during program installation.
The CRW directory is added to the end of the path statement in AUTOEXEC.BAT during installation (if
you allowed the installation program to update the path statement).
If an older version of BWCC.DLL has been installed in the Windows directory, the Windows System
directory, or a directory that appears earlier in the path than the CRW directory (the result of an earlier
installation), the program picks up that version, not the newer version in the CRW directory.
To correct this problem
The correct version of BWCC.DLL is shipped with Crystal Reports. To correct the problem, delete older
versions of BWCC.DLL that reside in directories earlier in the path than CRW.
If this does not solve the problem, move the latest version of BWCC.DLL from the CRW directory to
the Window's directory.
Internal Error: PrintDlg fail: 4100.
There is no printer driver installed in the Windows Control Panel. When Crystal Reports opens a report,
it looks for the printer that was saved with the report. If that printer cannot be found, it looks for the
default printer. If there is no default printer set, the error message results.
Insufficient memory available.
There is not enough memory available to do what you want the program to do. Free up memory and
try again.

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Invalid DOS version.
You are using a version of DOS earlier than Version 3.0. Install DOS Version 3.0 or higher and try
again.
Invalid file handle.
You have specified a file handle that does not exist. Enter the correct file handle and continue.
No default printer selected. You may use the Control Panel to select a default printer.
Please use the Control Panel to select a printer and start the program again.
You cannot begin to utilize the program unless you have a default printer selected. Trying to start the
program without a default printer results in this error message.
To select a default printer.
Click the Printers icon in the Windows Control Panel; the Printers dialog box appears with all installed
printers listed in the Installed Printers box.
If you have not yet installed the printer, install it first, and then double-click its listing.
Note:
•
•

A printer must first be given the status Active before it can be selected as the default printer.
For additional information in installing printers and default printers, please refer to the documentation
that came with Microsoft Windows.

Non unique folder reference: foldername.
This is usually caused if a folder name contains an underscore or is more than 15 characters long, or
starts with a number.
Not enough arguments have been given to this function.
The function requires more arguments than you have entered. Enter the missing argument(s) and
recheck.
Not enough memory.
There is not enough memory available to process the command. Close any reports that are not needed,
and exit any programs that are not essential. Then try again.
Numeric overflow.
An intermediate result or the final result cannot be represented because it is too big. Restructure or
subdivide the formula to create smaller results, and then recheck.
Physical database not found.
The program is unable to locate either a DLL or the database. Check to make certain that the directories
that hold these files are listed in the path statement.
Please cancel printing before closing.
Your Report Engine call is attempting to close a job while it is still in progress. Make certain that you
cancel the printing before you close the print job.

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Printer not available.
There are problems connecting to the selected printer. Reselect the printer through the Windows Control
Panel and try again.
Report file already exists. Overwrite sample.rpt?
You are attempting to save a report under the same name as an existing report. This will overwrite the
existing report and make it no longer available. Click Yes to overwrite the report, No to stop the saving
process to give you a chance to select a different name.
Report has changed. Save changes to sample.rpt before closing?
You are attempting to close a report window without first saving it, even though you have made changes
to the report since you opened it. The changes will be lost unless you save the report before closing.
Click Yes to save the changes, No to close the report without saving the changes.
'sampleFunction' must be assigned a value within the custom function.
You must assign a value to the function within the custom function.
Sorry, this feature is not yet implemented. Try again later.
You have attempted to use a feature that has not been implemented in the current release. Wait till an
upgrade that implements the feature and try again.
The formula cannot be evaluated at the time specified.
You are trying to force an object, formula, or function to be evaluated earlier than is possible. Evaluation
time functions can only force a later evaluation time, never an earlier one. Change the formula to
accommodate the required evaluation time.
The formula is too complex. Try simplifying it.
The formula could not be evaluated because it exceeds the limit of 50 pending operations. Pending
operations are operations that are on hold due to order of precedence rules; they will be performed
once the operations with higher level precedence are finished.
Sometimes it is possible to rearrange the formula and calculate the same value without requiring as
many pending operations. As a very simplified example, in the formula 2+3*4, the addition cannot be
performed until the multiplication has been done. The addition thus becomes pending, on hold until the
multiplication is complete. If the formula is written as 3*4+2 instead, the operations can be performed
left-to-right with the same result, thus eliminating the pending operation.
Correct the formula and recheck.
The matching } for this object name is missing.
Object names must be enclosed in braces { }. You have entered one of the required braces but not the
other. Insert the missing brace and recheck.
The matching ' for this string is missing.
A string that begins with a ' must end with a ' before the end of the line. You have used the ' in one of
those positions but not the other. Insert the missing punctuation and recheck.

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The matching " for this string is missing.
A string that begins with a " must end with a " before the end of the line. You have used the " in one of
those positions but not the other. Insert the missing punctuation and recheck.
The number of copies of the string is too large or not an integer.
Using the ReplicateString function, you have requested too many copies or you are requesting a
non-integer number of copies. Lower the number of copies requested or specify an integer number of
copies and try again.
The number of days is too large or not an integer.
When adding days to dates, or subtracting days from dates, you can use only an integer number of
days (a whole number); you cannot add or subtract non-integer numbers of days (1/2 days, 3.6 days,
and so on). Additionally, once you add or subtract days from a date, the resulting date must fall within
the allowable (year) date range, 0000-9999. If you enter a non-integer number of days or if your result
falls outside the allowable range, the Formula Editor displays this warning. Correct the problem and
recheck.
The number of decimal places is too large or not an integer.
The second argument to the Round(x, # places) or ToText(x, # places) functions must be a small integer
(whole number). You have entered a number as the second argument (# places) that specifies too
many decimal places or that is not an integer. Change the number to a small integer and recheck.
The record selection formula cannot include 'PageNumber', 'RecordNumber', 'GroupNumber',
'Previous', or 'Next'.
You cannot include the following Print State functions in your record selection formula: PageNumber,
RecordNumber, GroupNumber, Previous, or Next. Eliminate the object(s) and recheck.
The record selection formula cannot include a summary object.
You have included a summary object in a record selection formula. The program does not allow this.
Remove the summary object and recheck.
The remaining text does not appear to be part of the formula.
You have provided a formula operand (the item on which a formula operation is to be performed) where
none is expected. Often this means that you have forgotten an operator, or an earlier part of a function,
or some required syntax item. Correct the error and then recheck.
The result of a formula cannot be a range.
You have created a formula that results in a range. A formula must result in a single value. Correct the
formula and recheck.
The result of a formula cannot be an array.
You have created a formula that results in an array. A formula must result in a single value. Correct the
formula and recheck.
The result of the selection formula must be a Boolean.
You have created a selection formula that returns something other than a Boolean value. Reconstruct
the formula using comparison operators (=, and so on) and recheck.

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The special variable object could not be created.
The string is non-numeric.
The argument to the ToNumber function must be a number stored as a string (for example, a customer
number, an ID number, and so on). The string may be preceded by a minus sign and may contain
leading and trailing blanks. You have used an argument that is non-numeric and therefore cannot be
converted to a number. Change the argument to numeric and recheck.
The summary object could not be created.
The variable could not be created.
The variable you declared could not be created. Check the spelling and syntax of your declaration
statement and try again.
The keyword 'Else' is missing.
In an If-Then-Else expression, you have left out (or misplaced) the 'Else' component and the formula
will not function. Insert (or reposition) the 'Else' component and recheck.
The keyword 'Then' is missing.
In an If-Then-Else expression, you have left out (or misplaced) the 'Then' component and the formula
will not function. Insert (or reposition) the 'Then' component and recheck.
There are too many characters in this object name.
An object name may have at most 254 characters. You have entered an object name that exceeds that
number. Enter an object name that has an allowable number of characters and try again.
There are too many characters in this string.
Strings in formulas are allowed to be up to 65534 characters long. You have entered a string that
exceeds that limit. Reduce the length of the string (or break it into 2 or more concatenated strings) and
recheck.
There are too many letters and digits in this name.
A variable name can have at most 254 characters. You have entered a name that exceeds that number.
Shorten the name to conform to the limit and continue.
There is an error in this custom function. Please edit it for more details.
You have tried to save a custom function that has an error in it. Correct the error that was indicated
and try again.
There must be a subtotal section that matches this object.
You have entered a subtotal in a formula without there being a corresponding subtotal in the report
itself. Any subtotal you enter in a formula must duplicate a subtotal already in your report. Add the
required subtotal to the report and then re-enter the formula, or delete the formula, and then recheck.

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This array must be subscripted. For example: Array [i].
You have entered an array without enclosing it in brackets. Enclose the array in brackets and recheck.
This object cannot be summarized.
You have entered a summary object that does not already exist in your report. Any summary object
you enter in a formula must duplicate a summary object already in your report. Either enter the summary
object in your report first and then re-enter it in the formula, or do not enter the summary object in the
formula at all.
This object cannot be used as a subtotal condition object.
The object you are entering as a condition object causes the subtotal in the formula not to match any
subtotal in the report. Any subtotal you enter in a formula must duplicate a subtotal already in your
report. Either enter the subtotal in your report first and then re-enter it in the formula, or do not enter
the subtotal in the formula at all.
This object cannot be used because it must be evaluated later.
This object has no previous or next value.
You have used an object for which there is no "previous" value as the argument for the Previous or
PreviousIsNull function, or you have used an object for which there is no "next" value as the argument
for the Next or NextIsNull function. To use either of those functions, replace the argument with an object
that contains the appropriate values.
This object must be in the same section as the current formula.
Since the object was put into the formula as an operand, it has been moved to a section where it is no
longer a valid operand.
This object name is not known.
You have entered an object name that does not appear in any of the active databases. Correct the
spelling of the object name and/or its alias, and then recheck. Or, to enter an object name from a
database that is not currently active, activate the database first and then re-enter the object name.
This formula cannot be used because it must be evaluated later.
This function cannot be used because it must be evaluated later.

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This function cannot be used within a custom function.
You have tried to use a function or formula that will not work in a custom function, that is it is not
"stateless".
This group section cannot be printed because its condition object is non-existent or invalid.
Your report contains a group section that is based on a condition object that is either no longer in the
report or changed so it is invalid for the group section. Review your grouping criteria to identify and
correct the source of the problem.
This subtotal condition is not known.
You have entered a subtotal condition that does not appear anywhere in your report. Any subtotal you
enter in a formula must duplicate a subtotal already in your report. Change the condition and recheck.
Too many arguments have been given to this function.
You have entered an array as the argument to a non-array function. This kind of problem can occur,
for example, if you forget to use brackets (the required syntax items for an array) to enclose an array.
Too many items have been given for this array.
The program allows up to 50 values in an array. You have exceeded this limit. Reduce the number of
values in the array and recheck.
Too many open files.
You have too many open files (databases, reports) given the number of files you specified in the
CONFIG.SYS FILES = statement. To prevent this error from recurring, either use fewer files or increase
the number of files specified in the FILES = statement.
Missing or incorrect operand warnings.
The following warnings appear when the Formula Editor expects to find a specific kind of operand (the
item on which a formula operation is to be performed), and finds something different. For example, the
formula 5>a is comparing a number to text (the old comparing apples to oranges analogy). When the
Formula Editor sees that the number five is being compared to something, it expects that something
to be another number. If anything other than a number appears, it displays the warning: A number
is required here.
A Boolean array is required here.
A Boolean is required here.
A currency amount is required here.
A currency array is required here.
A currency range is required here.
A date array is required here.
A date is required here.
A date range is required here.
A number array is required here.

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A number array or currency array is required here.
A number, currency amount, Boolean value, or string is expected here.
A number, currency amount, Boolean, date, or string is required here.
A number, currency amount, date, or string is required here.
A number, currency amount, or date is required here.
A number object or currency amount object is required here.
A number is required here.
A number or currency amount is required here.
A number range is required here.
A string array is required here.
A string is required here.
A string or an array of values is required here.
An array of values is required here.
The custom function name 'sampleFunction' is expected here.

12.8 Creating Formulas with Crystal Syntax
This section provides you with an overview of various parts of a formula. You learn about Crystal syntax
and the techniques you can use when creating a formula.

12.8.1 Crystal syntax overview
Syntax rules are used to create a correct formula. Almost any formula written with one syntax can be
written with another.

12.8.2 Crystal syntax fundamentals

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The result of a formula, or the value that is printed when the formula is placed in a report, is called the
value returned by the formula. Every formula in Crystal Reports must return a value. For example, here
is a simple Crystal syntax formula that returns a value of 10:
10

The value returned by a formula can be one of the seven simple data types supported. These are
Number, Currency, String, Boolean, Date, Time, and DateTime.
Note:
Crystal Reports also supports range types and array types, but these cannot be returned by a formula.
For example, suppose a company has a shipping policy in which orders over $1,000 are insured, but
orders below that amount are not insured:
//A formula that returns a String value
If {Orders.Order Amount} >= 1000 Then
"Insured shipping"
Else
"Regular shipping"

Tip:
The text following the two forward slashes is a comment for someone reading this formula and is ignored
by the Crystal syntax compiler.
The formula returns the text string value "Insured shipping" if the value of the result object {Orders.Order
Amount} is greater than or equal to 1000; otherwise, it returns the text string value "Regular Shipping"
otherwise.

12.8.2.1 Crystal syntax is not case-sensitive
For example, the keyword Then could also be typed in as then or THEN. This is true of all variable
names, functions, and keywords used in a Crystal syntax formula.
Note:
The only exception to this rule is for strings. The string "Hello" is not the same as the string "hello".

12.8.3 Comments (Crystal syntax)
Formula comments are notes included with a formula to explain its design and operation. Comments
do not print and they do not affect the formula, but they appear on the Formulas page. You can use
comments to explain the purpose of a formula or explain the steps involved in writing it.
Comments begin with two forward slashes (//) and are followed by the text of the comment. Everything
that follows the slashes on the same line is treated as being part of the comment:
//This formula returns the string "Hello"
//This is another comment

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"Hello" //Comments can be added at the end of a line
//Comments can occur after the formula text

12.8.4 Objects (Crystal syntax)
Many of the objects used in the construction of a report can be referred to in your formulas. For example,
database, parameter, running total, SQL expression, summary, and group name objects can all be
used in a formula. You can also refer to other formulas in your formula.
The easiest way to insert an object into your report is to select it when prompted from the list of result
objects. This ensures that the correct syntax for the object is used.
Click the appropriate link to jump to that section:

12.8.4.1 How objects appear in formulas
Database, parameter, formula, running total and SQL expression objects have their names surrounded
by braces. Result object names are taken from the database. For example:
Result object: {Employee.Last Name}
Parameter, formula, running total, and SQL expression object names are specified when the objects
are created.
•

Parameters also includes a question mark: {?my parameters}.

•

Formulas include an at sign: {@another formula}.

•

Running totals objects include a pound sign: {#my running total}.

•

SQL expression objects include a percent sign: {%my SQL expression}.

Summary and group name objects look like function calls. However, they are really shorthand notation
for a report object.
•

Sum summary object: Sum({Orders.Order Amount}, {Orders.Ship Via}).

•

Group name object: GroupName({Orders.Ship Via}).

12.8.4.2 Sample formulas using objects (Crystal syntax)

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The formula in this example uses the Xtreme database. To find out how many days it takes to ship the
product from the date when the order was placed, you can just subtract the ship date result object from
the order date result object:
//A formula that uses database fields
{Orders.Ship Date} - {Orders.Order Date}

To find the total dollar amount of a given product that was ordered, multiply its unit price by the quantity
ordered:
{Orders Detail.Unit Price} * {Orders Detail.Quantity}

To calculate a sale price of 80 percent of the original unit price:
{Orders Detail.Unit Price} * 0.80

12.8.5 Expressions (Crystal syntax)
An expression is any combination of keywords, operators, functions, and constant values that result in
a value of a given type. For example:
//An expression that evaluates to the Number value 25
10 + 20 - 5
//An expression that evaluates to the String value
//"This is a string."
"This is a string."

A Crystal syntax formula consists of a sequence of expressions. The value of the final expression is
the value returned by the formula and what gets printed. Each expression must be separated from the
previous expression by a semicolon (;).

12.8.5.1 Multiple expressions (Crystal syntax)
Typically, each expression takes one line, but you can continue an expression onto the next line if you
need more space.
The formula below consists of five expressions. It returns the Number value 25 since that is the value
of the last expression in the formula.
Example
//Expressions example
//The first expression. Its value is the Number
//value 30
10 + 20;
//The second expression. Its value is the String
//"Hello World". It takes up two lines.
"Hello " +
"World";

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//The third expression. Its value is of Number type
{Orders Detail.Quantity} * 2 - 5;
//The fourth expression. Its value is of String type
If {Orders Detail.Quantity} > 1 Then
"multiple units"
Else
"one unit";
//The fifth and final expression. Its value is the
//Number value 25
20 + 5

Placing a semicolon after the last expression in the formula is also allowed, but is optional. For example,
the above formula could have ended with:
20 + 5;

Some of the sample formulas in the Expressions (Crystal syntax) section do not have semicolons. This
is because they consist of a single expression, and a semicolon is optional after the last expression.
Many formulas in Crystal syntax can be written as a single expression.
Notice that there is no semicolon after the "multiple units" string. In fact, if you put a semicolon there,
the program will report an error. This is because a semicolon separates expressions, and the
Else
"one unit";

is not a separate expression. It does not stand alone apart from the If. In fact, it is an integral part of
the If expression since it describes the value that the If expression will return under certain circumstances.
Note:
The example is not a practical example because the first four expressions in the formula did not have
any effect on the last expression.

12.8.5.2 How earlier expressions affect later expressions (Crystal syntax)
The fact that a Crystal syntax formula is a sequence of expressions whose result is the value of the
final expression is the most important concept in understanding Crystal syntax. This expression-based
syntax allows you to write very short formulas with a lot of functionality.
Example
//First expression. It declares the Number variable x
//and then returns the value of an uninitialized
//Number variable, which is 0.
NumberVar x;
//Second expression. It assigns the value of 30 to x,
//and returns 30.
x := 30

The above formula would give an error if the first expression were omitted. This is because the second
expression refers to the Number variable x, and the program needs to have x declared before it
understands expressions involving it.
In general, you use variables to get the earlier expressions in a formula to affect the final expression.
For more information, see Variables (Crystal syntax).

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12.8.5.3 Using the If expression (Crystal syntax)
The If expression is one of the most widely used features of Crystal syntax. It also provides insight
into the nature of expressions. Consider the earlier If expression as a separate formula. Notice that
because this formula is a single expression, it does not need a semicolon:
"multiple units"
Else
"one unit"

Suppose you wanted to modify this formula so that it either prints "multiple units" or the number 1.
//An erroneous formula
"multiple units"
Else
1

This formula will result in an error. This is because the values in this expression are different types:
"multiple units" is a String value and 1 is a Number value. Crystal Reports requires that the value of an
expression always be of a single type.
Note:
This example can be corrected by using the CStr function to convert the Number 1 to a String value.
For example, the Number 1 is converted to the string "1" by calling CStr (1, 0).
//A correct formula
"multiple units"
Else
CStr (1, 0) //Use 0 decimals

For more information on the If expression, see Control structures (Crystal syntax).

12.8.6 Assignment (Crystal syntax)
The assignment operator is a colon followed by an equals sign (:=).
Example
//Assign the Number value of 10 to the variable x
x := 10;
//Assign the String value of "hello" to the
//variable named greeting
greeting := "hello";

The equality operator (=) is used to check when two values are equal. A common error is to use the
equality operator when the assignment operator is actually intended. This can generate a mysterious

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error message or no error message at all since it is often syntactically correct to use the equality operator.
For example:
greeting = "hello";

The above formula checks if the value held by the variable greeting is equal to the value "hello". If it is,
then the expression's value is True, and if is not then the expression's value is False. In any case, it
is a perfectly correct Crystal syntax expression (assuming that the greeting is a String variable).

12.8.7 Simple data types (Crystal syntax)
The simple data types in Crystal Reports are Number, Currency, String, Boolean, Date, Time, and
DateTime.

12.8.7.1 Number (Crystal syntax)
Enter numbers without any comma separators or currency symbols (generally you would want to have
formatted numbers appearing as the result of a formula and not in the formula itself).
Example
10000
-20
1.23

12.8.7.2 Currency (Crystal syntax)
Use the dollar sign ($) to create a Currency value.
Example
$10000
-$20
$1.23

You can also use the CCur function. The initial C in CCur stands for convert and it can be used to
convert Number values to Currency values:
CCur (10000)
CCur (-20)
CCur (1.23)

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12.8.7.3 String (Crystal syntax)
Strings are used to hold text. The text must be placed between double quotation marks (") or apostrophes
(') and cannot be split between lines. If you want to include double quotation marks in a string delimited
by double quotation marks, use two consecutive double quotation marks. Similarly, if you want to include
an apostrophe in a string delimited by apostrophes, use two consecutive apostrophes.
Example
"This is a string."
"123"
"The word ""hello"" is quoted."
'This is also a string.'
'123'
'Last Year''s Sales'

If you use double quotes for the left side of the string, you must use double quotes on the right side.
Similarly for apostrophes. The following example is incorrect:
'Not a valid string."

You can extract individual elements or substrings from a string by specifying the character position or
a range of character positions. Negative values are allowed; they specify the position starting from the
end of the string.
"hello" [2] //Equal to "e"
"hello" [-5] //Equal to "h"
"604-555-1234" [1 to 3] //Equal to "604"
"abcdef" [-3 to -1] //Equal to "def"

You can also extract substrings from a string using the Left, Right and Mid functions.

12.8.7.4 Boolean (Crystal syntax)
The valid Boolean values are:
True
False

Note:
Yes can be used instead of True and No instead of False.

12.8.7.5 Date, Time, and DateTime (Crystal syntax)

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The DateTime type can hold date-times, dates only, or times only and thus is rather versatile. The Date
type holds dates only and the Time type holds times only. The Date and Time types are more efficient
than the DateTime type, and so can be used in situations where the added functionality and flexibility
of the DateTime type is not needed.
You can create DateTime values directly using the date-time literal construction, which is formed by
typing in the date-time between two pound (#) signs. Many different formats are supported.
Note:
Date-time literals cannot be split between lines.
Examples
#8/6/1976 1:20 am#
#August 6, 1976#
#6 Aug 1976 13:20:19#
#6 Aug 1976 1:30:15 pm#
#8/6/1976#
#10:20 am#

Even though #10:20 am# looks like it could have the Time type and #8/6/1976# looks like it could have
the Date type, they do not. They both have the DateTime type, as do all date-time literals. For example,
you can think of #10:20 am# as a DateTime value with a null date part. To convert it to the Time type
use CTime (#10:20 am#).
Instead of using date-time literals, you can use CDateTime to convert a String to a DateTime. For
example,
CDateTime ("8/6/1976 1:20 am")
CDateTime ("10:20 am")

However, there is one key difference between using date-time literals and the above usage of CDateTime.
Date-time literals always use U.S. English date formats rather than settings from the locale of the
particular computer on which Crystal Reports is running. Thus, the date-time literal examples above
would work on all computers. On the other hand, on a French system, you could use constructions like:
CDateTime ("22 aout 1997") //Same as #Aug 22, 1997#

Date values can be constructed with CDate and Time values with CTime:
CDate ("Aug 6, 1969")
CDate (1969, 8, 6) //Specify the year, month, day
//Converts the DateTime argument to a Date
CDate (#Aug 6, 1969#)
CTime ("10:30 am")
CTime (10, 30, 0) //Specify the hour, minute, second
CTime (#10:30 am#)

12.8.8 Range data types (Crystal syntax)
Ranges are designed to handle a spectrum of values. Range types are available for all simple types
except for Boolean. That is: Number Range, Currency Range, String Range, Date Range, Time Range
and DateTime Range. You can generate ranges using the To, _To, To_, _To_, UpTo, UpTo_, UpFrom,
and UpFrom_ keywords. In general, To is used for ranges with two endpoints, and UpTo and UpFrom

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are used for open ended ranges (only one endpoint). The underscores are used to indicate whether or
not the endpoints are in the range.
Examples of Number Range values
The range of numbers from 2 to 5 including both 2 and 5:
2 To 5

The range of numbers from 2 to 5, not including 2 but including 5:
2 _To 5

All numbers less than or equal to 5:
UpTo 5

All number less than 5:
UpTo_ 5

Examples of DateTime Range values:
#Jan 5, 1999# To #Dec 12, 2000#
UpFrom #Jan 1, 2000#

12.8.8.1 Using ranges in formulas (Crystal syntax)
There are twenty-seven functions in Crystal Reports that specify date ranges. For example, the function
LastFullMonth specifies a range of date values that includes all dates from the first to last day of the
previous month. So if today's date is September 15, 1999 then LastFullMonth is the same as the range
value CDate (#Aug 1, 1999#) To CDate (#Aug 31, 1999#).
Ranges are often used with If or Select expressions. The following example computes student letter
grades based on their test scores. Scores greater than or equal to 90 receive an "A", scores from 80
to 90, not including 90, receive a "B" and so on.
//Compute student letter grades
Select {Student.Test Scores}
Case UpFrom 90 :
"A"
Case 80 To_ 90 :
"B"
Case 70 To_ 80 :
"C"
Case 60 To_ 70 :
"D"
Default :
"F";

The above example uses the Select expression which is discussed in more detail in the control structures
section. You can check if a value is in a range by using the In operator. For example:
5 In 2 To 10; //True
5 In 2 To_ 5; //False
5 In 2 To 5; //True

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The Maximum and Minimum functions can be used to find the endpoints of a range:
Maximum (2 To 10) //Returns 10

12.8.9 Array data types (Crystal syntax)
Arrays in Crystal Reports are ordered lists of values that are all of the same type. These values are
known as the array's elements. The elements of an array can be any simple type or range type. Arrays
can be created using square brackets ([ ]).
Examples
An array of three Number values. The first element is 10, the second is 5, and the third is 20.
[10, 5, 20]

An array of seven String values:
["Sun", "Mon", "Tue", "Wed", "Thur", "Fri", "Sat"]

An array of two DateTime Range values:
[#Jan 1, 1998# To #Jan 31, 1998#,
#Feb 1, 1999# To #Feb 28, 1999#]

You can extract individual elements out of an array using square brackets containing the index of the
element you want. This is called subscripting the array:
[10, 5, 20] [2] //Equal to 5

Number ranges can also be used to subscript arrays. The result is another array. For example:
[10, 5, 20] [2 To 3] //Equal to [5, 20]

Arrays are most useful when used with variables and so will be discussed in more detail in the Variables
(Crystal syntax) section. Using variables, you can change the individual elements of an array and resize
the array to accommodate more elements. For example, you can accumulate result object values into
a global array variable in a detail level formula, and then use a formula in a group footer to perform a
calculation based on those values. This enables you to perform a wide variety of customized summary
operations.

12.8.10 Variables (Crystal syntax)
This section describes the key components of variables and shows you how to create variables and
assign values to them.

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12.8.10.1 Variables overview
A variable represents a specific data item, or value, and acts as a placeholder for that value. When a
formula encounters a variable, the formula searches for the value of the variable and uses it in the
formula. Unlike a constant value, which is fixed and unchanging, a variable can be repeatedly assigned
different values. You assign a value to a variable and the variable maintains the value until you later
assign a new value. Because of this flexibility, it is necessary for you to declare variables before you
use them so that Crystal Reports is aware of them and understands how you intend to use them.
Example
If you wanted to report on customers by area code, you could create a variable that extracts the area
code from a customer fax number. The following is an example of a variable called areaCode:
Local StringVar areaCode;
areaCode := {Customer.Fax} [1 To 3];

The first line of the variable example is the variable declaration; it gives the variable a name and type.
The result object {Customer.Fax} is a String object and [1 To 3] extracts the first three characters from
its current value. The variable areaCode is then assigned this value.

12.8.10.2 Variable declarations (Crystal syntax)
Before using a variable in a formula, you must declare it.
A variable can hold values of a given type. The allowed types are the seven simple types (Number,
Currency, String, Boolean, Date, Time and DateTime), the six range types (Number Range, Currency
Range, String Range, Date Range, Time Range and DateTime Range) and variables that hold arrays
of the previously mentioned types. This gives a total of 26 different types that a variable can have.
When you declare a variable, you also specify its name. A variable cannot have the same name as any
function, operator or other keyword that is valid for Crystal syntax. For example, your variable cannot
be named Sin, Mod or If because Sin is a built in function, Mod is a built in operator and If is a built in
keyword. When typing formulas on the Formulas page, the names of the built in functions, operators
and other keywords are highlighted in a different color and so it is easy to check if the variable name
conflicts.
Once a variable is declared, it can be used in the formula. For example, you might want to assign it an
initial value:
Local NumberVar x; //Declare x to be a Number variable
x := 10; //Assign the value of 10 to x

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Note:
The keyword for declaring the Number variable has a Var at the end. This is true for all variable types
in Crystal syntax.
A variable can only hold values of one type. For example, if a variable holds a Number value, you cannot
later use it to hold a String.
Example
Local StringVar y;
y := "hello";
//OK- the Length function expects a String argument
Length (y);
//Error- y can only hold String values
y := #Jan 5, 1993#;
//Error- y can only hold String values
y := ["a", "bb", "ccc"];
//Error- the Sin function expects a Number argument
Sin (y);

You can combine declaring a variable and assigning it a value in a single expression. For example:
Local
Local
Local
Local

NumberVar
StringVar
DateVar z
NumberVar

x := 10 + 20;
y := "Hello" + " " + "World";
:= CDate (#Sept 20, 1999#);
Range gradeA := 90 To 100;

This is a good practice because it is more efficient and helps prevent the common mistake of having
incorrectly initialized variables.
Here are some more examples of declaring and initializing range variables:
Local NumberVar Range gradeA;
Local DateVar Range quarter;
gradeA := 90 To 100;
quarter := CDate (1999, 10, 1) To CDate (1999, 12, 31);

12.8.10.3 Variable Scope (Crystal syntax)
Variable scopes are used to define the degree to which variables in one formula are made available to
other formulas. There are three levels of scope in Crystal Reports: local, global and shared. Every
variable has a scope, and this scope is specified when the variable is declared.

12.8.10.3.1 Local Variables (Crystal syntax)
Variables with local scope, also known as local variables, are declared using the Local keyword followed
by the type name (with the Var suffix) followed by the variable name as in the above examples.
Local variables are restricted to a single formula and a single evaluation of that formula. This means
that you cannot access the value of a local variable in one formula from a different formula.
Example
//Formula A
Local NumberVar x;
x := 10;
//Formula B

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EvaluateAfter ({@Formula A})
Local NumberVar x;
x := x + 1;

The function call EvaluateAfter ({@Formula A}) ensures that Formula B will be evaluated after Formula
A is evaluated. Formula A returns a value of 10 and Formula B returns a value of 1. Formula B does
not have access to Formula A's x and thus cannot use the value of 10 and add 1; instead, it uses the
default value for the uninitialized local variable x found in Formula B, which is 0, and adds 1 to it to get
1.
You can also create local variables with the same name but different types in different formulas. For
example, the type declarations in formulas A and B do not conflict with:
//Formula C
Local StringVar x := "hello";

Local variables are the most efficient of the three scopes. They also do not interfere with one another
in different formulas. For these reasons, it is best to declare variables to be local whenever possible.

12.8.10.3.2 Global variables (Crystal syntax)
Global variables use the same memory block to store a value throughout the main report. This value
is then available to all formulas that declare the variable, except for those in subreports. You declare
a global variable as in the following example:
Global StringVar y;

You can also omit the Global keyword which creates a Global variable by default:
StringVar y; //Same as: Global StringVar y;

However, even though global variables are easy to declare, it is recommended that you use them only
when local variables do not suffice.
Since global variables share their values throughout the main report, you cannot declare a global variable
in one formula with one type and then declare a global variable with the same name in a different formula
with a different type.
Example
//Formula A
Global DateVar z;
z := CDate (1999, 9, 18)
//Formula B
NumberVar z;
z := 20

In this case, if you enter and save Formula A first, Crystal Reports will return an error when you check
or try to save Formula B. This is because the declaration of the Global variable z as a Number conflicts
with its earlier declaration in Formula A as a Date.
Using Global variables
Global variables are often used to perform complex calculations where the results of a formula depend
upon the grouping and page structure of the actual printed report. This is accomplished by creating
several formulas, placing them in different sections of the report, and having the different formulas
interact via global variables.

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Example
//Formula C
Global NumberVar x;
x := 10;
//Formula D
//Call the function WhileReadingRecords
WhileReadingRecords;
Global NumberVar x;
x := x + 1

If Formula C is placed in the Report Header and then Formula D is placed in a detail section, Formula
C will be evaluated before Formula D. Formula C will be evaluated once and then Formula D will be
evaluated for each record appearing in the detail section. Formula C returns 10. For the first detail
record, Formula D returns 11. This is because the value 10 of x is retained from when it was set by
Formula C. Formula D then adds 1 to this value, setting x to 11 and then returns 11. For the second
detail record, formula D return 12, adding 1 to the previously retained value of x which was 11. This
process continues for the remaining detail records.
The call to WhileReadingRecords tells Crystal Reports to re-evaluate Formula D as it reads in each
record of the report. Otherwise, since the formula does not contain any result objects, the program
evaluates it only once before reading the records from the database. The formula will then return the
value 11 instead of 11, 12, 13, ... as the successive records are processed.
If the expression x := x + 1 is replaced by x := x + {Orders Detail.Quantity}, you create the effect of a
running total based on {Orders Detail.Quantity}, although it is one starting at 10 rather than 0 because
of Formula C. In this case, you can omit the call to WhileReadingRecords, since it will automatically
occur because the formula contains a result object.

12.8.10.3.3 Shared variables (Crystal syntax)
Shared variables use the same memory block to store the value of a variable throughout the main report
and all of its subreports. Thus shared variables are even more general than global variables. To use a
shared variable, declare it in a formula in the main report as in the following example:
Shared NumberVar x := 1000;

and declare it in a formula in the subreport as in the following example:
Shared NumberVar x;

In order to use shared variables, the variable must be declared and assigned a value before it can be
passed between the main report and the subreport.

12.8.10.4 Declaring array variables (Crystal syntax)
You can declare array variables by following the type name with the keyword Array.
Example
//Declare x to be a Global variable of
//Number Array type
Global NumberVar Array x := [10 , 20, 30];
//cost is a Global variable of Currency Array type

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//It is automatically Global since the scope specifier
//(one of Local, Global or Shared) is omitted.
CurrencyVar Array cost := [$19.95, $79.50, $110.00,
$44.79, $223.99];
//payDays is a Global variable of Date Array type
Global DateVar Array payDays := [CDate(1999, 5, 15),
CDate(1999, 5, 31)];
//y is a Shared variable of String Range Array type
Shared StringVar Range Array y := ["A" To "C",
"H" To "J"];
//days is a Local variable of String Array type
Local StringVar Array days;
days := ["Sun", "Mon", "Tue", "Wed", "Thu",
"Fri", "Sat"];

12.8.10.4.1 Using array variables (Crystal syntax)
You can assign values to elements of an array and also use the values of the elements for other
computations.
Example
StringVar Array x := ["hello", "bye", "again"];
x [2] := "once"; //Now x is ["hello", "once", "again"]
//The expression below would cause an error if not
//commented out since the array has size 3
//x [4] := "zap";
//The formula returns the String "HELLO"
UpperCase (x [1])

The Redim and Redim Preserve keywords can be used to resize an array if you want to add extra
information to it. Redim erases the previous contents of the array first before resizing it whereas Redim
Preserve preserves the previous contents.
Local NumberVar Array x;
Redim x [2]; //Now x is [0, 0]
x [2] := 20; //Now x is [0, 20]
Redim x [3]; //Now x is [0, 0, 0]
x [3] := 30; //Now x is [0, 0, 30]
Redim Preserve x [4]; //Now x is [0, 0, 30, 0]
"finished"
Local StringVar Array a;
Redim a [2];
//Assign a value to the first element of the array a
a[1] := "good";
a[2] := "bye";
//The & operator can be used to concatenate strings
a[1] & a[2] //The formula returns the String "goodbye"

12.8.10.4.2 Using Arrays with For loops
Arrays are commonly used with For loops. The following example creates and then uses the Array [10,
20, 30, ..., 100] using a For loop. For more information, see For loops (Crystal syntax).
Local NumberVar Array b;
Redim b[10];
Local NumberVar i;
For i := 1 To 10 Do
(
b[i] := 10 * i
);
b [2] //The formula returns the Number 20

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12.8.10.5 Default values for the simple types (Crystal syntax)
An uninitialized variable will have the default value for its type. In general, it is not a good programming
practice to rely on the default values of types. For example, initialize all local variables in your formula,
initialize all global variables in a formula placed in the Report Header and initialize all shared variables
in a formula placed in the Report Header of the main report.
When an array is resized using the Redim keyword, the entries are filled with default values for the
type. It is useful to know about default values when using If and Select expressions.

12.8.10.5.1 Default values
Number
0

Currency
$0

String
"" //The empty string

Date
Date (0, 0, 0) //The null Date value

Time
The null Time value. Value held by an uninitialized Time variable.
DateTime
The null DateTime value. Value held by an uninitialized DateTime variable.
Note:
It is not recommended that your formulas rely on the values of uninitialized range or array variables.

12.8.10.6 Automatic type conversions (Crystal syntax)
Generally in Crystal Reports, values of one type cannot be used where values of another type are
expected without explicitly supplying a type conversion function. For example:
Local StringVar postalCode;
//Error- assigning a Number value to a String
postalCode := 10025;
//OK - use the type conversion function CStr
//to create "10025"
postalCode := CStr (10025, 0);

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However, there are a few conversions that are made automatically:
•

Number to Currency.

•

Date to DateTime.

•

Simple type to Range value of the same underlying simple type.

For example, the following assignments are correct:
Local CurrencyVar cost;
//Same as: cost := $10
cost := 10;
Local DateTimeVar orderDate;
//Same as: orderDate := CDateTime (1999, 9, 23, 0, 0, 0)
orderDate := CDate (1999, 9, 23);
Local NumberVar Range aRange;
//Same as: aRange := 20 To 20
aRange := 20;
Local NumberVar Range Array aRangeArray;
//Same as : aRangeArray := [10 To 10, 20 To 25, 2 To 2]
aRangeArray := [10, 20 To 25, 2];

Note:
The opposite conversions are not allowed. For example:
Local NumberVar num;
num := 5 + $10; //Error
//OK- convert to Number type using the CDbl function
num := CDbl (5 + $10) //Could also use ToNumber

5 is converted to $5 and added to $10 to make $15. However, this Currency value cannot be automatically
assigned to the Number variable num since automatic conversions from Currency to Number are not
allowed. Similarly, functions accepting a Currency argument can be supplied a Number argument
instead, and the Number argument will be converted to a Currency, whereas functions accepting a
Number argument cannot be supplied a Currency argument without first explicitly converting the Currency
to a Number using CDbl.

12.8.11 Functions (Crystal syntax)
When using a function in a formula, type the name of the function and supply the arguments required.
For example, the Length function requires a String argument and computes the length of the string.
Length (x) //The formula returns the Number 5

Supplying arguments of the incorrect type required by the function produces an error. For example,
calling Length (3) would produce an error since Length does not accept a Number argument. Functions
sometimes can accept different numbers of arguments or types of arguments. For example, the CDate
function which could accept a single String argument to form a Date value or three Number values
holding the year, month and day respectively and form a Date value from them. For more information,
see Date, Time, and DateTime (Crystal syntax).
Example with the Mid function
Local StringVar y;
//Start at position 2, go to the end of the string

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y := Mid (x, 2); //y is now "ello"
//Start at position 2, extract 1 character
y := Mid (x, 2, 1) //y is now "e"

These classes of functions are: Math, Summary, Financial, String, Date/Time, Date Range, Array, Type
Conversion, Programming Shortcuts, Evaluation Time, Print State, Document Properties and Additional
Functions. There are also some functions specific to conditional formatting formulas.

12.8.11.1 Non reporting-specific functions (Crystal syntax)
The Math, Financial, String, Date/Time, Type Conversion, and Programming Shortcuts groups consist
mainly of functions that are not specific to reporting, but might be found in any full featured programming
environment.
For example, the Length function is the traditional Crystal syntax function for finding the length of a
string. Crystal syntax also supports Len as a synonym.

12.8.11.2 Summary functions (Crystal syntax)
The Summary function group provides functions for creating summary objects such as:
Sum({Orders.Order Amount}, {Orders.Ship Via})

Summary objects are normally created by inserting them from the Palette and modifying them in the
"Properties" view. They then appear in the "Outline" view and can be added to a formula. However,
they do not need to be created in this way. You can create a summary object exclusively for use by
your formula by filling in the arguments to one of the functions in the Summary functions section
appropriately. However, any groups in the report that the summary object refers to must already exist
in the report.

12.8.11.3 Date Ranges (Crystal syntax)
This category of functions was discussed in the section Range data types (Crystal syntax). One additional
comment is that the Date ranges produced by these functions depend on the current date. For example,
if today's date is September 18, 1999, then LastFullMonth is the Date Range value:
CDate(#Aug 1, 1999#) To CDate(#Aug 31, 1999#)

This functionality is often useful, but what if you want to determine a date range based on a result object
such as {Orders.Order Date}? The Date/Time functions can be used instead.

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For example:
Local DateVar d := CDate ({Orders.Order Date});
Local DateVar Range dr;
dr := DateSerial (Year(d), Month(d) - 1, 1) To
DateSerial (Year(d), Month(d), 1 - 1);
//At this point dr is the Date Range value holding
//the last full month before {Orders.Order Date}

The DateSerial function makes this easy because you don't have to worry about special cases. It never
lets you create an invalid date. For example, DateSerial (1999, 1 - 1, 1) is December 1, 1998.
Note:
In the above example, {Orders.Order Date} is actually a DateTime object and so the CDate function is
used to convert it to a date by truncating the time part.

12.8.11.4 Array functions (Crystal syntax)
The array functions compute summaries of an array's elements. For example, the Sum function when
applied to an array returns the sum of the elements of the array. For example, the following formula
returns 100:
Sum ([10, 20, 30, 40])

12.8.11.5 Evaluation Time functions (Crystal syntax)
These are the reporting specific functions BeforeReadingRecords, WhileReadingRecords,
WhilePrintingRecords and EvaluateAfter. You can use these functions to guide Crystal Reports as to
when your formula should be evaluated.
Should the formula be evaluated before retrieving the records from the database, while reading the
records from the database but before the records have been grouped, sorted and summarized, or while
printing the report, when the records are grouped, sorted and summarized? In general, Crystal Reports
sets an appropriate evaluation time for your formula, based on how much information the formula needs.
For example, if a formula uses a result object, then it cannot be evaluated before the records are read
from the database. However, you sometimes need to force a later evaluation time than normal to get
the desired effect. See Global variables (Crystal syntax) for an example.

12.8.11.6 Print State functions (Crystal syntax)

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These are once again reporting specific functions. For example, the notation {Orders.Order Date} is
used to refers to the value of the object in the current record whereas Previous ({Orders.Order Date})
refers to the value in the immediately preceding record and Next ({Orders.Order Date}) in the next
record. IsNull ({Orders.Order Date}) checks if the object's value is null.
Other examples are PageNumber and TotalPageCount that you can use to access pagination information
about your report.

12.8.11.7 Document Properties functions (Crystal syntax)
These are specific functions, such as PrintDate and ReportTitle, that refer to the report document as a
whole.

12.8.11.8 Conditional formatting functions (Crystal syntax)
To write a conditional formatting formula, right-click the report area or object the formula will affect in
the "Formula Workshop" and click Conditional Formatting. Select the condition and enter the conditional
formula on the "Formulas" page. For example, you can format the {Customer.LAST_YEARS_SALES}
object to print sales of more than $100,000 in green, sales of less than $15,000 in red, and all other
sales in black.
Example
//Conditional formatting example 1
If {Customer.Last Year's Sales} > 100000 Then
crGreen
Else If {Customer.Last Year's Sales} < 15000 Then
crRed
Else
crBlack

Since this is a font color formatting function, the list of Color Constants appears as a commented list
on the Formulas page. This example uses three: crGreen, crRed and crBlack. You could have used
the actual numeric values of the color constants instead. For example, crRed is 255 and crGreen is
32768. However, the formula is more understandable using the color constants. All constant functions
in Crystal syntax can have the "cr" prefix.
Crystal syntax still supports constant functions from previous versions without the "cr" prefix. For
example, you can use "Red" instead of "crRed". However, using the "cr" prefix organizes constant
functions and is recommended.

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Note:
Some formatting attributes do not use constant functions. For example, if you wanted to not print
{Customer.LAST_YEARS_SALES} values if the sales were less than $50,000, you could write the
following conditional formatting formula for the suppress attribute:
If {Customer.Last Year's Sales} < 50000 Then
True //suppress the value
Else
False //do not suppress the value

Or more simply:
//Conditional formatting example 3 //equivalent to example 2
{Customer.Last Year's Sales} < 50000

If the last year's sales are less than $50,000, then the expression

is True, and so the formula returns True. On the other hand, if the last year's sales are greater than or
equal to $50,000, then

is False and so the formula returns False.

12.8.11.9 General purpose conditional formatting functions (Crystal syntax)
There are three general purpose conditional formatting functions:
•

CurrentObjectValue

•

DefaultAttribute

•

GridRowColumnValue

These functions are displayed at the top of the Functions tree whenever appropriate. DefaultAttribute
can be used for any formatting formula, CurrentObjectValue for any formatting formula where you are
formatting an object value, and GridRowColumnValue for any formatting formula where you are formatting
an object value in a Cross-Tab.
In particular, CurrentObjectValue allows you to conditionally format the cells of a Cross-Tab based on
their value while GridRowColumnValue lets you conditionally format the cells of a Cross-Tab based on
the values of the row or column headings. These two functions are essential in this situation since there
is no other way in the formula language to refer to the values of these objects. For example, if you
wanted Cross-Tab cells to be suppressed if the values are less than 50,000:
CurrentObjectValue < 50000

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12.8.12 Operators (Crystal syntax)
This chapter contains examples of operators in Crystal syntax.

12.8.12.1 Arithmetic operators
The arithmetic operators are addition (+), subtraction (-), multiplication (*), division (/), integer division
(), percent (%), modulus (Mod), negation (-) and exponentiation (^). Arithmetic operators are used to
combine numbers, numeric variables, numeric objects and numeric functions to get another number.
Examples
//Outstanding preferred stock as a percent of
//common stock
{Financials.Preferred Stock} %
{Financials.Common Stock};
//The square root of 9, Sqr(9) is 3
//The formula returns 17
7 + 2 * 3 - 2 + Sqr(6 + 3) * Length("up");

12.8.12.1.1 Order of precedence (Crystal syntax)
When you create arithmetic expressions that involve several operators, the order that the program
evaluates the various elements of the expression becomes important. In general, the program evaluates
expressions from left to right. However, it also follows the rules of precedence from basic math.
Example
Multiplication and division are performed first from left to right and then addition and subtraction are
performed.
For example, 5 + 10 * 3 = 5 + 30 = 35. You can change this order of precedence by using parentheses.
For example, (5 + 10) * 3 = 15 * 3 = 45. If you are unsure of the order of precedence, it is a good idea
to clarify your intentions with parentheses.

12.8.12.1.2 List of arithmetic operators, from highest precedence to lowest
•
•

Negation (-)

•

Multiplication, division, and percent (*, /, %)

•

Integer Division ()

•

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Modulus (Mod)

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•

Addition and subtraction (+, -)

12.8.12.2 Comparison operators (Crystal syntax)
The comparison operators are equal (=), not equal (<>), less than (<), less than or equal (<=), greater
than (>) and greater than or equal (>=).
Comparison operators are usually used to compare operands for a condition in a control structure such
as an If expression. Comparison operators as a group all have lower precedence than the arithmetic
operators. Thus, expressions like 2 + 3 < 2 * 9 are the same as (2 + 3) < (2*9).

12.8.12.3 Boolean operators (Crystal syntax)
The Boolean operators are, in order of precedence from greatest to lowest: Not, And, Or, Xor, Eqv and
Imp.
Boolean operators are typically used with comparison operators to generate conditions for control
structures. Boolean operators as a group have lower precedence than the comparison operators. Thus
for example, the expression 2 < 3 And 4 >= -1 is the same as (2 < 3) And (4 >= -1).

12.8.12.4 Null objects and how to use IsNull (Crystal syntax)
In general, when Crystal Reports encounters a null valued object in a formula, it immediately stops
evaluating the formula and produces no value. If you want to handle null object values in your formula,
you must explicitly do so using one of the special functions designed for handling them: IsNull,
PreviousIsNull or NextIsNull.
Example
The {Product.Color} object contains both basic colors such as "red" and "black" and more descriptive
two word colors such as "steel satin" and "jewel green". Here's an example of a formula that writes out
"basic" for the basic colors and "fancy" for the others.
If InStr({Product.Color}, " ") = 0 Then
formula = "basic"
Else
formula = "fancy"

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The function call to InStr searches the {Product.Color} string for a space. If it finds a space, it returns
the position of the space, otherwise it returns 0. Since basic colors are only one word with no spaces,
InStr will return 0 for them.
For some products, such as the Guardian Chain Lock, a color value was not recorded and so the
{Product.Color} object has a null value in the database for that record. Thus, the Guardian Chain Lock
record does not have any word printed beside it.
Here is an example of how to fix the above example using IsNull:
If IsNull({Product.Color}) Or
InStr({Product.Color}, " ") = 0 Then
"basic"
Else
"fancy"

Relating to operators, when Crystal Reports evaluates the condition:
IsNull({Product.Color}) Or
InStr({Product.Color}, " ") = 0

It first evaluates IsNull ({Product.Color)), and when it determines that this is True, it knows that the
whole condition is True, and does not need to check whether
InStr({Product.Color}, " ") = 0

In other words, Crystal Reports will stop evaluating a Boolean expression when it can predict the results
of the whole expression. In the following example, the formula guards against attempting to divide by
zero in the case that denom is 0:
Local NumberVar num;
Local NumberVar denom;
...
If denom <> 0 And num / denom > 5 Then
...

12.8.13 Control structures (Crystal syntax)
Formulas without control structures execute each expression in the formula exactly once when the
formula is evaluated. The expressions are executed in a sequential fashion, from the first expression
in the formula to the last. Control structures enable you to vary this rigid sequence. Depending upon
which control structure you choose, you can skip over some of the expressions or repeatedly evaluate
some expressions depending on if certain conditions hold. Control structures are the primary means
of expressing business logic and typical report formulas make extensive use of them.

12.8.13.1 If expressions (Crystal syntax)

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The If expression is one of the most useful control structures. It allows you to evaluate an expression
if a condition is true and evaluate a different expression otherwise.
Note:
The correct Crystal syntax for If statements is if <condition> then <then> else <else>,
where <condition>, <then>, and <else> are all single expressions. If you have multiple expressions
after the <then> or <else>, convert them into single expressions by surrounding them in parentheses.
For example:
Global stringVar lastValue;
if {Branch_View.Branch_ID} = lastValue
then
(lastValue := {Branch_View.Branch_ID};
crRed;)
else
(lastValue := {Branch_View.Branch_ID};
crBlack;)

Note:
•

•

When formatting with conditional formulas, always include the Else keyword; otherwise, values that
don't meet the If condition may not retain their original format. To prevent this, use the DefaultAttribute
function (If...Else DefaultAttribute).
When creating record selection formulas that include If expressions, always include the Else keyword;
otherwise, no records or unexpected records may be returned. For example, a record selection such
as If {parameter} = "less than 100" then {object} < 100" evaluates as False and
returns no records. To correct this problem, complete the formula with Else True.

Example
A company plans to pay a bonus of 4 percent to its employees except for those who work in Sales who
will receive 6 percent. The following formula using an If expression would accomplish this:
//If example 1
If {Employee.Dept} = "Sales" Then
{Employee.Salary} * 0.06
Else

In this example, if the condition {Employee.Dept} = "Sales" evaluates as true, then the

expression is processed. Otherwise the expression following the Else, namely the

is processed.
Suppose another company wants to give employees a 4% bonus, but with a minimum bonus of $1,000.
The following example shows how. Notice that the Else clause is not included; it is optional, and not
needed in this case.
//If example 2
Local CurrencyVar bonus := {Employee.Salary} * 0.04;
If bonus < 1000 Then
bonus := 1000;
//The final expression is just the variable 'bonus'.
//This returns the value of the variable and is the
//result of the formula
bonus

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Another way of accomplishing example 2 is to use an Else clause:
//If example 3
1000
Else
bonus

Now suppose that the previous company also wants a maximum bonus of $5,000. You now need to
use an Else If clause. The following example has only one Else If clause, but you can add as many as
you need. Note, however, that there is a maximum of one Else clause per If expression. The Else clause
is executed if none of the If or Else If conditions are true.
//If example 4
1000
Else If bonus > 5000 Then
5000
Else
bonus

12.8.13.1.1 If example (Crystal syntax)
Suppose that a company wants to compute an estimate of the amount of tax an employee needs to
pay and write a suitable message. Income below $8,000 is not taxed, income from $8,000 to $20,000
is taxed at 20% income from $20,000 to $35,000 is taxed at 29% and income above $35,000 is taxed
at 40%.
//If example 5
Local CurrencyVar tax := 0;
Local CurrencyVar income := {Employee.Salary};
Local StringVar message := "";
If income < 8000 Then
(
message := "no";
tax := 0
)
Else If income >= 8000 And income < 20000 Then
(
message := "lowest";
tax := (income - 8000)*0.20
)
Else If income >= 20000 And income < 35000 Then
(
message := "middle";
tax := (20000 - 8000)*0.20 + (income - 20000)*0.29
)
Else
(
message := "highest";
tax := (20000 - 8000)*0.20 + (35000 - 20000)*0.29 +
(income - 35000)*0.40
);
//Use 2 decimal places and the comma as a
//thousands separator
Local StringVar taxStr := CStr (tax, 2, ",");
"You are in the " & message & " tax bracket. " &
"Your estimated tax is " & taxStr & "."

Note:
The use of variables is to simplify the logic of the computation. Also, there are two expressions that are
executed when one of the conditions are met; one assigns the tax variable, and the other assigns the
message variable. It is often useful to have multiple expressions executed as a result of a condition.

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12.8.13.1.2 More details on If expressions (Crystal syntax)
The If expression is an expression. In other words it evaluates to a value of a given type. If there is
no Else clause, and the condition is not true, then the value is the default value for the type. For example:
If Length ({Employee.First Name}) < 5 Then
"short"

The above If expression returns a String value. The string value is "short" if the Employee's first name
has fewer than 5 letters and the empty String "" otherwise.
Consider the formula:
If Year({Orders.Order Date}) >= 1995 Then
{Orders.Order Date}

For order dates before 1995, the above If expression returns the null DateTime value. It is a DateTime
value rather than a Date value since {Orders.Order Date} is a DateTime result object. The null DateTime
value is not printed by Crystal Reports so if the above formula is placed in a report, the formula would
be blank for order dates before 1995. Null Time values and null Date values behave similarly.
Here is an example that illustrates the use of parentheses to have more than one expression executed
as the outcome of an If condition. A company charges a 5 percent fee for orders shipped within three
days and a 2 percent fee otherwise. It wants to print messages such as "Rush shipping is $100.00" or
"Regular shipping is $20.00" as appropriate.
Local StringVar message;
Local CurrencyVar ship;
If {Orders.Ship Date} - {Orders.Order Date} <= 3 Then
(
message := "Rush";
//A semicolon at the end of the next line
//is optional
ship := {Orders.Order Amount} * 0.05
) //A semicolon cannot be placed here
Else
(
message := "Regular";
ship := {Orders.Order Amount} * 0.02;
);
//The preceding semicolon is required to separate the
//If expression from the final expression below
message & " shipping is " & CStr (ship)

When expressions are grouped together with parentheses, the whole group is considered as a single
expression, and its value and type are the value and type of the final expression inside the parentheses.
//The parentheses group expression as a whole has
//Currency type
(
//The first expression in the parentheses has
//String type
message := "Rush";
//The second and final expression in parentheses
//has Currency type
)

Thus, for example, the following formula gives an error. The reason is that the Then part of the If
expression returns a Currency value while the Else part returns a String value. This is not allowed,
since the If expression is an expression and so must always return a value of a single type.
//An erroneous formula

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(
message := "Rush";
ship := {Orders.Order Amount} * 0.05
)
Else
(
//The following 2 lines were interchanged
);

One way to fix the erroneous formula without needing to be concerned about expression order is to
make the If expression return a constant value of the same type in every branch. For example, the If
expression now returns the Number value 0:
//Repaired the erroneous formula
(
message := "Rush";
0
)
Else
(
0
);

12.8.13.2 Select expressions (Crystal syntax)
The Select expression is similar to an If expression. Sometimes however, you can write clearer and
less repetitive formulas using the Select expression. For example, to evaluate the {Customer.Fax}
object to determine if the area code is for Washington state (206, 360, 509) or British Columbia, Canada
(604, 250):
//Select example 1
Select {Customer.Fax}[1 To 3]
Case "604", "250" :
"BC"
Case "206", "509", "360" :
"WA"
Default :
"";

The expression right after the Select keyword is called the Select condition. In the above example it is
{Customer.Fax}[1 To 3]. The Select expression tries to find the first Case that matches the Select
condition, and then executes the expression following the colon for that Case. The Default case is
matched if none of the preceding cases match the Select condition. Notice that there is also a colon
after the Default.
//Same effect as Select example 1
Local StringVar areaCode := {Customer.Fax}[1 To 3];
If areaCode In ["604", "250"] Then
"BC"
Else If areaCode In ["206", "509", "360"] Then
"WA"

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Else
"";

Example
This formula groups the number of Oscar nominations a movie received into low, medium, high or
extreme categories and in the process, shows some of the possibilities for the expression lists following
the Case labels:
//Select example 2
Select {movie.NOM}
Case 1,2,3, Is < 1 :
(
//Can have expression lists by using
//parentheses
10 + 20;
"low"
)
Case 4 To 6, 7, 8, 9 :
"medium"
Case 10 :
"high"
Default :
"extreme"

The Default clause of the Select expression is optional. If the Default clause is missing and none of the
cases are matched, then the Select expression returns the default value for its expression type. For
example, if in the above example the Default clause were omitted and {movie.NOM} = 11, it would
return the empty string "". The Select expression is an expression, and similar comments as in the More
details on If expressions (Crystal syntax) section apply to it as well.

12.8.13.3 For loops (Crystal syntax)
For loops enable you to evaluate a sequence of expressions multiple numbers of times. This is unlike
the If and Select expressions where the program passes through each expression at most once during
the formula's evaluation. For loops are best when you know the number of times that the expressions
needs to be evaluated in advance.

12.8.13.3.1 The syntax of the For loop through examples
Example 1
Suppose you want to reverse the {Customer.CUSTOMER_NAME} string. For example, "City Cyclists"
becomes "stsilcyC ytiC".
//Reverse a string version 1
Local StringVar str := "";
Local NumberVar strLen :=
Length ({Customer.CUSTOMER_NAME});
Local NumberVar i;
For i := 1 To strLen Do
(
Local NumberVar charPos := strLen - i + 1;
str := str + {Customer.CUSTOMER_NAME}[charPos]
);
str

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Examine how this formula works assuming that the current value of the object
{Customer.CUSTOMER_NAME} is "Clean Air". The variable strLen is assigned to be the length of
"Clean Air", namely 9. The variable i is known as a For counter variable since its value changes
with each iteration of the For loop. In other words, it is used to count the iterations of the loop. The For
loop will iterate 9 times, during the first time, i is 1, then i is 2, then i is 3 and so on until finally i equals
9. During the first iteration, the ninth character of {Customer.CUSTOMER_NAME} is appended to the
empty string variable str. Thus str equals "r" after the first iteration. During the second iteration, the
eighth character of {Customer.CUSTOMER_NAME} is appended to str and so str equals "ri". This
continues until after the ninth iteration, str equals, "riA naelC" which is the reversed string.
Example 2
Here is a simpler version of the above formula that uses a Step clause with a negative Step value of
-1. For the "Clean Air" example, i is 9 for the first iteration, 8 for the second, 7 for the third and so on
until it is 1 in the final iteration.
Local StringVar str := "";
Local NumberVar strLen :=
Length ({Customer.CUSTOMER_NAME});
Local NumberVar i;
For i := strLen To 1 Step -1 Do
(
str := str + {Customer.CUSTOMER_NAME}[i]
);
str

Example 3
The simplest version is to use the built in function StrReverse:
StrReverse ({Customer.CUSTOMER_NAME})

The built in String functions in Crystal Reports can handle many of the string processing applications
that would traditionally be handled using a For loop or some other kind of loop. However, For loops
provide the most flexibility in processing strings and also power in processing arrays, which can be
essential if the built-in functions do not cover your intended application.

12.8.13.3.2 For loop example
Here is a more full featured example of Crystal Reports' string processing capabilities. The Caesar
cipher is a simple code that is traditionally credited to Julius Caesar. In this code, each letter of a word
is replaced by a letter five characters further in the alphabet. For example, "Jaws" becomes "Ofbx".
Notice that "w" is replaced by "b"; since there are not 5 characters after "w" in the alphabet, it starts
again from the beginning. Here is a formula that implements applying the Caesar cipher to the object
{Customer.CUSTOMER_NAME} in the Xtreme database:
//The Caesar cipher
//The input string to encrypt
Local StringVar inString := {Customer.CUSTOMER_NAME};
Local NumberVar shift := 5;
Local StringVar outString := "";
Local NumberVar i;
For i := 1 To Length(inString) Do
(
Local StringVar inC := inString [i];
Local StringVar outC;
Local BooleanVar isChar :=
LowerCase(inC) In "a" To "z";
Local BooleanVar isUCaseChar :=

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isChar And (UpperCase (inC) = inC);
inC := LCase(inC);
If isChar Then
(
Local NumberVar offset :=
(Asc(inC) + shift - Asc("a")) Mod
(Asc("z") - Asc("a") + 1);
outC := Chr(offset + Asc("a"));
If isUCaseChar Then outC := UpperCase(outC)
)
Else
outC := inC;
outString := outString + outC
);
outString

In the above example there is an If expression nested within the expression block of the For loop. This
If expression is responsible for the precise details of shifting a single character. For example, letters
are treated differently from punctuation and spaces. In particular, punctuation and spaces are not
encoded. The general points here are that control structures can be nested within other control structures
and that multiple expressions can be included in the (parentheses enclosed) expression blocks of other
control structures.

12.8.13.3.3 Using Exit For (Crystal syntax)
You can exit from a For loop by using Exit For. The following example searches the Global array names
for the name "Fred". If it finds the name, it returns the index of the name in the array. Otherwise it returns
-1.
For example, if the names array is:
["Frank", "Helen", "Fred", "Linda"]

Then the formula returns 3.
Global StringVar Array names;
//The names array has been initialized and filled
//in other formulas
Local NumberVar i;
Local NumberVar result := -1;
//The UBound function returns the size of its array
//argument
For i := 1 to UBound (names) Do
(
If names [i] = "Fred" Then
(
result := i;
Exit For
)
);
result

When considered as an expression, the For loop always returns the Boolean value True. Thus you will
almost never want a For loop to be the last expression in a formula, since then the formula will then
just display the value True rather than your intended result.

12.8.13.4 While Loops (Crystal syntax)

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Another looping mechanism is the While loop. A While loop can be used to execute a fixed block of
statement an indefinite amount of time.

12.8.13.4.1 The 2 different types of While loops
Type of While Loop

Explanation

Example

The While ... Do loop evaluates
the condition, and if the condition is true, then it evaluates the
expression following the Do.
While ... Do

When it has finished doing this,
it evaluates the condition again
and if the condition is true, it
evaluates the expression following the Do again. It continues
repeating this process until the
condition is false.

While
condition
Do
expression

The Do ... While loop evaluates
the expression once no matter
what.
Do

Do ... While

It then evaluates the condition,
and if the condition is true,
evaluates the expression again.
This process continues until the
condition is false.

expression
While
condition

Note:
•
•

The While loops support an Exit While statement to immediately jump out of the loop. Its use is
analogous to the use of Exit For in For loops.
As with the For loop, the While loop when considered as an expression always returns the Boolean
value True.

12.8.13.4.2 While ... Do loop example (Crystal syntax)
The following example searches for the first occurrence of a digit in an input string. If a digit is found,
it returns its position, otherwise it returns -1. In this case, the input string is set explicitly to a string
constant, but it could be set equal to a String type result object instead. For example, for the input String,
"The 7 Dwarves", the formula returns 5, which is the position of the digit 7.
Local
Local
Local
Local

340

StringVar
NumberVar
NumberVar
NumberVar

inString := "The 7 Dwarves";
strLen := Length (inString);
result := -1;
i := 1;

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While i <= strLen And result = -1 Do
(
Local StringVar c := inString [i];
If NumericText (c) Then
result := i;
i := i + 1;
);
result

12.8.13.5 Safety mechanism for loops (Crystal syntax)
There is a safety mechanism to prevent report processing from hanging due to an infinite loop. Any
one evaluation of a formula can have at most 100,000 loop condition evaluations per formula evaluation.
This will be explained by the example below.
For example:
Local NumberVar i := 1;
While i <= 200000 Do
(
If i > {movie.STARS} Then
Exit While;
i := i + 1
);
20

If {movie.STARS} is greater than 100,000 then the loop condition (i <= 200000) will be evaluated more
than the maximum number of times and an error message is displayed. Otherwise the loop is OK.
Note:
The safety mechanism applies on a per formula base, not for each individual loop. For example:
Local NumberVar i := 1;
For i := 1 To 40000 Do
(
Sin (i);
);
i := 1;
While i <= 70000 Do
(
i := i + 1;
)

The above formula also triggers the safety mechanism since the 100,000 refers to the total number of
loop condition evaluations in the formula and this formula will have 40001 + 70001 such evaluations.

12.8.13.6 Option Loop (Crystal Syntax)
The Option Loop statement can be used to specify the maximum number of loop condition evaluations
per evaluation of a formula. This statement should only be used when the default maximum loop count
of 100,000 is not sufficient for the given formula.

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Note:
The Option Loop statement must be used before any other statements.

12.8.13.6.1 The syntax of the Option Loop
The syntax of the Option Loop is:
Option Loop maxIterations

Where maxIterations = the maximum number of times you want the condition to be evaluated per
evaluation of a formula. It must be a positive integer.
For example:
//option loop example
option loop 256;
//make name upper case
Local StringVar outString;
Local StringVar inString := {Customer.CUSTOMER_NAME};
Local NumberVar i;
For i:=1 to Length(inString) do
outString := outString + upperCase(inString[i]);
outString

If Customer.CUSTOMER_NAME is greater than 255, an error message will be shown: "A loop was
evaluated more than the maximum number of times allowed."

12.8.14 Limitations (Crystal syntax)
For reference purposes, here are the sizing limitations of the formula language:
•
•

The maximum size of an array is 1000 elements.

•

The maximum number of arguments to a function is 1000. (This applies to functions that can have
an indefinite number of arguments such as Choose).

•

The maximum number of loop condition evaluations per evaluation of a formula is 100,000. (See
Safety mechanism for loops (Crystal syntax) for the precise meaning of this). Note that you can use
the Option Loop (Crystal Syntax) statement to change this limit.

•

342

The maximum length of a String constant, a String value held by a String variable, a String value
returned by a function or a String element of a String array is 65,534 characters.

There is no limit on the size of a function.

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Subreports

Subreports

A subreport is a report within a report. With subreports, unrelated reports can be combined into a single
report. You can coordinate data that otherwise cannot be linked and present different views of the same
data in a single report. This section shows you how to create and use subreports.

13.1 What are subreports?
A subreport is a report within a report. The process for creating a subreport is similar to the process of
creating a regular report. A subreport can have most of the characteristics of a main report. The only
differences between a subreport and a main report are as follows:
•

It is inserted as an element into a main report; it cannot stand on its own.

•

It can be placed in any report section, and the entire subreport will print in that section.

•

It cannot contain another subreport.

•

It does not have Page Header or Page Footer sections.

Subreport is typically used for the following purposes:
•

To combine unrelated reports into a single report.

•

To present different views of the same data within a single report.

Note:
You can increase the performance of reports containing subreports by using on-demand subreports
instead of regular, in-place subreports.
Related Topics
• Combining unrelated reports by using subreports
• Showing different views of the same data in a report
• Creating an on-demand subreport

13.2 Unlinked vs. linked subreports

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13.2.1 Unlinked
Unlinked subreports are free-standing; their data is not in any way coordinated with the data of the main
report.
In unlinked subreports, there is no attempt to match up the records in one report with records in the
other. An unlinked subreport does not have to use the same data as the main report; it can use the
same data source or a different data source entirely. Regardless of the underlying data sources, the
reports are treated as unrelated.

13.2.2 Linked
Linked subreports use data that is coordinated with data in the main report. The program matches up
the data in the subreport with data in the main report. If you create a main report with customer
information and a subreport with order information and then link them, the program creates a subreport
for each customer that includes all their orders.
Subreports can be linked with data-passing links or with subreport filters.

13.2.2.1 Subreport filters
Use subreport filters to modify the subreport query so that the data in the subreport is coordinated with
the data in the main report.
When you first create a subreport, subreport filters are automatically suggested. The suggested filters
will vary depending on where you insert your subreport. For example:
•
•
•

If you place the subreport in the "Group Header" or the "Group Footer", links will be created between
all objects in the group, if a possible match can be made.
If you place the subreport in the "Body", links will be made between all objects in the subreport.
If you place the subreport in the "Report Header", "Report Footer", "Page Header", or "Page Footer",
no automatic matching will occur.

Even though subreport filters may be suggested, you can modify them, remove them, and add additional
filters.

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13.2.2.2 Data passing links
Data passing links connect result objects, formulas, or parameters in the main report to a parameter in
the subreport. The subreport parameter is set to the value of the specified element at runtime.
Unlike subreport filters, data passing links do not modify the subreport query.
Note:
When you initially set up a report, the data passing links page appears only if you specify parameters
in the "Query Panel" or if you use an existing report with parameters as your subreport. However, after
you have created a subreport, you can add data passing links from the "Data" tab.

13.3 Inserting subreports
You can insert a new report as a subreport, or you can insert an existing report as a subreport.
The process for creating a subreport is similar to the process of creating a regular report. A subreport
can have most of the characteristics of a report.
The data source used in a subreport must be of the same type as the data source used in the main
report. It must also be located on the same BI platform server.
A subreport can be placed in any report section and the entire subreport will print in that section.
However, a subreport cannot stand on its on; it is always inserted as an element into a main report.
Note:
You cannot insert a subreport into another subreport.

13.3.1 To insert a new report as a subreport
1. On the "Insert" tab, click Subreport.
The program displays an element frame.
2. Move the frame to where you want it to appear in the report, and click to place it.
The "Insert Subreport" dialog box appears.
3. Select Create a new report.
4. Type a name for the report in the "Report Name" text box.

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5. Choose an option from the "Data Connection" area, and click Next:
Option

Description

Use Main Report Data
Source

a. The "Edit Query" page appears.

Connect to a new Data a. The "Choose a Data Source Connection" dialog box appears.
Source
b. Select a data source, and then click Next.
c. The "Edit Query" page appears.

6. In the "Query Panel", select the result objects you want to use for your report and drag them to the
"Result Objects for Query #1" panel.
Note:
The "Query Panel" will not appear if you connect to Analysis View.
7. Click Next.
If there are parameters in the query you specified, the Data Passing Links page appears.
•

Set up the appropriate links, and click Next.

The "Create Subreport Filters" page appears.
8. Create links between your main report and your subreport by clicking Add.
9. Click Next.
The "Insert Subreport" page appears.
10. Select a layout for your subreport:
Option

Description

Detail Only

All of the sections except the "Body" are hidden.

Chart

All of the sections except the "Report Header" are hidden, and a default chart
is created.

Total

All of the sections except the "Report Header" are hidden.

Custom

None of the sections are hidden.

11. Click Finish.
A subreport is inserted in your main report.

13.3.2 To insert an existing report as a subreport
The program displays an element frame.

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2. Move the frame to where you want it to appear in the report, and click to place it.
The "Insert Subreport" wizard appears.
3. Select Use existing report, and then click Browse.
4. Select the report that you would like to use, and then click Open.
5. Click Next.
If the report you selected contains parameters, the Data Passing Links page appears.
•

Set up the appropriate links, and click Next.

The "Create Subreport Filters" page appears.
6. Create links between your main report and your subreport by clicking Add.
7. Click Finish.
The report that you selected is added as a subreport.

13.4 Saving a subreport as a main report
You may want to save a subreport as a main report to distribute it to a variety of audiences. For example,
the main report containing the subreport may be relevant for a stockholders' meeting at the end of the
fiscal year; however, the data contained in the subreport may be relevant for everyday use by your
managers. In such cases, it is easy to save a subreport as a main report.

13.4.1 To save a subreport as a main report
1. Right-click the subreport frame, and click Save Subreport As.
The "Save As" dialog box appears.
2. Type a new name for the subreport.
3. Click Save.
The subreport is saved as a main report so that you can open it separately when necessary.

13.5 Formatting subreports
You can edit the properties of a subreport after you have inserted it into your main report.

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13.5.1 To format subreports
1. Right-click the subreport frame and click Format Subreport.
2. Edit the values.
For example, you can change the name of the subreport, edit the font, and so on.
3. Click Close.
Note:
Re-importing the subreport will overwrite changes made using the Format Subreport dialog box. To
avoid this, before re-importing the subreport, do the following: Click File > Open to open the report that
is being used as the subreport, make the formatting changes to that report, and click Save.

13.6 Re-importing subreports
While you can update the data in a subreport without re-importing it, you may want to re-import to ensure
the subreport is the most up-to-date version. Re-importing will update the formatting, grouping, and
structure of the subreport.
Note:
Re-importing is available only for subreports that were created from a report file.
Caution:
If you have made formatting changes to the subreport from the main report (using the Format Subreport
dialog box), re-importing the subreport will overwrite those changes. To avoid this, before re-importing
the subreport, do the following: Click File > Open to open the report that is being used as the subreport,
make the formatting changes to that report, and click Save."

13.6.1 To re-import subreports
•

Right-click the subreport frame, and then click Re-import Subreport.

13.6.2 To re-import subreports when the source location has changed

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If you move your report to a different location or a different machine, you may encounter an error
message when you try to re-import the subreport. Use the "Format Subreport" feature to define the new
location of the subreport.
1. Right-click the subreport frame and then click Format Subreport.
The format dialog box appears.
2. Click Subreport and then click Source.
3. Navigate to the location of your subreport, select it, and then click Open.
4. If prompted, choose whether to use saved data or refresh the data.
5. Click Close.
The path to the subreport is updated.

13.7 Linking a subreport to the main report with subreport filters
The data in subreports is often used to supplement the data in the main report. For example, you might
have customer data in a main report, and use subreports to show the orders for each customer.
In such cases, you will need to coordinate the data in the main report with the data in the subreport so
that the orders in each subreport match up with the correct customer.
You do this by creating a link between an object that is common to both the subreport and the main
report. With the "Subreport Filters" dialog box, you create a link between the two common objects (for
example Customer and Orders). Crystal Reports uses the link to match up records from the main report
to those in the subreport. The link makes certain that the Orders data in the subreport sits on the same
row as the corresponding Customer data in the main report.

13.7.1 To link a subreport to the main report with subreport filters
1. Double-click the subreport frame to open a new view of the subreport.
2. On the "Data" tab, click Subreport > Edit Subreport Filters.
The "Subreport Filters" dialog box appears.
3. Click Add.
A list of result objects appears.
4. Select the object you want to use as a link object in the main report.
Crystal Reports tries to match the object you chose to an object in the subreport.
5. To change the subreport object that the program chose, click that object in the "Subreport" list, and
choose a different object.
The two objects are added as a link object.

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6. Repeat steps 3 to 5 for each additional link as desired.
7. Click OK.
When you run the report, the program will synchronize the data in the main report with the data in the
subreport.

13.8 Linking a subreport to the main report with data passing links
Another way to pass data from the main report to the subreport is to use data passing links.
Data passing links can link to more types of data than subreport filters because they do not modify the
query of the subreport. Data passing links create a parameter in your subreport that is linked to a result
object, formula, or parameter in the main report.
For example, you may want to use data passing links to display the value of a formula from your main
report in your subreport. For example, if your main report has a formula that calculates the sum of the
internet sales orders, you can link to it with a parameter in your subreport.

13.8.1 To link a subreport to a main report with data passing links
1. Double-click the subreport frame to go to a new view of the subreport.
2. On the "Data" tab, click Subreport > Edit Subreport Data Passing Links.
The "Subreport Data Passing Links" dialog box appears.
3. Click Add.
4. Select the object you want to use as a link object in the main report from the list.
Crystal Reports matches the object you chose with a parameter it creates in the subreport.
5. To change the subreport parameter that the program created, click that parameter in the "Subreport
Parameters" list and choose a different parameter.
The object and the parameter are added as a link object.
6. Repeat steps 3 to 5 for each additional link, as desired.
7. Click OK.
8. Follow the parameter prompt, and click OK.
When you run the data in the main report, the program will set the value of the parameter in the subreport
to the object you specified.

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13.9 Modifying the record selection formula with a data passing link
You can update the record selection formula of a data passing link at any time.
For example, you might have a report with an Employee ID object in your main report that is an 11
character value consisting of a two-character department code and the employee's nine-character
Social Security Number (for example, HR555347487). You can link the Employee ID object to a Social
Security Number object in your subreport, and then create a formula that will extract the SSN from the
Employee ID object.
An example formula would be:
{employee.EMPLOYEE ID} [-9 to -1]

- or {employee.EMPLOYEE ID} [3 to 12]

For the value HR555347487, either formula would return the value 555347487.

13.9.1 To modify the record selection formula with a data passing link
1. Create the main report that contains the Employee ID object.
2. Create a subreport that contains the Social Security number object.
Note:
Do not create any subreport filter links when you are creating the subreport.
For more information, see To insert a new report as a subreport.
3. Double-click the subreport frame to go to a new view of the subreport.
4. On the "Data" tab, click Subreport > Edit Subreport Data Passing Links.
The "Subreport Data Passing Links" dialog box appears.
5. Click Add.
6. Select Employee ID from the list of result objects.
Note:
The program automatically creates the parameter Create parameter: Employee ID in the "Subreport
Parameters" column.
7. Click OK.
8. Follow the parameter prompt, and click OK.

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9. On the "Data" tab, select Formulas.
10. Select the Record Filter node.
11. Type the formula.
For example, {file.SSN} = {?MainReport.EMPLOYEE ID} [3 to 12].
"The Record Filter has been changed" dialog box appears.
13. Click Refresh Data.

13.10 Combining unrelated reports by using subreports
At times, you may want to combine unrelated reports into a single report. For example, you may want
to create a single report that presents:
•

Sales grouped by sales representative.

•

Sales grouped by item.

While both reports deal with sales data, there is no real linear relationship between the reports.
Subreports can be used to combine unrelated reports into a single report like this. While the reports
could be based on the same data set, they do not have to be. They could each be based on entirely
different data sets.
Each of these reports is free-standing; the data in any of the reports is not linked in any way to data in
another report. This is the easiest of the subreport options to work with.

13.10.1 To combine two unrelated reports
1. Create the report you want printed first as the main report.
2. Create a new subreport.
3. Place the subreport into the "Report Footer" and it will print immediately after the main report.

13.10.2 To combine three or more unrelated reports
1. Create the report you want printed first as the main report.

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2. On the "Insert" tab, click Section and insert enough new sections in the "Report Footer" to match
the number of subreports that you are using.
For example, if you want to use three subreports, insert two new sections in the "Report Footer" so
that you have a total of three "Report Footer" sections.
4. In the "Report Footer" A section, create the subreport you want printed immediately after the main
report.
5. In the "Report Footer" B section, create the subreport you want printed next, and so forth.
The main report will print first and then the subreports will print in the order that you placed them in
the report.
Note:
Subreports can be placed side-by-side in the same "Report Footer" section. They will print next to
each other at the end of the report.
Related Topics
• Working with sections

13.11 Creating an on-demand subreport
On-demand subreports can be especially useful when you want to create a report that contains multiple
subreports.
The difference between regular subreports and on-demand subreports is that the actual data of an
on-demand subreport is not read from the data source until the user isolates it. This way only data for
on-demand subreports that are actually viewed will be retrieved from the data source. This makes the
subreports much more manageable.

13.11.1 To create an on-demand subreport
1. Place an ordinary subreport in your main report.
2. Right-click the subreport, and click Format Subreport.
3. Click the Subreport option, and select On Demand.
For more information, see Adding captions to on-demand subreports.

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13.11.2 Adding captions to on-demand subreports
To further organize a report, you can create captions for the Subreport "Page" mode and for the
placeholder frame of an on-demand subreport.
Note:
Placeholder frame captions only apply to on-demand subreports, while tab text captions apply to both
on-demand subreports and regular subreports. Since the data from a regular subreport is visible in
"Page" mode, there is no need for a frame caption when you format a regular subreport.

13.11.2.1 To add a caption
2. Click the Subreport option.
3. In the "On Demand Caption" text box, type the text you want to use as a caption.
You can also write a caption as a conditional formula. Both placeholder frame captions and "Page"
mode captions can include object names from the main report for use in a conditional formula.

13.11.2.2 To add a caption with a conditional formula
2. Click the Subreport option.
3.

Beside either "On Demand Caption" or "Preview Tab Caption", click the Conditional Formula
icon.
The "Formula Workshop" dialog box appears.

4. In the code window, type your formula and select objects from the "Add Objects" list..
For example, you might type the following text:
"More Information About " + {Customer.CUSTOMER_NAME}

Depending on the data source you are connected to, this formula would give you a caption like "More
Information About Pathfinders" or "More Information About Rockshocks for Jocks."
5. Click Page mode to see the result of your formula.

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Related Topics
• Creating a formula

13.12 Showing different views of the same data in a report
Subreports can be used to provide a different view of the data in the main report. For example, you
might want to show summary values at the top of a report and details at the bottom.
This can be done in a variety of ways. The two easiest methods are:
•

By creating the summary report as the main report and the details report as the subreport. In this
method, the details subreport would be placed in the "Report Footer" area.

•

By creating the details report as the main report and the summary report as the subreport. In this
method, the summary report would be placed in the "Report Header" area.

Use the appropriate link objects to link the report and coordinate the data.

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Multilingual Reporting


Multilingual reporting allows you to translate your reports in a variety of languages and display them in
the correct language based on the user's Preferred Viewing Locale (PVL). The PVL can be set in the
SAP Crystal Reports for Enterprise designer or in the SAP BusinessObjects Enterprise (BOE) user
preferences.
Users will rarely have to set their own PVL because BOE uses their web browser's locale setting by
default. If the user's PVL does not match any available translations, BOE uses the Fallback Locale to
determine which language to display. For example, if you set English as the Fallback Locale for a report
with English and German translations, users with a French PVL will see the report in English.
You can set a fallback at the report and data levels of the system.
Multilingual reporting is available for all SAP Crystal Reports for Enterprise users, while a limited version
is available for SAP Crystal Reports 2011 users on SAP systems.
Note:
See the SAP Crystal Reports 2011 User Guide for more details.
Related Topics
• To configure viewing preferences

14.1 Levels of multilingual reporting
Crystal Reports for Enterprise supports multilingual reporting at three levels:
•

Multilingual Reports: The translated report template (including such elements as column headings,
text, and information surrounding the data of the report) using the Translation Management Tool.
Note:
The Translation Management Tool is included in the BOE Client install.

•

Multilingual Metadata: The translated names of query objects.
Note:
In BOE XI 4.0, Multilingual Metadata is supported by the Crystal Reports for Enterprise designer
when connected to SAP systems only.

•

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Multilingual Data: The translated data retrieved from a query depending on the PVL. For example,
address listings with translated country names.

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Note:
Multilingual Data is from multilingual data sources.

14.2 Creating multilingual report templates
You can translate your reports for specific locales in the BOE Translation Management Tool. Translation
management includes the following features:
• Add languages.
• Translate the report template.
• Export data to translate in an external editor.
• Set and monitor the status of the translations.
• Set the visibility for each language.
• Set the fallback locale.

14.2.1 To create a multilingual report template
1. Select the reports you want to translate and click Add.
The added reports appear in the document area.
2. Click Finish.
Each report opens as a new tab in the Translation Management Tool.
3. From the Language Management view, add the required languages to the report.
Note:
The language used for the "Original Content Language" cannot be tagged with a locale. You must
add the original language separately from the "Available Languages" list.
The languages that have been added appear in the "Selected Languages" area of the Language
Management view.
4. For each selected language, click View to display the language in the document area.
5. Click Visible to make the translation visible in the report.
Tip:
To prevent users from seeing incomplete translations, make languages visible only after the translation
is complete.
6. To select a fallback language, click Fallback.
7. Select a language column and translate the relevant content in the corresponding language column.
The report is organized into the report elements that you would see in "Structure" mode.

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8. On the Text Editor tab, select the translation status in the Status list and click Apply.
Note:
Any change to the translated string will reset the status to TRANSLATED.
9. Click Save.
10. (Optional) Click Export translated strings.
You can also export translations into an XLIFF file, which is an open standard that can be modified
in an external editor. Modified XLIFF files are then imported the translation is complete.

14.3 Scheduling multilingual reports
Users can schedule multilingual reports without working on the multilingual aspects of the reports.
Scheduled reports will run in the user's PVL.
Administrators use the Central Management Console to choose alternate multilingual schedule locales
for a report. You can schedule some or all of the languages that your report has been translated into.
Alternate schedules will create separate report runs with the correct PVL, which is particularly important
for multilingual data.

14.3.1 To schedule a multilingual report
You can schedule reports in the Central Management Console.
1. Find your report folder, right-click it and click Schedule.
The "Schedule" dialog box appears.
2. In the "Navigation" area, expand Scheduling and click Languages.
3. In the "Languages" view, select the languages to schedule your report in.
• To use your PVL, click Schedule the report in Preferred Viewing Locale.
• To use more than one locale, click Schedule the report in Multiple Locales.
4. (Optional) To limit languages available when Schedule the report in Multiple Locales is selected,
select Show Document Locales Only.
5. In the All Locales list, add the languages to the Selected Instance Locales list.
6. (Optional) In the "Navigation" area, you can set default language options by expanding "Default
Settings" and clicking Languages.
7. Click Schedule to confirm your choices.
A report will be run for every locale you choose.
The "History" view appears.
8. When the "Status" object shows Success, select a language to preview from the View in list.

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To display the error message when the "Status" is set to Failed, click the "Status" object to open the
"Instance Details" dialog box.

14.4 Viewing multilingual reports
Users view multilingual reports in the same way they view traditional reports. Users will see the report
translation based on their PVL settings.
Note:
Administrators can view the multilingual report history to ensure that the reports are displaying correctly.

14.4.1 To configure viewing preferences
The default setting for Product Locale and Preferred Viewing Locale is set to Use browser locale. If
you want to choose another locale, you can set your PVL in the Central Management Console.
1. Click Preferences.
The "Preferences" dialog box appears.
2. In the CMC Preferences view, select your preferred Product Locale from the list.
Note:
Only installed Language Packs will display in the Product Locale list.
3. Select your preferred Preferred Viewing Locale from the list.
The Preferred Viewing Locale list will display all possible locale choices.
4. Click Save.
Note:
Users must log out and log back in before the updated viewing preferences will apply because report
view instances are cached in the user's browser session.

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Creating Accessible Reports


15.1 About accessibility
When you create Crystal reports for a large audience across the organization—and around the
world—you need to account for the diverse needs of that audience. Report designers often create
reports for specific languages, countries, job tasks, or work groups, but it is also important to consider
the accessibility requirements of users.
Report users may have physical, sensory, or cognitive limitations that affect their ability to access the
Web. They may not be able to see, move, or hear. They may have low vision or limited movement.
Some people have dyslexia, color-blindness, or seizure disorders; others have difficulty reading or
understanding text. They may have a combination of disabilities, with varying levels of severity.
People with disabilities often use assistive technologies: products or techniques that help people perform
tasks they cannot perform otherwise. Assistive technologies include adaptive software programs such
as screen readers (which translate text into audible output), screen magnifiers, and speech-recognition
software. People with disabilities may also use special browsers that allow only text or voice-based
navigation. They may use assistive devices such as refreshable Braille displays, or alternative keyboards
that use “sip-and-puff” switches or “eyegaze” technology.
To meet the reporting needs of people with disabilities, your reports should be designed to work with
as many assistive technologies as possible.
Despite the wide range of potential accessibility issues, you can use the techniques described in this
section to create reports that are useful for everyone.

15.1.1 Benefits of accessible reports
As more business and government leaders adopt new standards for delivering web content to people
with disabilities, accessible design is becoming critical to information management and delivery.
Accessible design provides many benefits:
•

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Accessible reports are easier for everyone to use.

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Many accessibility guidelines result in improved usability. An accessible report must provide logical
and consistent navigation. Its content must be clearly written and easy to understand.
•

Accessible reports are more compatible with a variety of technologies, new and old.
Accessible content is easier to export to simple formats that are more compatible with mobile phone
browsers, personal digital assistants (PDAs), and other devices with low-bandwidth connections.
Some people may not have a keyboard or a mouse. They may have a text-only screen, a small
screen, or a slow Internet connection. Accessible design makes it easier for people with limited
technology to access information.

•

Accessible content is easier to reuse for other formats.
In the viewers, accessible reports are more accurately copied or exported to other formats.

•

Accessible reports improve server efficiency.
You may reduce the number of HTTP requests on the server, by providing clear navigation so people
can find. what they need faster. Providing text-only alternatives can reduce the number of graphics,
which take up valuable bandwidth.

•

Recent initiatives indicate a worldwide trend towards providing accessible web content.
More companies are making accessibility a requirement for their web content. Accessibility is quickly
becoming an essential part of web content delivery.

•

You may be legally required to provide accessible content.
Each year, more countries introduce anti-discrimination laws that ensure equal opportunities for
people with disabilities. Even if you are not legally required to meet accessibility guidelines, you may
want to do business with an organization that is required to adhere to them.

•

Creating accessible reports is easier than modifying existing reports to make them accessible.
If you build accessible features into your reports now, it will be significantly less expensive than to
redesign existing reports later.

15.2 Improving report accessibility
To begin improving the accessibility of your Crystal reports, start with accessibility guidelines that are
quick and easy to implement. A small change in your design conventions or company template may
have a significant impact on accessibility.
Simple navigation and clearly-written content are critical for accessibility, but they are easy to implement
and useful for all report users.
The following sections provide tips and guidelines on how to design reports with accessibility in mind.
•

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Placing elements in reports

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•

Text

•

Color

•

Navigation

•

Parameters

15.2.1 Placing elements in reports
There are a few general guidelines to keep in mind when you place elements on a report.
When you place elements on reports, make sure their placement is clear and logical, especially when
you need to imply a relationship between two elements in a report. For example, if you include a text
description of a chart, ensure that it is close enough to the chart to make the connection clear.
Many assistive technologies read from left to right and from top to bottom; therefore, if you include a
text description and title for a chart, you should decide which one you want the user to read first. This
will ensure that the elements in a report are read in the correct order.

15.2.1.1 Placing elements in order
When you publish a report to SAP BusinessObjects Enterprise, the HTML version organizes the elements
in the report according to the consecutive order that you added them in Crystal Reports, not according
to where they were positioned on the report. The report appears the same on the screen, but the
underlying HTML code lists the reports elements in the order they were inserted. Instead of reading the
report from left to right and top to bottom, screen readers and other assistive devices may follow the
order specified in the HTML. To make a report accessible, you must add elements to reports in the
order that you want a screen reader to read them.
For example, you place Quarter, Year, and Invoice objects in the "Body" section and then add the report
title “Invoices by Quarter” to the "Report Header". When you publish the report to SAP BusinessObjects
Enterprise, it looks the same as it did in Crystal Reports, but the underlying HTML displays the result
object headings first, followed by the title. Instead of reading the report title first, a screen reader reads
the headings first: “Quarter, Year, Invoice, Invoices by Quarter”.
To avoid this, insert the “Invoices by Quarter” title first. Before you add the data table, you could provide
an introductory text element that describes the table. Finally, add the result objects to the "Body" section.
The report will now make more sense in a screen reader, which will read the following information before
reading the data:
“Invoices by Quarter. The following table lists our invoices for each quarter. Quarter, Year, Invoice.”
To create accessible reports, you must plan the order of your report before you begin working in Crystal
Reports. Plan it on paper. Make sure you know which elements you want to add and where you want

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them. Include all calculations, images, and charts on your plan. When you create a new report based
on your plan, you can start adding elements from the upper left corner and work your way to the bottom
right corner of the report. Once the elements are placed, you can make changes to them afterwards
without affecting their order.
Note:
If you create a text-only alternative of your report, add it to your report as a subreport and, most
importantly, add the subreport before you add any other element to your report.
After you add all elements to the report, you can test their placement order by tabbing through the
elements.
Related Topics
• Text

15.2.2 Text
The most common accessibility issue encountered by report designers is also one of the easiest to
resolve: providing text-only versions of non-text elements. A non-text element is an element that conveys
meaning through a picture or sound. Non-text elements include pictures, charts, graphical buttons,
graphical representations of text, sounds, animations, and audio or video clips.
People who use assistive technologies are accustomed to text-only substitutes and, therefore, will
respond well to the text-only alternatives you provide.
There are a number of ways you can use text to substantially improve your reports' accessibility:
•

Provide text equivalents for elements in reports.

•

Provide text alternatives for reports.

•

Ensure that text is written and formatted clearly.

Text is a useful tool for creating accessible reports. Most assistive technologies require text input,
including screen readers, speech synthesizers, and Braille displays. You can easily resize and format
text, and text is the most flexible medium for import and export.

15.2.2.1 Providing text equivalents
When you create reports, there are many opportunities to use text equivalents to clarify non-text
elements.
•

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Place a descriptive text element next to a non-text element, and be sure to add them to the report
in consecutive order (for more details see Placing elements in order).

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Whenever possible, a text equivalent should communicate the same information as its corresponding
element in the report. If a report displays data in a pie chart, for example, include a text box next to
the chart that summarizes its contents.
Describe the purpose of the non-text element. For example, if an image performs an action when
you click it, describe the action. For a button that opens your web site, provide a text box labeled
“Click to view our web site”.
•

If a report includes audio links, provide a transcript for significant audio clips.

•

If a report links to a multimedia or video presentation, provide a transcript. You may also want to
provide captioning for the audio portion and an audio description of the visual portion. Captioning
should be synchronized with the audio.

15.2.2.2 Providing text-only alternatives
If there are too many non-text elements on a report, or if you do not have the resources to integrate
accessible design into all of your reports, then you can provide complete text-only alternatives. For
reports that represent data using only charts and graphics, for example, you can provide a link to a
text-only alternative that provides the same data in data tables and text elements.
Whenever possible, a text-only alternative should provide the same information as the original report.
The information conveyed through images in the main report should also be described using text
elements on the alternative report.
Note:
If you cannot produce a complete text-only version of the report, you can still improve accessibility by
providing a descriptive summary of key information or conclusions illustrated by the report.
It is good practice to provide the text-only alternative on a subreport, linked from the top left corner of
the main report, so the user has the opportunity to switch to the text-only version as soon as possible.
Add the subreport to the report before any other element to ensure that a screen reader will read it first.
If you want the subreport link to appear only for people using screen readers or similar software, you
can create a subreport link that is the same color as the background color. The link will appear as a
small blank space, but a screen reader will read the text for the link.

15.2.2.2.1 To add a text-only alternative to a subreport
1. Create a text-only version of the report and save it.
2. Open a new report.
3. On the Insert menu, click Subreport.
4. In the "Insert Subreport" dialog box, select Use existing report and click Browse to locate the report
you created in step 1.
5. Click Next.
6. If necessary, define the links between the main report and the subreport, and then click Finish.
7. Right-click the subreport and then choose Format Subreport.

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8. In the Format dialog bpx, on the Subreport node, select On-demand.
9. To hide the subreport link, on the Font tab, choose the color that matches the background color of
the report.
Note:
Instead of hiding the subreport link, you can conditionally suppress the section that contains the
subreport.
10. Click Close.

15.2.2.3 Using punctuation
To improve the logical flow of spoken text, you may need to add extra punctuation to create pauses.
Without extra punctuation, screen readers may read several text elements as one continuous sentence,
making the content difficult to understand. For example, information in data sources may be read without
stop. To prevent this, you can break up information in data sources by inserting periods between result
objects.
Certain punctuation marks are read aloud, which may be distracting if used too frequently. For example,
when a screen reader reads a colon “:”, it may read it aloud as “colon” instead of a pause. You can
change the amount of spoken punctuation in your screen reader's settings.
To troubleshoot your report's punctuation, it is good practice to read the report using a screen reader.
Do elements run together too quickly? Or are there too many pauses? Are any punctuation marks read
aloud? Does this improve or deter from the usability of the report?

15.2.2.4 Formatting text
After you create text equivalents or alternatives for non-text elements, ensure that the text is clearly
written and easy to read. Observe the following design guidelines:
•

Use a larger font.
Although people with visual impairments can use the Zoom feature to increase the size of the report,
they will not need to magnify the report as much if the font size is larger. For example, chart labels
or legends can appear in a small font by default. For general legibility, it is good practice to use a
font larger than 8 point. For accessibility, ensure that text is larger than 11 point.

•

Use a sans serif font.
Simple fonts such as Arial and Helvetica can be easier to read than serif fonts like Times or Palatino.

•

Choose left or justified alignment.
Left-aligned or justified text is easier to read than centered or right-aligned text.

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•

Ensure that text follows the guidelines for color usage. For details, see Color.

Note:
You can allow users to choose different font settings using a parameter and conditional formatting. For
details, see Accessibility and conditional formatting.

15.2.2.5 Finding the right balance between text and non-text elements
Text equivalents are very flexible and often the best solution for accessibility, but they are not always
necessary or preferred.
Not all non-text elements require text equivalents. You need to include text alternatives only for non-text
elements that provide information or navigation elements that the user cannot do without. Images used
for decorative purposes do not need a text description. If a report has a watermark image that acts as
a background for the data, you do not need to provide a text equivalent. Adding text descriptions for
decorative elements can produce unnecessary clutter.
Text versions of visual or auditory elements in reports should be used as a complement to the
element—not as a replacement. You do not need to remove non-text elements. Visual elements in
reports can be very helpful, especially for people with learning disabilities such as attention deficit
disorder, or for people who are deaf. People with hearing impairments may be accustomed to visual
communication such as sign language, and may find images more useful than text.
No one presentation method can meet the needs of all users. Audio clips can be very useful for people
with visual impairments, but people with hearing impairments will be unable to use them. To help both
groups, provide a combination of audio and text. Multimedia presentations may provide audio information
for people with visual impairments, as well as video information for people who are deaf or hard of
hearing. Multimedia presentations are particularly effective for people with attention deficit disorder.
However, people with certain mental health disabilities may be distracted by visual or audio elements.
The best approach is to communicate the same information with both text and non-text elements. Add
descriptive text to support the images, and add images that support the text.
If text elements begin to overwhelm your report, you may want to provide a complete text-only version
in a separate report or a subreport. For details, see Providing text-only alternatives.
To learn more strategies on how to choose presentation methods that meet the needs of a variety of
audiences, see Designing for flexibility.

15.2.3 Color

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The colors you choose for elements in reports can have a significant impact on accessibility for people
with visual impairments, low vision, or color blindness. Ensure that your reports can be understood
when viewed without color.

15.2.3.1 Contrasting colors
Users with limited vision may be unable to distinguish between colors. To test the color contrast in your
report, print or view a black and white copy. You should be able to distinguish between values or objects
displayed in different colors (in a pie chart, for example).
If you cannot distinguish between colors on the report, try different colors or use gray shading. If this
does not resolve the issue, you can change other characteristics.
For text, use the "Format" dialog box to change the font, size, or style. You can add borders, underlining,
or background shading to differentiate text elements from each other.

15.2.3.1.1 To convert a chart into black and white
1. Select the chart and choose Chart Expert from the Format menu.
2. In the Chart Expert, click the Options tab.
3. In the "Chart color" area, select Black and white, and then click OK.
The chart colors convert to a variety of high-contrast pattern and color fills.

15.2.3.1.2 To change the fill for a chart value
1. Select the chart, then click the shaded area you want to change.
2. On the Chart menu, point to Chart Options, and then click Format Background.
3. In the Format Background dialog box, on the Fill tab, choose a color and click Pattern.
4. In the Choose A Pattern dialog box, click a pattern, then click OK.
Note:
You can also select a texture, gradient, or picture as a fill for the chart value. See the Chart Help for
more information.

15.2.3.2 Using color to convey information
Do not use color as the only identifying characteristic for critical information in a report.
For example, a text object may instruct users to “click the green button” to open a subreport. Users with
limited vision cannot tell which button is green. The button should be recognizable by another defining
characteristic besides its color. For example, you can change the button graphic to a shape that is not

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used elsewhere on the report, and instruct users to “click the green arrow button”. This solution provides
color information for people who can distinguish colors, and extra information for people who cannot.
Other common situations where color may be used to provide important information include:
•

Highlighting
To highlight particular values in a table, do not change only the color of the value. If you highlight
outstanding invoices in red, for example, they may look the same as the paid invoices to someone
with limited vision. In the Highlighting Expert dialog box, change a font characteristic other than
color, such as font style.

•

Hyperlinks
Using color as the only method for identifying hyperlinks may also cause problems for color-blind
users. When you print your report in black and white, check the hyperlinks to ensure that they are
still visible.

•

Identifying important areas of the report
Do not organize a report by using color as a background or as a separator between different sections
or areas. Instead of using color to identify sections, establish clear and consistent navigation for the
entire report.

15.2.4 Navigation
As with other aspects of accessible design, providing several alternative navigation methods can help
you meet the reporting needs of more people. Simplicity is critical for intuitive navigation; just maintain
clarity and consistency.
You may want to use report parts to navigate a report (or to connect several reports). If you provide a
series of links in a page header, keep in mind that screen-reading software will reread the navigation
information every time the user refreshes the page or views a new page. In this case, simple navigation
is preferable.
For a large report, you could provide a list of navigation links as a table of contents in the report header.
More extensive navigation can be useful when you have a large volume of data. To allow users to skip
the list, you could start with a “Skip the table of contents” link that jumps ahead to the first page header.
In general, report navigation should follow these guidelines:
•
•

Provide information at the start of the report that describes the layout and navigation.

•

Use navigation consistently.

•

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Identify the target of each link.

Provide the opportunity to skip repetitive navigation links.

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15.2.5 Parameters
When you include parameters in a report, make sure they are clear and simple. Although parameters
can be a useful tool for providing accessible content, they can also introduce several accessibility
concerns. It is important to test all parameters for accessibility.
Parameters should follow these guidelines:
•

Provide a list of default values for the user to choose from.
Avoid requiring the user to type a value for a parameter. When users provide their own values, they
need to make sure the format of the value will be recognized by the parameter field. A list of default
values is easier to use, and it ensures that the user chooses from values with valid formats.

•

Try to avoid complex parameters.
A complex parameter field may be more accessible when it is broken down into multiple parameters.
When you test the accessibility of your parameters, pay particular attention to parameters that require
a range. It may be easier to understand if you provide two parameters that prompt for discrete values
for the top and bottom of the range, rather than ask the user to choose both values in the same
parameter field.

•

For date fields, do not allow users to choose their own values.
The calendar used to select date values is not currently accessible. Provide a pick-list of default
date values. Using a list of default values also helps avoid invalid date formats.

15.3 Designing for flexibility
Flexibility is the key to providing accessible reports. Because different users require different levels of
accessibility, it is good practice to provide a variety of presentation styles and methods to meet the
needs of as many people as possible. For a detailed report, however, you may not be able to provide
multiple presentation styles without cluttering the report with extra objects.
To address this problem, plan the degree to which you want to integrate accessible formats into your
reports. You can provide accessible formatting for each object, for each section, or as a subreport. You
can then allow users to choose their own accessibility options using a parameter that prompts them to
choose whether or not to display accessible formats.
Using this parameter, you can conditionally format objects, or conditionally suppress sections that
address different access needs. Or you can provide different display options by using subreports.

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15.3.1 Accessibility and conditional formatting
Using the accessibility parameter in simple formulas, you can provide multiple formats for any object
in a report. If a user chooses “Yes” when prompted by the parameter, the conditional formulas will
ensure that the objects are modified with accessible formatting conventions. If a user chooses “No”,
then the report appears without accessible formatting, perhaps in the standard company template.
For accessible text formatting, you can follow the guidelines suggested by this section and by the W3C,
or you can survey your report users to determine the formats that work best for them. After you determine
the formatting options you want to use, you can create conditional formulas that define the options. For
example, you can display all database fields in a large Arial font, in white text on a black background,
with the Can Grow option enabled.
The following procedure creates a conditional formatting formula based on the ?Access parameter.
The formula increases the font size if the ?Access parameter is set to “Yes”. You can use similar formulas
to change colors, add borders, or enable the Can Grow setting. For complete instructions on conditionally
formatting fields and using the Format Formula Editor, see the Crystal Reports Online Help.
Note:
If text objects are too small to accommodate the enlarged font, you can use a similar conditional
formatting formula to enable the Can Grow setting, which appears on the Common tab of the Format
Editor.

15.3.1.1 To apply accessible settings to font size conditionally
1. Open the report in the Structure mode of Crystal Reports.
2. In the "Body" section, right-click the object you want to conditionally format, and select Format.
3. In the "Format" dialog box, click the Font tab.
4. Click the Formula button that corresponds to the Size list.
The Format Formula Editor opens a new formula named Font Size.
5. In the Formula text window, type this formula:
if {?Access} = "Yes"
then 20
else 10

This formula ensures that the font size for the currently selected field is increased from 10 point to
20 point when the user chooses to display accessible formatting.
7. Click Close in the "Format" dialog box.

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15.3.2 Accessibility and suppressing sections
Instead of formatting individual objects conditionally, you can create separate sections for accessible
versions of the report content, then use the accessibility parameter field to conditionally suppress
sections. The accessible and non-accessible sections can be suppressed or shown, based on the
parameter value the user selects.
Creating separate sections for accessible versions of report content may be more time-consuming, but
there are a few situations where suppressing sections conditionally can be more practical than formatting
on the object level:
•

If a report contains many objects, suppressing sections may require fewer conditional formulas.

•

Not all settings and features can be formatted conditionally. By suppressing sections, however, you
can make any formatting changes you want.

•

You may want to provide completely different types of information for people viewing the accessible
version of the report. For example, you may want to split visual and audio objects into two different
sections and conditionally suppress them based on the parameter value the user chooses.

15.3.2.1 To suppress an accessible section
1. Right-click the left boundary of the section you want to suppress conditionally, and click Format
Section.
2. In the "Format" dialog box, click the General node and then click the Formula button that corresponds
to Hide.
The Format Formula Editor opens a new formula.
3. In the Formula text window, type this formula:
if {?Access} = "No" then True

This formula selects the Suppress option if the user chooses not to view accessible report content.
5. Click OK in the "Format" dialog box.

15.3.3 Accessibility and subreports

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Accessible report design may become too cumbersome using conditionally formatted objects and
suppressed sections. Two situations in particular may be problematic:
•

To make the report accessible, you may need to change the overall organization of the report
sections, or you may need to provide different objects.

•

If the report contains a large number of objects or sections, it may take too much time to create
conditional formulas for all of them.

For example, if a report contains many non-text objects displayed in a complex series of groups and
sections, you may want to provide a text-only version that uses different objects and a simplified group
structure to meet accessibility guidelines. The easiest way to address this problem is to create a subreport
that displays the accessible version of the report and place the subreport at the beginning of the main
report. For details on creating a text-only accessible subreport, see Providing text-only alternatives.
If you want only screen readers to be able to see the subreport, you can hide it by changing the subreport
link to the same color as the background. Alternatively, you can use the ?Access parameter field to
allow users to choose whether or not the subreport appears in the report. Place the subreport in its own
section and conditionally suppress the section based on the ?Access parameter field. For details, see
Accessibility and suppressing sections.

15.4 Improving data table accessibility
Large tables of data can be difficult to interpret if a person is using a non-visual means of accessing
the web, such as a screen reader. People using screen magnifiers or the Zoom feature may also find
data tables hard to navigate because they cannot see the table headings at all times. It can easily
become difficult to associate the value that a screen reader is reading with the corresponding column
and row headings. Users need to be able to understand the data value's position in the table and its
relationship to other values.
To improve data table navigation, you can use text objects to provide contextual information with each
value. Using conditional formatting or suppression, you can create a report that displays these objects
only if the user chooses to view them. Other design guidelines can help make large tables of data easier
to understand, such as providing summary paragraphs and expanded column headings.
Note:
In these guidelines, the term data table refers to values arranged in columns and rows. In Crystal
Reports, data tables take the form of group or page headings combined with database fields in the
Details section. Do not confuse data tables with database tables, which are data sources used by
Crystal Reports.

15.4.1 Text elements and data table values

373

2012-03-16


You can make a large table easier to understand and navigate by adding text elements that provide
information about each value in the table.
Include whatever information is necessary to establish the meaning and context of the value displayed.
When appropriate, include information that describes column headings or neighboring fields. For
example, if a report displays employee names and salaries, you can add a text element before the
Salary database field that reads “{Last Name}'s salary is”. The user can determine the context and
meaning of the value by reading the accompanying text element.
Ensure that your text elements use punctuation that will make the content easier to understand when
read aloud by a screen reader. Without accessibility-orientated punctuation, data tables may be read
as one long sentence, making navigation and interpretation very difficult. For example, you can add
periods after values so a screen reader will pause between columns and rows. For details, see Using
punctuation.
As with all elements in reports, the order in which you place text elements on the report can affect
accessibility. Screen readers read the elements in the order they were originally added. (For details,
see Placing elements in order.) The correct placement order is critical when you add a text element
that identifies the contents of a particular column in a data table. If you add the text elements at the end
of the design process, they may be read after the columns that they refer to. When you add text elements
that describe values in a report, ensure that you place them on the report in the order that you want
them to be read.
Before you can create an accessible data table, you must plan your report in advance, determining
which elements and result objects you want to include. Because elements must be placed in the order
you want them to be read, planning your content for accessibility is essential. As part of this planning,
it is good practice to choose how you will use text elements to identify data table values. You can simply
add text elements before each result object. Or you can conditionally suppress text elements or use
formulas to combine text elements and values.

15.4.1.1 Labeling data tables with text elements
Before each object, add a text element that describes the object's position in the table. For example,
the text box can provide information about the Employee ID number. When the report is read with a
screen reader, each number is preceded by the brief explanation in the text box.
Providing extra information for each value can make a data table appear cluttered for people without
vision impairments, so you may want to hide the extra text elements by changing the font color to the
same color as the background. The extra text is invisible, but is still detected and read by screen readers.

15.4.1.2 Labeling data tables conditionally

374

2012-03-16


Although adding text elements is relatively easy to implement, it does not address all accessibility
concerns. Invisible text is read by screen readers, but does not help people with limited vision. You can
allow the user to choose whether or not to display text descriptions in the data table by conditionally
formatting or suppressing text elements.
Make sure your report includes an accessibility parameter. For instructions on how to create the ?Access
accessibility parameter, see Designing for flexibility.
You can use the parameter to suppress the text elements conditionally. While it has the same effect
as changing the font color to the background color, conditionally-suppressed text also allows you to
use the parameter to specify other formatting options such as font size and style.
To display the text elements only when the user chooses Yes for the ?Access parameter, the following
report uses a simple conditional formula to enable the Suppress option on the Common tab of the
Format Editor.
{?Access}="No"

The formula must be added for each text element you want to suppress.
When the user chooses Yes for the ?Access parameter, the text elements are not suppressed; the data
table displays text descriptions.
When the user chooses No for the ?Access parameter, the conditional formula suppresses the text
elements, leaving spaces in the report in place of the text elements.

15.4.1.3 Labeling data tables with formulas
Another method for adding explanatory text to a data table is to create formulas that combine text, result
objects, and conditional formatting. By adding the text and the result objects together in a conditional
formula based on the Access parameter, you can provide optional text for values in a table without
leaving blank spaces in the report. Using formulas also reduces the number of elements on the report,
making it easier to maintain the proper placement order.
Note:
Do not use this method if the report has summary objects or calculated objects. Although formulas
provide the best display of data, they can interfere with calculations because the data is converted to
text.
You can create a report that uses formulas in the Details section that combine the result objects and
the extra text. When the user chooses Yes for the ?Access parameter, each formula builds a string that
includes the description and the value.
The following formulas show examples of the types of formulas that you can create:
@Employee ID
If {?Access}="Yes" then "Employee ID "
+ ToText({Employee.Employee ID},0) + ". "
else ToText({Employee.Employee ID},0)

375

2012-03-16


@Last Name
If {?Access}="Yes" then "Employee last name is "
+ {Employee.Last Name} + "."
else {Employee.Last Name}

@Salary
If {?Access}="Yes" then {Employee.Last Name} + "'s Salary is " + ToText({Employee.Salary}) + "."
else ToText({Employee.Salary})

Notice the added punctuation. The periods at the end of each formula improve screen reader legibility
by creating a pause between objects.
Note:
•
•

The report also uses the ?Access parameter to enable the Can Grow option and increase the font
size.
In @Employee ID, ?Access parameter has been set to "0" to enable the Can Grow option and
increase the font size.

When the user chooses No for the ?Access parameter, the formula returns only the data. The report
does not display blank spaces in place of the conditional text elements. Both versions of the report are
easy to read.

15.4.2 Other data table design considerations
In addition to labeling data values with text elements, other report design techniques can help you
create data tables that are easier to understand and navigate.
•

Include an introductory paragraph that summarizes the content of the table. The summary should
be brief: one or two sentences if possible.

•

Ensure that headings provide enough information to clearly identify the values that they label.

•

To test a table's accessibility, read its headings and values in a linear fashion from left to right and
from top to bottom. For example, if a report displays last and first name objects for each customer,
it may read better if it displays first name followed by last name. Whenever possible, test the report
using assistive technologies such as screen reading software.

The final accessible report includes a summary of the data table.
To display the table summary conditionally, the report designer divided the Page Header into two
sections. The first page header is suppressed when the ?Access parameter is set to No. The second
page header is suppressed if the user chooses Yes. For details, see Accessibility and suppressing
sections.

376

2012-03-16

Report Coexistence Between Versions of SAP Crystal Reports

Report Coexistence Between Versions of SAP Crystal
Reports

The new Crystal Reports for Enterprise engine coexists with the Crystal Reports 2011 engine in SAP
BusinessObjects XI 4.0. Coexistence provides backward compatibility, allowing you to continue to use
existing reports with the new technology or migrate your reports to take advantage of the new features.
You only need to install and run the servers necessary to access the features of Crystal Reports you
want, which will reduce the resources needed to run SAP BusinessObjects.

16.1 Versions of SAP Crystal Reports
There are two versions of Crystal Reports in SAP BusinessObjects XI 4.0.
Crystal Reports 2011
Crystal Reports 2011 is the newest version of the standard Crystal Reports. Crystal Reports 2011 is
backwards compatible with all existing reports and supports the same data sources as Crystal Reports
2008. You do not have to transfer your reports to Crystal Reports for Enterprise unless you want access
to its new features or the Common Semantic Layer.
Crystal Reports for Enterprise
Crystal Reports for Enterprise allows for reporting on Common Semantic Layer data sources: SAP,
Universes (unx), and Analysis Views. Crystal Reports for Enterprise comes with a new engine and
designer.

16.2 Reports processed separately
SAP BusinessObjects Enterprise (BOE) runs Crystal Reports 2011 and Crystal Reports for Enterprise
on separate engines:
• Reports saved in SAP Crystal Reports 2011 run on Crystal Reports 2011 servers.
• Reports saved in SAP Crystal Reports for Enterprise reports run on SAP Crystal Reports for Enterprise
servers.
Both servers can be configured and run separately for increased user control.

377

2012-03-16


Note:
For more information on server configuration, see the SAP BusinessObjects XI 4.0 Administrator's
Guide.
Universes
BOE XI 4.0 has two types of universes:
• unv: Created with the universe designer and consumed by Crystal Reports 2011.
• unx: Created with the Information Design Tool and consumed by SAP Crystal Reports for Enterprise.
Note:
See the Information Design Tool entry to learn more about creating unx universes.
Server List
Crystal Reports uses the following servers:
Crystal Reports servers shared by both 2011 and next-generation stacks
•

Crystal Reports Cache Server

Crystal Reports servers using the Crystal Reports 2011 stack
•
•
•

Crystal Reports 2011 Processing Server
Crystal Reports 2011 Job Server
Report Application 2011 Server

Crystal Reports servers using the next-generation Crystal Reports stack
•
•

Crystal Reports Processing Server
Crystal Reports Job Server

16.3 Update existing reports
Crystal Reports for Enterprise designer allows you to create regular Crystal reports in Crystal Reports
for Enterprise. Opening older reports in Crystal Reports for Enterprise designer brings up a wizard to
help you connect your report to the Common Semantic Layer. The wizard will note any problems that
may appear in your report as a result of this transfer.
Common problems include missing features, such as:
• Maps
• OLAP Grids
• Custom Functions
• UFLs
You should ensure that your report continues to function after connecting to the Common Semantic
Layer before proceeding.

378

2012-03-16


16.4 Disabling the "Convert Date-Time Field" option
When you open an older report that uses the "Convert Date-Time Field" option, Crystal Reports for
Enterprise displays a warning message.
The "Convert Date-Time Field" option is used only in reports that were created in Crystal Reports version
9 or earlier (versions of Crystal Reports released before 2002). It converts the data type of Date-Time
fields from string to DateTime. The specified setting still applies when you open the report in Crystal
Reports for Enterprise, but you cannot view the setting or change it.
To resolve this issue, disable the option by doing the following:
1.
2.
3.
4.

Open the report in Crystal Reports 2011.
Click File > Report Options.
In the "Report Options" dialog box that opens, disable the Convert Date-Time Field option.
Save the report.

You can now open this report normally in Crystal Reports for Enterprise.

16.5 Audit reports
In addition to the standard administrative information, audits also show whether reports are running on
Crystal Reports 2011 servers or Crystal Reports for Enterprise servers. This information allows
administrators to determine which servers to keep running when migrating to Crystal Reports for
Enterprise.
Note:
For information on accessing report audits, see the SAP BusinessObjects XI 4.0 Administrator's Guide.

379

2012-03-16


380

2012-03-16

More Information

More Information

Information Resource

Location

SAP product information

http://www.sap.com
http://help.sap.com/businessobjects

SAP Help Portal

Access the most up-to-date English documentation covering all SAP
BusinessObjects products at the SAP Help Portal:
• http://help.sap.com/bobi (Business Intelligence)
• http://help.sap.com/boepm (Enterprise Performance Management)
• http://help.sap.com/boeim (Enterprise Information Management)
Certain guides linked to from the SAP Help Portal are stored on the SAP
Service Marketplace. Customers with a maintenance agreement have
an authorized user ID to access this site. To obtain an ID, contact your
customer support representative.
To find a comprehensive list of product documentation in all supported
languages, visit:http://help.sap.com/boall.
http://service.sap.com/bosap-support

SAP Support Portal

The SAP Support Portal contains information about Customer Support
programs and services. It also has links to a wide range of technical information and downloads. Customers with a maintenance agreement
have an authorized user ID to access this site. To obtain an ID, contact
your customer support representative.
http://www.sdn.sap.com/irj/sdn/bi-sdk-dev

Developer resources
https://www.sdn.sap.com/irj/sdn/businessobjects-sdklibrary

SAP BusinessObjects articles on
the SAP Community Network

381

http://www.sdn.sap.com/irj/boc/articles
These articles were formerly known as technical papers.

2012-03-16

More Information

Information Resource

Location

https://service.sap.com/notes
Notes
These notes were formerly known as Knowledge Base articles.
Forums on the SAP Community
Network

https://www.sdn.sap.com/irj/scn/forums
http://www.sap.com/services/education

Training

From traditional classroom learning to targeted e-learning seminars, we
can offer a training package to suit your learning needs and preferred
learning style.
http://www.sap.com/services/bysubject/businessobjectsconsulting

Consulting

382

Consultants can accompany you from the initial analysis stage to the
delivery of your deployment project. Expertise is available in topics such
as relational and multidimensional databases, connectivity, database
design tools, and customized embedding technology.

2012-03-16

Index
3D Surface chart 197

A
absolute formatting 139
Access queries, opening 105
through ODBC 104
accessibility 361
benefits 361
Crystal Reports 361
design considerations 362
accounting conventions 143
alerts 38
adding 38
alignment, modifying for cells 222
Analysis view
connecting 63
area chart 197
arithmetic operators
Crystal syntax 330
array data types, Crystal syntax 318
array functions
Crystal syntax 327
assignment operator
Crystal syntax 313
assistive technology 361
attribute properties, conditional 148
audits
reports 379
auto generate report 89
OLAP data sources 89
relational data sources 89
auto-arranging
charts 217
automatic type conversions, Crystal
syntax 324

B
background colors, formatting
(rows/columns) 223
bar chart 197
BI platform
publishing reports to 232
blank lines
deleting with multiple sections 157
Boolean operators
Crystal syntax 331
borders
adding to objects 139

383

Bottom N
selecting groups 184
selecting percentages 184
bound actions
enabling 154
using 154
Box Plot chart 197
boxes 141
adding 140
editing 140
formatting 141
inserting 141
bubble chart 197

C
calculated members 77
cross-tabs 226
adding blank 227
calculation formulas 227
changing processing order 227
group value formulas 228
header formulas 229
insertion formulas 229
captions, adding to subreports 354
cascading parameter groups 277
cells
modifying
alignment 222
width/height 222
changing data sources 55, 66
charts 197
auto-arranging 217
charting concepts 197
creating 208
on cross-tab totals 211
trendlines 215
definitions 197
drilling down 208
dual axis charts 216
editing 212
changing axis options 213
changing series options 213
formatting 212, 213
conditionally 214
group type "for all records"
required values 206
group type "for each record"
required values 204

charts (continued)
group type "on change of"
required values 201
keyboard shortcuts 22
placing 207
specifying
category 200
label 200
series 200
total 200
type 200
types
3D Surface 197
area 197
bar 197
Box Plot 197
bubble 197
doughnut 197
funnel 197
Gantt 197
gauge 197
histogram 197
line 197
numeric axis 197
pie 197
radar 197
Scatter 197
Tag Cloud 197
Tree Map 197
working with 212
coexistence
reports 377
audits 379
processed separately 377
updating existing 378
versions of SAP Crystal Reports
377
color
accessibility 367
contrast 367
Comma Seperated Values (CSV)
exporting to 265
comments
Crystal syntax 309
comparison operators
Crystal syntax 331
conditional
messages in form letters 161
on/off properties 147
operators 146

2012-03-16

Index

conditional (continued)
running totals 192
values 146
conditional attribute properties 148
conditional formatting 146
accessibility 371
changing element width 151
changing X position 151
charts 214
creating page footers after first
page 150
page margins 149
pictures 152
using Crystal syntax 328
configuration properties
export
in SAP BusinessObjects
Business Intelligence
platform 252
in SAP Crystal Reports for
Enterprise 238
connecting to an SAP BusinessObjects
Business Intelligence platform
server 232
contrast, color 367
control structures
Crystal syntax 332
cross-tabs 219
advanced features 225
adding blank 227
changing processing order 227
header formulas 229
creating 220
displaying hierarchies 225
embedded totals 229
formatting 222
individual elements 223
row/column background color
223
several elements at a time 223
hiding
data 224
empty rows and columns 224
grand totals 224
inserting charts 211
modifying
cell alignment 222
cell width/height 222
preventing page breaks 222
printing cross-tabs that span
multiple pages 221

384

cross-tabs (continued)
repeat row labels 222
totals
display direction 224
values as percentages 221
working with 221
Crystal Reports 13
versions
coexistence 377
Crystal syntax 308
array data types 318
assignment operator 313
Boolean values 315
comments 309
control structures 332
currency 314
DateTime values 315
expressions 311
multiple 311
formulas 308
functions 325
array 327
date ranges 326
evaluation time 327
non reporting-specific 326
summary 326
fundamentals 308
if expressions 313, 332
looping
For Loop syntax 337
for loops 337
safety mechanisms 341
while loops 339, 340
numbers 314
objects 310
operators 330
arithmetic 330
Boolean 331
comparison 331
null objects 331
order of precedence 330
range data types 316
select expressions 336
simple data types 314
sizing limitations 342
strings 315
variables 318
array 322
automatic type conversions 324
declaring 319
scope 320
CSV
exporting to 265
custom values in parameters 279

D
data
cross-tabs 219
formatting 40
accessibility 373
grouping 173, 174
custom 174
hierarchically 179
into intervals 177
on first letter of name 178
placing on report 34
showing different views with
subreports 355
sort objects 169
sorting 169, 171
records within groups 176
specified order 173
totaling grouped 182, 183
Data Explorer 17
data passing links 345
linking subreports to main reports
350
modifying record selection formulas
351
data sources
adding 55, 66
changing 55, 66
connecting
to a universe 61, 63
to an Analysis view 63
to an SAP BEx query 62
connections 61
mapping objects 55, 66
OLAP
relational
removing 55, 66
SAP BW 62
selecting 31
setting up ODBC 106
verifying 123
database tables 64
adding to a report (ODBC) 64
date elements
formats on a Japanese system 139
date range functions 326
deleting
blank lines 157
formulas 292
interactive filters 274
parameters 279
designing reports 45
accessibility 362

2012-03-16

Index

designing reports (continued)
adding 42
a title page 42
comments 43
creating prototypes 50
deciding on content 45
determining structure 47
finding data 47
formatting
data 40
grouping 41
inserting 37
hyperlink objects 37
predefined objects 36
text elements 36
manipulating data 48
placing
data 34
formulas 35
parameters 35
picture elements 37
running total objects 35
printing characteristics 49
sorting 41
stating purpose 46
totaling 41
discrete values in parameters 280
distributing
reports 232
through SAP BusinessObjects
platform 232
document properties functions
Crystal syntax 328
doughnut chart 197
drilling down
on charts 208
dual axis charts 216

elements (continued)
variable-length 157
emailing
reports 234
embedded objects
hiding blank lines 133
embedded totals
cross-tabs 229
enabling bound actions 154
enforced both 116
enforced join options 116
enforced both 116
enforced from 116
enforced to 116
not enforced 116
equal link 116
error messages
formulas 298
semantic 162
evaluation time functions 327
examples in documentation
understanding 14
exporting
configuration properties
in SAP BusinessObjects
platform 252
in SAP Crystal Reports for
Enterprise 238
Excel
page-based 235
format types 235
reports 235
to HTML 265
to Separated Values (CSV) 265
expressions
Crystal syntax 311
select 336

E

F

Edit Mask, using in parameters 283
editing
managed reports 232
elements
accessibility 363
changing width conditionally 151
formatting
individual in cross-tab 223
several at a time 223
repeating on horizontal pages 144
selecting multiple 135
text 36, 159
in form letters 159

filters 79, 96
combining 83, 101
with And or Or operators 82,
100
with prompts 81, 99
creating 79, 97
interactive 273
lists of values 282
reference to operators 81, 99
subreports 344
Find 18
folders
selecting 32
fonts
changing conditionally 149

385

fonts (continued)
TrueType 138
for loops (Crystal syntax) 337
form letters 158
creating 159
creating with text elements 159
inserting a date 159
inserting address 160
printing conditional messages 161
salutations 160
format dialog boxes 19
charts 212
Format Painter 152
formatting 125
absolute 139
accessibility 366
accounting conventions 143
blank lines
adding conditionally 158
boxes 140, 141
cells
alignment 222
width/height 222
charts 213
conditional 139, 146
cross-tabs 222
elements individually 223
row/column background color
223
crosstabs
several elements at a time 223
data 40
deleting blank lines 157
elements
repeating on horizontal pages
144
lines 140
objects
borders, color, and shading 139
properties 139
shapes 141
subreports 347
using the Format Painter 152
with Boolean formulas 147
formula compiler warnings 298
Formula Workshop 287
accessing 288
buttons 289
formula text window 289
Navigation panel 288
Objects Panel 288
formulas 285
Boolean 147
components 286
creating 291
running totals 194

2012-03-16

Index

formulas (continued)
Crystal syntax 308
array data types 318
comments 309
control structures 332
expressions 311
functions 325
fundamentals 308
if expressions 332
looping 337
objects 310
operators 330
order of precedence 330
print state 327
range data types 316
select expressions 336
simple data types 314
sizing limitations 342
variables 318
debugging 293
deleting 292
specifications 293
Document Properties functions
(Crystal syntax) 328
editing 292
incorporating parameters 283
inserting 35, 292
looping
For Loop syntax 337
modifying 291
removing 293
searching and replacing text 292
types 287
typical uses 285
with parameters 270
full outer join 115
functions
array
Crystal syntax 327
conditional formatting
Crystal syntax 328
Crystal syntax 325
date ranges
Crystal syntax 326
document properties
Crystal syntax 328
evaluation time
Crystal syntax 327
non reporting-specific, Crystal
syntax 326
print state
Crystal syntax 327
summary
Crystal syntax 326

386

funnel chart 197

G
Gantt chart 197
gauge chart 197
greater than link 117
greater than or equal to link 119
group footers 16
group headers 16, 186, 187
creating 187
drilling-down 188
standard group headers 187
suppressing 188
Group Tree 18
grouped data, isolate information 42
grouping 41
data into intervals 177
hierarchically 179
on first letter of name 178
groups 173, 174
calculating percentages 186
creating
running totals 191
running totals using formulas
194
custom 174
keeping first group on first page
176
sorting
on totaled values 184
records within 176
specified sort order 173
subtotaling 182
totaling 182, 183
groups and sorts dialog box

H
header formulas 229
headers 187
creating standard group 187
drilling-down 188
live group headers 187
suppressing 188
height, modifying for cells 222
help
online 13
hidden prompts
in parameters 281
hiding 129
blank lines
in embedded objects 133

hiding (continued)
cross-tab data 224
group headers 188
report objects 129
if duplicated 129
when the value is zero 129
report sections 128
sections
to delete space 145
Show on Drill Only 128
hierarchies 75, 91
displaying in cross-tabs 225
SAP BEx queries 90
highlighting exceptions
accessibility 368
histogram chart 197
horizontal pages
numbering 145
repeating elements 144
HTML
exporting to 265
hyperlink objects, inserting 37

I
if expressions in Crystal syntax 313,
332
indenting lines 134
inner join 111
adding additional 274
creating 273
deleting 274
intervals, grouping data 177
isolate 42
on grouped data 42

J
join types 111
full outer 115
inner 111
left outer 112
right outer 113

K
charts 22
elements 21
groups and sorts dialog box 22

2012-03-16

Index

keyboard shortcuts (continued)
moving objects 22
objects 21
miscellaneous 23
Page mode 19
report canvas 20
resizing objects 22
side panels 19
statement editors 23
Structure mode 19

L
left outer join 112
less than link 120
less than or equal to link 121
line chart 197
lines
adding 140
adding blank conditional 158
hiding blank
in embedded objects 133
modifying 140
spacing 136
Link properties 109
link relationships 110
link types 111
equal 116
greater than 117
greater than or equal to 119
less than 120
less than or equal to 121
not equal to 122
linked subreports 344
subreport filters 344
linking
from table 110
one-to-many 110
one-to-one 110
subreports to main reports
with data passing links 350
with subreport filters 349
tables 108
to table 110
linking options 111
linking tables 33
lists of values
dynamic
creating parameters 276
filters 282
null handling 284
separate values and descriptions
278
static
creating parameters 275

387

lists of values (continued)
types 271
working with 275
live group headers
creating 187
logging on to SAP BusinessObjects
Business Intelligence platform 23
loops
safety mechanism (Crystal syntax)
341
LOV 275

M
managed reports
editing 232
margins, page 149
member selector
hierarchies 75, 91
named sets 76, 92
SAP BEx queries 91
selecting universe members 77, 92
universes 74
multi-line, text-based elements 133
multilingual reporting 357
creating templates 358
levels 357
scheduling reports 359
viewing reports 360
multiple column reports 125
multiple sections 157
deleting blank lines 157
multiple values in parameters 279

N
named sets 76, 92
navigating
accessibility 369
Navigation panel
new connections 23
non-text elements
accessibility 364
not enforced 116
not equal to link 122
null handling 284
numeric axis chart 197
numeric values
using accounting conventions 143

O
objects
changing X position conditionally
151
hiding 129
if duplicated 129
when the value is zero 129
inserting
miscellaneous 23
quick reference 72, 93
sorting 169
truncated values 134
Objects Panel
ODBC
opening Access queries 104
ODBC data sources 64, 106
adding tables 64
checking settings for 106
logging off 107
setting up 106
on-demand subreports 353
on/off properties, conditional 147
opening
reports 267
from SAP BusinessObjects
platform 268
from your local computer 267
recently opened 268
operators
arithmetic
Crystal syntax 330
Boolean
Crystal syntax 331
comparison
Crystal syntax 331
conditional 146
null objects
Crystal syntax 331
reference to query filters 81, 99
optional parameters 272
order of precedence
Crystal syntax 330
Outline panel 18

P
page 138
margins 137, 149
size and orientation 137

2012-03-16

Index

page breaks
176
preventing in cross-tab columns
222
preventing in elements 130
preventing in groups 175
preventing in sections 130
page footers 16, 40
creating after first page 150
page headers 16, 40
Page mode 17
page-based Excel format 235
panels 17
parameter queries, Access 105
parameters 269
accessibility 370
creating 272
with dynamic lists of values 276
with static lists of values 275
custom values 279
deleting 279
discrete values 280
Edit Mask 283
groups
cascading 277
incorporating into formulas 283
inserting 35
multiple values 279
optional 272
range values 280
with hidden prompts 281
working with 270
percentages
calculating
groups 186
totals 186
pictures 37
conditional 152
inserting 37, 131
section underlays 131
pie chart 197
placeholder formula 58, 59, 69, 70
pre-printed forms 132
inserting 36
print state functions
Crystal syntax 327
printing
cross-tabs that span multiple pages
221
report area characteristics 49

388

printing (continued)
reports 266
sections 267
problems panel 19
prompts 79, 96, 269
building 80, 98
combining 83, 101
with filters 81, 99
dynamic lists of values 276
hidden 281
static lists of values 275
types 272
properties
conditional attribute 148
conditional on/off 147
prototypes, developing on paper 50
publishing
reports to SAP BusinessObjects
Business Intelligence platform
233

Q
queries
combined 84
copying specifications 88, 103
designing 71
editing 88, 89, 103
filters 79, 96
generate report
relational data sources 89
incompatible 83
object quick reference 72, 93
pasting specifications 88, 103
prompts 79, 96
properties 86
SAP BEx
building 90
connecting 62
data selection 90
designing 90
selecting context 84
simple 84
sorting 79, 96
universe queries
building 71
data selection 71
designing 71
View Script 88, 103
Query Panel
building 71
data selection 71
functions 85, 101
generate report 89
sorting 79, 96

R
radar chart 197
range data types (Crystal syntax) 316
range values in parameters 280
re-importing subreports 348
record selection formulas
modifying with data passing links
351
records
creating running totals 191
linking relationships 110
sorting 169
within groups 176
relational data sources
Report Bursting Indexes
choosing result objects to index
124
report canvas 15
report footers 16
report headers 16
report sections 155
characteristics 125
group footer 16
group header 16
page footer 16
page header 16
printing characteristics 49
report footer 16
report header 16
report templates
selecting 53
reports
accessibility 362
adding 42
a title page 42
comments 43
audits 379
basic design 45
coexistence 377
combining unrelated with
subreports 352
creating new 29
creating prototypes 50
deciding on content 45
deleting sections 156
distributing 232
emailing 234
exporting 235
finding data 47
formatting
data 40
formulas on 35

2012-03-16

Index

reports (continued)
grouping 41, 173
records 41
hiding 129
objects 129
report sections 128
inserting
hyperlink objects 37
pictures 131
sections 156
text element 36
text elements 36
manipulating data 48
moving sections 156
multiple columns 125
multiple sections 155, 157
overflow object representation 134
page headers and footers 40
parameter on 35
placing
charts 207
data 34
multi-line, text-based elements
133
picture elements on 37
result objects on 34
pre-printed forms 132
preventing in page breaks
in cross-tab columns 222
preventing page breaks
in elements 130
in groups 175
in sections 130
preventing truncation of text inside
an element 132
printing 266
characteristics 49
processed separately 377
publishing to the BI platform 233
resizing sections 157
running total objects on 35
saving 231
locally 231
sections 156
selecting multiple elements 135
sorting 41, 169
records 41
stating purpose 46
structure, determining 47
subtotals 42
totals 41, 42
updating existing 378
viewing 267

389

reports (continued)
zooming in and out on 44
resizing
sections
to add space 145
to delete space 145
result objects 34
inserting 34
in text elements 36
selecting 32
right outer join 113
rows
adding/deleting space between 145
RRI 154
enabling access to 153
running totals 189
creating 191
conditional 192
for a group 191
using formulas 194
placing 190

S
SAP BEx queries
building 90
connecting 62
data selection 90
designing 90
hierarchies 90
member selector 91
SAP BusinessObjects Business
connecting to server 232
logging on 23
opening reports from 268
publishing reports to 232
saving
reports 231
locally 231
Scatter chart 197
screen readers 361
pictures 131
sections 125, 155, 156
accessibility 372
deleting 156
group footer 16
group header 16
hiding
to delete space 145
inserting 156
moving 156
multiple in report 157
page footer 16
page header 16

sections (continued)
printing 267
report footer 16
report header 16
resizing 157
to add space 145
to delete space 145
selecting
stored procedure from an SQL
database 108
selecting data source from a vendor
32
semantic error messages 162
Separated Values (CSV)
exporting to 265
shading
shapes 141
simple data types (Crystal syntax) 314
size, custom 138
smart guidelines 126, 127, 128
smart linking 108
sort controls 171
sort objects 169
sorting 41, 169, 171
on totaled group values 184
records 169
within groups 176
sort controls 171
specified order 173
spacing
adding to sections by resizing 145
between rows 145
deleting by resizing 145
hiding sections to delete 145
176
preventing page breaks
in cross-tab columns 222
in elements 130
in groups 175
in sections 130
specified sort order 173
SQL
databases
selecting a stored procedure
from 108
join types 111
stored procedures 107
SQL link types 111
SQL stored procedures
parameters, changing 108
standard group headers, creating 187

2012-03-16

Index

statement editors
stored procedures 107
selecting from an SQL database
108
Structure mode 15
areas and sections 16
subcolumns 128
linking subreports to main reports
349
subreports 343
accessibility 365, 372
combining unrelated reports 352
different views of same data 355
formatting 347
inserting 345
a new report 345
an existing report 346
linked 344
linking to main reports
with subreport filters 349
modifying record selection formulas
on-demand 353
adding captions to 354
re-importing 347, 348
saving as main report 347
unlinked 344
subtotaling
groups 182
summary functions 326
syntax
Crystal syntax 308

tables
accessibility 373
design considerations 376
inserting text elements 373
link from 110
link to 110
linking 108
records 110
selecting 33
Tag Cloud chart 197
text elements 36, 159
accessibility 364
formatting 366
punctuation 366
in form letters 159
inserting 36
result objects in 36
placing on the report 364
preventing truncation of text 132
text rotation 135
titles 42
adding a title page 42
Top N
selecting groups 184
selecting percentages 184
totaling 41
group values
sorting 184
grouped data 182, 183
totals 42
calculating percentages 186
cross-tabs
displaying from left to right 224
embedded 229
running totals 189
Tree Map chart 197
trendlines 215
TrueType fonts 138

T

U

table linking
smart linking 108

unbound objects 58, 59, 69, 70
universe queries
building 71

390

universe queries (continued)
data selection 71
designing 71
universes
connecting 61, 63
member selector 74
unlinked subreports 344
updating existing reports 378
using bound actions 154

V
values
conditional 146
cross-tabs
show as percentages 221
currency, display 134
numeric, display 134
variable-length elements 157
variables
Crystal syntax 318
array, declaring 322
automatic type conversions 324
declaring 319
default values 324
global 321
local 320
scope 320
shared 322
View Script 88, 103
viewing
reports 267

W
while loops
Crystal syntax 339, 340
width, modifying for cells 222

Z
zooming in and out on reports 44

2012-03-16

Crystal Report

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