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Crystal Reports™ 10 User’s Guide Crystal Decisions, Inc. 895 Emerson St. Palo Alto California, USA 94301 Copyright © 2003 Crystal Decisions, Inc., 895 Emerson St., Palo Alto, California, USA 94301. All rights reserved. Issue 1. No part of this documentation may be stored in a retrieval system, transmitted or reproduced in any way, except in accordance with the terms of the applicable software license agreement. This documentation contains proprietary information of Crystal Decisions, Inc., and/or its suppliers. Trademark Acknowledgements Crystal Decisions, Crystal Reports, Crystal Enterprise, Crystal Analysis, Crystal Services, Crystal Care, Crystal Assist, Crystal Applications, Info and Holos are trademarks or registered trademarks of Crystal Decisions, Inc. in the U.S. and/or other countries. All other trademarks or registered trademarks referenced are the property of their respective owners. Contents Chapter 1: Welcome to Crystal Reports 10 About Crystal Reports ....................................................................... 2 About this guide ................................................................................ 2 Chapter Contents .................................................................................................. 3 Online help ........................................................................................................... 7 Product registration .......................................................................... 7 Customer Handbook ......................................................................... 8 Crystal Care technical support ......................................................... 8 Crystal Training ................................................................................. 8 Crystal Consulting ............................................................................. 9 Document conventions ..................................................................... 9 Chapter 2: What’s New in Crystal Reports 10 Introduction .................................................................................... 12 Application developers ................................................................... 12 100% Java Reporting Component ........................................................................ 12 Custom Java tag library ........................................................................................ 13 Simplified .NET merge modules .......................................................................... 13 .NET to Crystal Enterprise upgrade ...................................................................... 13 Simplified Report Application Server APIs ........................................................... 14 Report designers ............................................................................. 14 Simplified data access (Business Views) ............................................................... 14 Repository ........................................................................................................... 15 Format Painter ..................................................................................................... 16 Funnel charts ...................................................................................................... 16 Information consumers ................................................................... 17 Crystal Reports User’s Guide iii Managed navigation between key report elements .............................................. 17 Excel export ........................................................................................................ 17 DHTML printing .................................................................................................. 18 Chapter 3: Installing Crystal Reports Installing Crystal Reports ................................................................ 20 Installation requirements ................................................................ 20 Installing Crystal Reports on a local machine ................................. 20 Creating an installation point and installing from a network server ............................................................................. 22 Creating an installation point for Crystal Reports ................................................. 22 Installing Crystal Reports from a network ............................................................. 22 Customizing your installation ......................................................... 23 Installing the Java Reporting Component ........................................ 25 Borland JBuilder 10 ............................................................................................. 25 BEA Weblogic Workshop 7 ................................................................................. 26 All other integrated development environments .................................................. 26 Upgrading Crystal Reports components .......................................... 27 Chapter 4: Quick Start Learning how to use Crystal Reports ............................................... 30 Sample data - Xtreme.mdb .................................................................................. 30 Report Creation Wizards ................................................................ 30 Standard .............................................................................................................. 31 Cross-Tab ............................................................................................................ 31 Mail Label ........................................................................................................... 31 OLAP .................................................................................................................. 31 Quick start for new users ................................................................ 32 Before you begin ................................................................................................. 32 iv Crystal Reports User’s Guide Creating the report .............................................................................................. 33 Record Selection ................................................................................................. 43 Grouping and sorting .......................................................................................... 47 Completing the report ......................................................................................... 50 Quick start for advanced users ....................................................... 51 Chapter 5: Report Design Concepts Basic report design .......................................................................... 56 Deciding on the content of the report ............................................ 56 Stating the purpose .............................................................................................. 56 Determining the layout of the report .................................................................... 57 Finding the data .................................................................................................. 58 Manipulating the data ......................................................................................... 59 Determining printing area characteristics ............................................................ 60 Developing a prototype on paper ................................................... 61 Chapter 6: Introduction to Reporting Report creation options .................................................................. 64 Report Creation Wizards ..................................................................................... 64 Another report ..................................................................................................... 64 New report .......................................................................................................... 64 Choosing data sources and database fields ..................................... 65 The Database Expert ........................................................................................... 65 The Field Explorer ............................................................................................... 67 The Report Explorer ............................................................................................ 68 Opening and docking explorers .......................................................................... 69 About the report design environment ............................................. 70 Design tab ........................................................................................................... 70 Preview tab ......................................................................................................... 73 Creating a new report ..................................................................... 76 Crystal Reports User’s Guide v Selecting the data source ..................................................................................... 76 Adding tables ..................................................................................................... 77 Linking multiple tables ........................................................................................ 78 Placing data on the report .................................................................................. 79 Formatting data .................................................................................................. 85 Record selection .................................................................................................. 85 Grouping, sorting, and summarizing data ............................................................ 86 Using the drill-down option on summarized data ................................................ 86 Using the zoom feature ....................................................................................... 87 Inserting page headers and footers ....................................................................... 88 Adding a title page to the report ......................................................................... 88 Adding summary information to the report .......................................................... 89 Beyond basic reports ....................................................................... 90 Chapter 7: Crystal Repository What is the Crystal Repository? ..................................................... 92 Work flow ........................................................................................................... 92 Accessing the Crystal Repository .................................................... 93 Toolbar ............................................................................................................... 94 Adding folders to the repository ..................................................... 94 Adding items to the repository ........................................................ 95 Adding a text object or bitmap image .................................................................. 95 Adding a custom function .................................................................................. 96 Adding a command ............................................................................................ 96 Using repository objects in reports ................................................ 97 Adding a text object or a bitmap image to a report .............................................. 97 Adding a custom function to a report .................................................................. 97 Adding a command to a report ............................................................................ 98 Modifying objects in the repository ................................................ 98 Updating connected repository objects in reports ......................... 99 vi Crystal Reports User’s Guide Deleting items from the repository ............................................... 100 Using Undo in the repository ........................................................ 100 Chapter 8: Designing Optimized Web Reports Overview ...................................................................................... 102 Scale with Crystal Enterprise ......................................................... 103 Evaluation times for date functions in Crystal Enterprise .................................... 104 Making the right design choices .................................................... 105 Using faster report formats ................................................................................. 105 Choosing between live and saved data .............................................................. 105 Designing summary reports ............................................................................... 107 Using subreports carefully ................................................................................. 108 Using other design elements effectively ............................................................. 109 Streamlining your reporting environment ..................................... 109 Selecting the fastest database and connection ................................................... 110 Using table indexes ........................................................................................... 110 Improving table-linking choices ........................................................................ 110 Using thread-safe database drivers .................................................................... 111 Using stored procedures for faster processing .................................................... 112 Using enhanced record selection formulas .................................. 112 Pushing down record selection—an example .................................................... 112 Record selection performance tips ..................................................................... 113 Strategies for writing efficient record selection formulas ................................... 114 Incorporating parameter fields into record selection formulas ........................... 116 Using SQL expressions where appropriate ......................................................... 117 Improving grouping, sorting, and totaling .................................... 118 Performing grouping on server .......................................................................... 118 Benefits of grouping on server—an example ...................................................... 119 Using SQL Expressions for groups, sorts, and totals ........................................... 120 Using SQL Expressions for Case Logic ............................................................... 120 Inserting summary and running total fields where possible ................................ 121 Crystal Reports User’s Guide vii Chapter 9: Record Selection Selecting records ........................................................................... 124 Using the Select Expert ...................................................................................... 125 Using formulas .................................................................................................. 126 Interaction of the Select Expert and the Selection Formula Workshop ................ 126 Using formula templates ............................................................... 128 Record selection formula templates ................................................................... 128 Pushing down record selection to the database server .................. 130 Troubleshooting record selection formulas .................................. 131 Correcting selections that do not generate data ................................................. 132 Chapter 10: Sorting, Grouping, and Totaling Sorting data ................................................................................... 136 Understanding sort options ................................................................................ 136 Sorting single and multiple fields ....................................................................... 137 Grouping data ............................................................................... 138 Creating custom groups ..................................................................................... 140 Sorting records within groups ............................................................................ 141 Group selection ................................................................................................. 142 Grouping data in intervals ................................................................................. 146 Grouping by the first letter of a company name ................................................. 148 Grouping data hierarchically ............................................................................. 149 Editing groups ................................................................................................... 150 Summarizing grouped data ........................................................... 151 Ordering groups by summarized values ............................................................ 152 Selecting top or bottom N groups or percentages ............................................. 153 Subtotaling .................................................................................... 154 Subtotaling data ................................................................................................ 155 Extending prices and subtotaling the extensions ................................................ 155 viii Crystal Reports User’s Guide Percentages ................................................................................... 157 Calculating a percentage .................................................................................. 157 Group headers .............................................................................. 158 Creating group headers .................................................................................... 158 Suppressing group headers ................................................................................ 161 Drilling-down on group headers ........................................................................ 161 Chapter 11: Running Totals Understanding running totals ........................................................ 164 How running totals work ................................................................................... 164 Creating running totals ................................................................. 165 Creating running totals in a list ......................................................................... 165 Creating running totals for a group .................................................................... 166 Creating conditional running totals .................................................................. 167 Creating running totals in a one-to-many linking relationship ............................ 168 Creating running totals using a formula ........................................ 170 Chapter 12: Multiple Section Reports About sections .............................................................................. 174 Working with sections .................................................................. 174 Inserting a section ............................................................................................. 174 Deleting a section ............................................................................................. 175 Moving a section ............................................................................................... 175 Merging two related sections ............................................................................. 176 Splitting and resizing sections ....................................................... 177 Splitting a section .............................................................................................. 177 Resizing a section ............................................................................................. 178 Using multiple sections in reports ................................................ 179 Keeping variable length objects from overwriting each other ............................. 179 Crystal Reports User’s Guide ix Eliminating blank lines when fields are empty .................................................. 180 Adding blank lines conditionally ...................................................................... 180 Form letters ................................................................................... 181 Working with text objects .................................................................................. 181 Creating a form letter using a text object ........................................................... 183 Printing conditional messages in form letters ..................................................... 188 Chapter 13: Formatting Formatting concepts ..................................................................... 190 Using a template ........................................................................... 190 Applying a template .......................................................................................... 190 Removing an applied template .......................................................................... 191 Reapplying the last template selected ................................................................ 192 Using Template Field Objects ........................................................................... 192 Using the Report Design Environment .......................................... 193 Design solutions ................................................................................................ 193 Section characteristics ....................................................................................... 193 Making an object underlay a following section ................................................. 194 Pre-printed forms ............................................................................................... 196 Multiple columns .............................................................................................. 196 Hiding report sections ....................................................................................... 197 Hiding report objects ......................................................................................... 197 Placing text-based objects ................................................................................. 199 Placing multi-line, text-based objects ................................................................ 201 Importing text-based objects from a file ............................................................. 202 Spacing between text-based objects .................................................................. 202 Overflow Field Representation .......................................................................... 207 Selecting multiple objects .................................................................................. 208 Free-form placement ......................................................................................... 209 Vertical placement ............................................................................................ 211 x Crystal Reports User’s Guide TrueType fonts .................................................................................................. 212 Page margins ..................................................................................................... 212 Default printer .................................................................................................. 213 Printer drivers .................................................................................................... 214 Formatting properties ................................................................... 215 Working with absolute formatting ............................................... 216 Adding borders, color, and shading to a field ................................................... 216 Making a report or object read-only .................................................................. 216 Locking an object’s size and position ................................................................ 217 Changing your default field formats ................................................................... 217 Adding and editing lines .................................................................................. 219 Adding and editing boxes .................................................................................. 220 Adding shapes to a report .................................................................................. 220 Using conventional accounting formats ............................................................. 221 Repeating report objects on horizontal pages ................................................... 222 Using white space between rows ..................................................................... 223 Working with conditional formatting ............................................ 225 Conditional on or off properties ........................................................................ 226 Conditional attribute properties ......................................................................... 226 Changing conditional fonts .............................................................................. 228 Creating footers after the first page ................................................................... 228 Using the Highlighting Expert ............................................................................ 229 Undo/Redo activities ......................................................................................... 232 Using the Format Painter ............................................................. 233 Chapter 14: Charting Charting concepts ......................................................................... 236 Charting overview ............................................................................................. 236 Chart layouts .................................................................................................... 236 Chart types ........................................................................................................ 237 Crystal Reports User’s Guide xi Where to place a chart ..................................................................................... 240 Drill-down with charts ...................................................................................... 240 Drill-down with legends .................................................................................... 240 Creating charts .............................................................................. 241 Charting on details or formula fields (Advanced layout) .................................... 241 Charting on summary or subtotal fields (Group layout) ..................................... 243 Charting on Cross-Tab summaries (Cross-Tab layout) ....................................... 244 Charting on an OLAP cube (OLAP layout) ........................................................ 245 Working with charts ..................................................................... 246 Editing charts using the Chart Expert .................................................................. 246 Editing charts using the Chart Options menu items ............................................ 246 Using the zooming features with bar and line charts ......................................... 248 Auto-arranging charts ........................................................................................ 248 Formatting charts ............................................................................................... 249 Using the underlay feature with charts .............................................................. 250 Chapter 15: Mapping Mapping concepts ......................................................................... 252 Mapping overview ............................................................................................ 252 Map layouts ...................................................................................................... 252 Map types ......................................................................................................... 253 Where to place a map ....................................................................................... 255 Drill-down with maps ....................................................................................... 256 Creating maps ............................................................................... 256 Mapping on details fields (Advanced layout) .................................................... 256 Mapping on group fields (Group layout) ............................................................ 258 Mapping on Cross-Tab summaries (Cross-Tab layout) ........................................ 259 Mapping on an OLAP cube (OLAP layout) ........................................................ 261 Working with maps ....................................................................... 262 Editing maps using the Map Expert .................................................................... 262 xii Crystal Reports User’s Guide Changing the map title ...................................................................................... 262 Changing the map type ..................................................................................... 263 Changing map layers ......................................................................................... 263 Resolving data mismatches ................................................................................ 264 Changing the geographic map ........................................................................... 265 Zooming in and out on a map ........................................................................... 265 Panning a map .................................................................................................. 266 Centering a map ................................................................................................ 266 Hiding and showing the Map Navigator ........................................................... 266 Formatting Maps ............................................................................................... 267 Using the underlay feature with maps ............................................................... 267 Chapter 16: OLE OLE overview ................................................................................ 270 OLE terminology ............................................................................................... 270 Types of OLE objects ......................................................................................... 271 General OLE considerations .............................................................................. 271 Inserting OLE objects into reports ................................................. 271 How OLE objects are represented in a report ............................... 273 Editing OLE objects in reports ....................................................... 273 In-place editing ................................................................................................. 273 Dynamic OLE menu commands ........................................................................ 273 OLE and the Insert Picture command ................................................................ 274 Working with static OLE objects ................................................... 274 Working with embedded vs. linked objects ................................... 275 Embedded objects ............................................................................................. 275 Linked objects ................................................................................................... 276 Crystal Reports User’s Guide xiii Chapter 17: Cross-Tab Objects What is a Cross-Tab object? .......................................................... 280 Cross-Tab example ........................................................................ 281 Report of order data—no sorting/grouping ......................................................... 281 Report of order data—grouped by region .......................................................... 282 Report of order data—grouped by product ........................................................ 283 Report of order data—grouped by region and product ....................................... 284 Order data in a Cross-Tab object ....................................................................... 285 Creating a Cross-Tab report .......................................................... 286 Working with Cross-Tabs .............................................................. 290 Showing values as percentages .......................................................................... 290 Abbreviating large summarized fields ............................................................... 291 Customizing row/column labels ........................................................................ 292 Using running totals in Cross-Tabs .................................................................... 292 Printing Cross-Tabs that span multiple pages .................................................... 293 Formatting Cross-Tabs .................................................................. 294 Changing width, height, and alignment of Cross-Tab cells ................................ 294 Formatting background color of entire rows/columns ........................................ 294 Formatting fields individually ........................................................................... 295 Formatting several fields at one time ................................................................. 295 Suppressing Cross-Tab data ............................................................................... 295 Displaying summarized fields horizontally ........................................................ 296 Chapter 18: Creating and Updating OLAP Reports OLAP reporting with Crystal Reports ............................................ 298 OLAP grid objects ............................................................................................. 298 Creating an OLAP report .............................................................. 299 Specifying the data source ................................................................................. 299 Defining the structure of the grid ....................................................................... 300 xiv Crystal Reports User’s Guide Setting sliced dimensions and specifying the number of grids ............................ 301 Applying a predefined style ............................................................................... 302 Inserting a chart ................................................................................................ 303 Updating an OLAP report ............................................................. 303 Formatting data in an OLAP grid .................................................. 305 Changing the background color of a dimension ................................................ 306 Creating an alias for a dimension ...................................................................... 306 Formatting grid lines ......................................................................................... 306 Labelling dimensions ........................................................................................ 307 Changing the view of OLAP data ................................................. 307 Sorting and filtering OLAP grid data ............................................. 309 Sorting data in an OLAP grid ............................................................................ 309 Filtering data in an OLAP grid .......................................................................... 310 Adding calculations to OLAP grids ............................................... 311 Chapter 19: Distributing and Viewing Reports Distributing reports ....................................................................... 314 Printing a report ................................................................................................ 314 Faxing a report .................................................................................................. 314 Exporting a report .............................................................................................. 315 Working with Web folders ................................................................................ 321 Working with Enterprise folders ........................................................................ 322 Viewing reports ............................................................................. 324 What are Report Parts? ...................................................................................... 324 What is navigation? ........................................................................................... 325 The Report Part Drilldown option ..................................................................... 327 The Another Report Object option .................................................................... 329 Hyperlinks displayed in the viewers .................................................................. 334 Using smart tags ............................................................................ 335 Crystal Reports User’s Guide xv Chapter 20: Report Alerts About Report Alerts ..................................................................... 338 Working with Report Alerts .......................................................... 338 Creating Report Alerts ....................................................................................... 338 Editing Report Alerts .......................................................................................... 340 Deleting Report Alerts ....................................................................................... 340 Viewing Report Alerts ........................................................................................ 341 Referring to Report Alerts in formulas ................................................................ 341 Chapter 21: Creating Reports from Excel and Access Overview of the Crystal Reports Add-Ins ...................................... 344 About the Microsoft Excel Add-In ...................................................................... 344 About the Microsoft Access Add-In ................................................................... 344 Working with the Microsoft Excel Add-In ..................................... 345 Using the Crystal Report Wizard to create a report in Excel ............................... 345 Working with the Microsoft Access Add-In .................................. 347 Using the Crystal Report Wizard to create a report in Access ............................ 348 Chapter 22: Using Formulas Formulas overview ........................................................................ 352 What’s new in the formula language ................................................................. 352 Typical uses for formulas ................................................................................... 355 Formula components and syntax ................................................... 356 Formula components ........................................................................................ 356 Formula syntax .................................................................................................. 357 Specifying formulas ....................................................................... 358 Working with the Formula Workshop ................................................................ 359 Working with the Formula Editor ....................................................................... 360 Creating and modifying formulas .................................................. 362 xvi Crystal Reports User’s Guide Creating a formula and inserting it into a report ................................................. 362 Creating a formula in the Formula Expert ......................................................... 362 Editing formulas ................................................................................................ 364 Searching and replacing text ............................................................................. 364 Copying formulas from online help ................................................................... 364 Copying formulas from one report to another .................................................... 365 Deleting formulas ......................................................................... 366 Removing the working formula from your report ............................................... 366 Deleting the formula specification ..................................................................... 367 Debugging formulas ...................................................................... 367 Debugging evaluation time errors ...................................................................... 367 Debugging tutorial ............................................................................................ 368 Chapter 23: Parameter Fields Parameter overview ..................................................................... 374 Parameter field considerations ........................................................................... 374 Creating a parameter field ................................................................................. 375 Deleting parameter fields .................................................................................. 378 Responding to parameter field prompts ............................................................. 379 Advanced parameter features ............................................................................ 380 Chapter 24: Subreports What are subreports? .................................................................... 390 Unlinked vs. linked subreports .......................................................................... 390 How subreport linking works ............................................................................ 391 Database links vs. subreports in one-to-many situations .................................... 392 Inserting subreports ...................................................................... 393 Previewing subreports ....................................................................................... 394 Saving a subreport as a primary report ............................................................... 394 Updating subreports .......................................................................................... 394 Crystal Reports User’s Guide xvii Linking a subreport to the data in the primary report ................... 395 Linking a subreport to the main report without modifying the selection formula ......................................................................................... 397 Combining unrelated reports by using subreports ........................ 397 Combining two or more unrelated reports ......................................................... 398 Using subreports with unlinkable data .......................................... 398 Linking to/from a formula field .......................................................................... 399 Linking unindexed tables ................................................................................... 400 Creating an on-demand subreport ................................................ 400 Adding captions to on-demand subreports ........................................................ 401 Showing different views of the same data in a report ................... 402 Chapter 25: Understanding Databases Databases overview ...................................................................... 404 Relational database basics ................................................................................. 404 Aliases .............................................................................................................. 405 Locating files ..................................................................................................... 406 Indexed tables ................................................................................................... 407 Linking tables ................................................................................ 409 Link from and link to ......................................................................................... 409 Link relationships .............................................................................................. 410 Performance considerations in one-to-many links ............................................. 410 Data file considerations ..................................................................................... 413 SQL database considerations ............................................................................. 414 Performance considerations for all reports ......................................................... 415 The Database Expert Links tab ........................................................................... 417 Linking indexed tables ...................................................................................... 417 Link processing order ........................................................................................ 418 Linking options .................................................................................................. 419 xviii Crystal Reports User’s Guide Using SQL and SQL databases ...................................................... 429 What is SQL? .................................................................................................... 429 SQL DBMS ........................................................................................................ 431 How does Crystal Reports use SQL? .................................................................. 432 The SQL language ............................................................................................. 433 Server-side processing ................................................................... 435 How server-side grouping affects the SQL query ............................................... 436 Mapping database fields ................................................................ 437 About the Map Fields dialog box ....................................................................... 438 Remapping processes ........................................................................................ 438 Remapping altered database fields .................................................................... 440 Saved Data Indexes ....................................................................... 441 How Report Indexing works .............................................................................. 441 Considerations for using Saved Data Indexes ..................................................... 442 Indexing the right field(s) ................................................................................... 442 Unicode support in Crystal Reports .............................................. 443 For additional information ............................................................ 443 Appendix A: Report Processing Model Overview ..................................................................................... 446 What is a “pass”? ............................................................................................. 446 Pre-pass 1 ......................................................................................................... 446 Pass 1 ................................................................................................................ 446 Pre-pass 2 ......................................................................................................... 447 Pass 2 ................................................................................................................ 447 Pass 3 ................................................................................................................ 447 Multi-pass reporting flow chart .......................................................................... 448 Crystal Reports User’s Guide xix Appendix B: Creating Accessible Reports About accessibility ....................................................................... 450 Benefits of accessible reports ............................................................................. 450 About the accessibility guidelines ...................................................................... 451 Accessibility and Crystal products ..................................................................... 452 Improving report accessibility ....................................................... 452 Placing objects in reports .................................................................................. 453 Text ................................................................................................................... 454 Color ................................................................................................................. 457 Navigation ........................................................................................................ 459 Parameter fields ................................................................................................. 460 Designing for flexibility ................................................................. 460 Accessibility and conditional formatting ............................................................ 461 Accessibility and suppressing sections ............................................................... 462 Accessibility and subreports .............................................................................. 463 Improving data table accessibility ................................................. 463 Text objects and data table values ..................................................................... 464 Other data table design considerations .............................................................. 468 Accessibility and Crystal Enterprise .............................................. 469 Setting accessible preferences for Crystal Enterprise .......................................... 469 Accessibility and customization .................................................... 470 Resources ...................................................................................... 471 Glossary ..........................................................................473 Index ..............................................................................499 xx Crystal Reports User’s Guide Welcome to Crystal Reports 10 1 Welcome! This chapter introduces you to Crystal Reports, the world standard for desktop and web reporting, and provides you with an overview of the contents of this User’s Guide. Crystal Reports User’s Guide 1 About Crystal Reports 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. Built-in report experts guide you step by step through building reports and completing common reporting tasks. 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. About this guide This guide includes procedures for typical reporting tasks such as placing fields, formatting reports, and sorting records. It also contains information on more specific areas of interest such as advanced formula creation and accessing different types of data. Use this guide as a reference for your basic reporting needs as well as an introduction to new concepts in report creation. 2 Crystal Reports User’s Guide 1 Welcome to Crystal Reports 10 Chapter Contents The following is a short description of each chapter in this guide. Chapter 1: Welcome to Crystal Reports 10 Welcome! This chapter introduces you to Crystal Reports, the world standard for desktop and web reporting, and provides you with an overview of the contents of this User’s Guide. Chapter 2: What’s New in Crystal Reports 10 Building on the proven stability of its version 9 release, Crystal Reports now offers new features and enhancements. This chapter introduces these features and enhancements by providing a brief summary of each. Chapter 3: Installing Crystal Reports This chapter shows you how to install Crystal Reports locally from the product CD. It also describes how to install Crystal Reports to a network server, and how to install from a network server to a workstation machine. Chapter 4: Quick Start This chapter begins with an overview of the sample reports and data commonly used with Crystal Reports. It then presents an overview of the Report Creation Wizards—both new and advanced users can benefit from looking at the Standard Report Creation Wizard as it has many steps in common with the other Report Creation Wizards. Finally, the chapter offers two tutorials: one for new users and another for more advanced users. Chapter 5: Report Design Concepts This chapter describes the basic concepts of report design and helps you decide what information you want to include in your report. Chapter 6: Introduction to Reporting This chapter shows you the basics of creating a report in Crystal Reports. First you’ll learn about the report design environment, then about how to select database tables, place objects on a report, and how to sort, group, and total your report data. Chapter 7: Crystal Repository This chapter introduces you to the Crystal Repository. It shows you how to add items to the repository, how to update existing items, and how to use repository items in your Crystal reports. Crystal Reports User’s Guide 3 About this guide Chapter 8: Designing Optimized Web Reports This chapter suggests ways to enhance reports so they take advantage of performance enhancements made to Crystal Reports. While the suggestions made here are especially important for optimizing the performance of reports distributed over the thin-wire environment of the Web, the majority of the guidelines and procedures are applicable to all of your reports. Chapter 9: Record Selection This chapter shows you how to filter the records you want included in a report. For example, using the record selection tools, you can limit the records in your report to include only records for a specific group of customers, a specific range of account numbers, or a particular date range. Chapter 10: Sorting, Grouping, and Totaling Sorting, grouping, and totaling are the steps that turn disorganized data into useful information on a report. This chapter describes the types of sorting, grouping, and totaling you can do within a report. Chapter 11: Running Totals Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals. This chapter shows you how to add a basic running total and a running total within a group to your report. You will also learn how to create conditional running totals and running totals using formulas. Chapter 12: Multiple Section Reports This chapter introduces the various types of sophisticated reports you can create using the multiple section reporting capabilities in Crystal Reports. These capabilities enable you to create reports that treat individual values differently based on sets of criteria you establish. These concepts are then applied to the creation of Form Letters. Chapter 13: Formatting Formatting refers to changes in the layout and design of a report, as well as the appearance of text, objects, or entire report sections. This chapter details methods you can use to draw attention to data, change the presentation of dates, numbers, and other values, hide unwanted sections, and perform a variety of other formatting tasks to give a report a professional appearance. 4 Crystal Reports User’s Guide 1 Welcome to Crystal Reports 10 Chapter 14: Charting Crystal Reports enables you to present summarized data in colorful, easy-to-read charts. This chapter demonstrates how to create charts and how to use them in reports to make report data more meaningful and easier to understand. You can choose from a number of chart layouts and types, as well as drill down to see the details behind the graphical summaries and format chart objects. Chapter 15: Mapping Crystal Reports enables you to include maps with reports made up of geographic data. This chapter explains how to use maps in reports to make report data more meaningful and easier to interpret. You can customize and rearrange the appearance of a map and activate the drill-down mode to view the details behind the graphical summaries. Chapter 16: OLE This chapter explains how Object Linking and Embedding (OLE) can be used to edit graphics or other objects from within your report instead of opening an additional application. Chapter 17: Cross-Tab Objects A Cross-Tab object is a grid that displays values that are grouped and summarized in two directions. This chapter provides you with information about how you can use Cross-Tab objects in your report. Chapter 18: Creating and Updating OLAP Reports This chapter describes how to create OLAP reports, how to update them when the location of your data changes, and how to work with the data displayed in an OLAP grid. Chapter 19: Distributing and Viewing Reports This chapter provides you with information about how to distribute finished reports using a variety of methods (printing, faxing, exporting). It also includes information about Report Parts and how to set up hyperlinks so you can see Report Parts in various Report Viewers. Finally, it ends with information about using smart tags with report objects in Office XP. Chapter 20: Report Alerts This chapter provides information about creating and using alerts in your Crystal reports. Crystal Reports User’s Guide 5 About this guide Chapter 21: Creating Reports from Excel and Access This chapter describes the Add-Ins for Microsoft Excel and Microsoft Access. It explains how you create reports from an Access table or query and an Excel spreadsheet with the Crystal Report Wizard. Chapter 22: Using Formulas This chapter explains the basics of formulas and introduces you to the Formula Workshop in order for you to begin to create formulas. Chapter 23: Parameter Fields This chapter explains what parameter fields are and how they can be applied to create a single report that can be used to access different types of data depending on the user’s needs. Chapter 24: 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 chapter shows you how to create and use subreports. Chapter 25: Understanding Databases This chapter describes the essentials you’ll need to know to understand database design and use. After describing relational databases (including those from ODBC data sources), indexing, and table linking, the chapter introduces the concepts of server-side processing (pushing report processing to the server level) and field mapping (re-establishing report and database field mappings after a database changes). Appendix A: Report Processing Model This appendix provides you with in-depth information about the Report Processing model. This model determines the order in which data is accessed and manipulated during report generation. Appendix B: Creating Accessible Reports This appendix provides design recommendations to help you create Crystal reports that are accessible to people with disabilities. Glossary This guide comes with a comprehensive glossary explaining basic database and reporting concepts as well as terms specific to the program. 6 Crystal Reports User’s Guide 1 Welcome to Crystal Reports 10 Online help Crystal Reports online help includes all topics within the user’s guide. It also provides additional reference material ranging from specific information on the function of a button to general information on how to create a report formula based on a sample business scenario. Locate information quickly Access online help from the Crystal Reports help menu. Use the Contents tab to view all major sections in the online help and drill down to specific headings within each section, the Index tab to view topics in alphabetical order, and the Search tab to enter a keyword to view all the sections that relate to the keyword. Sample Reports Many topics in the Crystal Reports online help include a list of related sample reports. Use these reports to illustrate concepts the topic describes. The sample reports can be adapted to your own needs. Sample reports are located in the Crystal Reports directory under \Samples\En\Reports. Product registration There are several ways you can register your product: • Fill out the Product Registration form on the Crystal Decisions web site at: http://www.crystaldecisions.com/register/ • Print the Product Registration form and fax it to the registration fax number closest to you. Crystal Decisions will then fax you a registration number that can be entered into the product the next time you use it. Registration fax numbers USA/Canada +1 (604) 681-5147 United Kingdom +44 (0) 20 8231 0601 Australia +6 2 9955 7682 Germany +49 (0) 69 9509 6182 Hong Kong +852 2893 2727 Singapore +65 777 8786 Registration is required to access online or telephone technical support. In addition, registering the product ensures that you are kept up-to-date with product advancements. Crystal Reports User’s Guide 7 Customer Handbook Customer Handbook For the latest details about product registration, maintenance, support, and services, visit our web site and download the Customer Handbook that corresponds to your region: • North America: http://www.crystaldecisions.com/about/loyalty/handbook.asp (English) • Europe: http://www.crystaldecisions.com/about/loyalty/handbook.asp (English) http://germany.crystaldecisions.com/about/loyalty/handbook.asp (German) http://france.crystaldecisions.com/about/loyalty/handbook.asp (French) If a Crystal Decisions Customer Handbook is not available for your region, please refer to the rest of this Welcome chapter, or contact your sales or support representative for complete details. Crystal Care technical support To access Crystal technical support specialists, you must: register your software online at: http://www.crystaldecisions.com/register/ To find out about the technical support programs available for Crystal Reports: • Go to our support web site at: http://support.crystaldecisions.com/crystalcare/ • Contact your regional office. For details, go to: http://www.crystaldecisions.com/contact/offices.asp Crystal Training Whether you’re a developer, information technology professional, or business user, we offer a wide range of Crystal Reports training courses designed to build or enhance your existing skills. Courses are available online, at certified training centers, or at your own site: • For a complete list of training courses and special offers, visit: http://www.crystaldecisions.com/training/ • Or contact your regional office. For details, go to: http://www.crystaldecisions.com/offices/ 8 Crystal Reports User’s Guide 1 Welcome to Crystal Reports 10 Crystal Consulting Our global team of certified consultants and consulting partners can guide you through a corporate-wide solution—including strategy, design, integration and deployment—for the fastest results, maximum performance, and increased productivity. • To learn more, visit: http://www.crystaldecisions.com/consulting/ • Or contact your regional office. For details, go to: http://www.crystaldecisions.com/offices/ Document conventions This guide uses the following conventions: • Commands and buttons For easy recognition within procedures, User Interface (UI) features appear in bold type. For example: On the File menu, click New. • Keyboard shortcuts Delete means the Delete key, or the Del key on your numeric keypad. Enter means the Enter, Return, or CR key, depending on which of these keys appears on your keyboard. • Key combinations CTRL+KEY, SHIFT+KEY, and ALT+KEY are examples of key combinations. Hold down the first key in the combination and, at the same time, press the second key in the combination (designated above as KEY). For example: CTRL+C means hold the Control key down and press the letter C on your keyboard (CTRL+C is the Windows Copy command). • Monospaced font indicates file paths and names, lines of code, and data that you enter using your keyboard (for example: In the Formula Editor, type If Sales > 1000 Then crRed). Crystal Reports User’s Guide 9 Document conventions 10 Crystal Reports User’s Guide What’s New in Crystal Reports 10 2 Building on the proven stability of its version 9 release, Crystal Reports now offers new features and enhancements. This chapter introduces these features and enhancements by providing a brief summary of each. Crystal Reports User’s Guide 11 Introduction Introduction Crystal Reports® 10 extends its reporting platform to enable: • A more efficient report design and maintenance process. • Easier integration and deployment of enterprise web applications. This release builds upon the significant feature set introduced in version 9 and includes several refinements and new features that continue to address productivity challenges in all elements of the reporting process. Tighter integration with Crystal Enterprise™ is also a key focus area for this release. This chapter examines each of the major new features in the context of the audience they serve—application developers, report designers, and information consumers. Note: Features vary by edition and some features are provided through the Report Application Server which is included in specific editions of Crystal Reports 10. To check your edition, click About Crystal Reports on the Help menu in the report designer. Application developers For developers, Crystal Reports simplifies the process of integrating dynamic, presentation-quality content into any .NET, Java, or COM application, thereby reducing the amount of coding required and minimizing application maintenance. With version 10, Crystal Decisions™ strengthens its commitment to cross-platform development through the addition of several new features and easier migration to Crystal Enterprise. 100% Java Reporting Component Version 10 introduces a Java version of the powerful Crystal Reports reporting engine, the Java Reporting Component, that takes full advantage of Java including portability across operating systems and hardware platforms. Written in 100% Java, this new reporting component provides a fast, codeless way for developers to connect to data and to design dynamic, high-fidelity presentation layers for J2EE applications. The engine supports basic Crystal Reports functions such as grouping, sorting, filtering, expressions, basic formatting, and charting, as well as PDF and Word exporting. It also enables integration with leading Java Integrated Development Environments including Borland® JBuilder™ 10 and Crystal Reports® for BEA WebLogic Workshop™. Applications which use the new Java reporting component can also be seamlessly upgraded in version 10 to use Crystal Enterprise and the Report Application Server. By modifying only one line of code, applications can take advantage of off- loaded report processing, programmatic report creation and modification, and many other features. 12 Crystal Reports User’s Guide 2 What’s New in Crystal Reports 10 Custom Java tag library Crystal Reports 10 introduces a custom JSP tag library to dramatically reduce the amount of code required to integrate reporting into Java applications. Using custom JSP tags, developers can now easily add a Crystal report viewer to their web applications. Simplified .NET merge modules Crystal Reports 10 reduces the number of merge modules required for easier deployment of .NET applications. Four core merge modules can be leveraged to address eight specific deployment scenarios: • Windows Thick-Client Applications • Embedded Process Reporting • Remote Process Reporting • Web Service Reporting • ASP .NET Web Applications • Embedded Process Reporting • Remote Process Reporting • Web Service Reporting • Web Service Applications • Embedded Process Reporting • Remote Process Reporting These modules will be available shortly after the version 10 release through the Crystal Decisions .NET Developer Zone at: http://www.crystaldecisions.com/ products/dev_zone/net/default.asp. .NET to Crystal Enterprise upgrade Crystal Reports 10 introduces a seamless upgrade solution to enable applications which use the .NET reporting component bundled in Microsoft® Visual Studio® .NET, Borland® C#Builder™, or in Crystal Reports 9/10 to access Crystal Enterprise and the Report Application Server. By adding only one line of code, .NET developers can take advantage of the benefits of a standalone report processing server. This solution also enables an easy future upgrade to other Crystal Enterprise editions. Scenario Peter is a .NET developer in a large organization that has standardized on .NET. His team has built a small departmental HR application to help recruiters better manage the hiring process. Because this application required a few basic reporting elements, Peter’s team chose to use the version of Crystal Reports that was bundled in Microsoft Visual Studio .NET. Within six months, the application’s usage has increased considerably and Peter needs to add new, larger reports to the Crystal Reports User’s Guide 13 Report designers application. The Report Application Server (versus the .NET reporting component) is a preferred option because it enables Peter to separate report processing from his web server. Because the application will also require additional interactivity over the next 12 months, Peter needs a solution that can be expanded over time. By adding only one line of code, Peter can reuse his existing work to leverage the Report Application Server instead of the .NET reporting component. This application can then be easily extended in the future to use additional Crystal Enterprise services. Simplified Report Application Server APIs In Crystal Reports 10, the amount of code required to complete the most common developer tasks has been significantly reduced for an easier integration process. This enhancement applies specifically to the Report Application Server bundled in Crystal Reports and focuses on tasks such as setting parameters, logon, printing, and so on. Report designers From increased flexibility in report creation to support for a fully managed reporting system, Crystal Reports 10 helps report designers to be more productive through all stages of the report development and maintenance cycle. Simplified data access (Business Views) Crystal Reports 10 enables report designers to create reports based on Business Views for faster development and reduced maintenance. A new feature in Crystal Enterprise 10, Business Views provide a new data abstraction layer that simplifies the process of connecting to enterprise data sources. This new central data access model also exposes pre-defined, domain- specific data sources, eliminating the need for complex joins, filters, or formulas. It can seamlessly manage access to multiple, disparate data sources, combining these into a single data source for the report designer. Using Business Views in the report development and maintenance process removes the need to redefine reports if the underlying data structure changes. This results in a more efficient report-development process because reports can be easily transitioned from development to production. Scenario Christine is a report analyst in the IT department of a large organization. She is responsible for addressing a long list of report requests from various departments. Because Christine is fairly new to the organization, she is still trying to sort out where all the data is located. Thankfully, the DBA team in IT has already created 14 Crystal Reports User’s Guide 2 What’s New in Crystal Reports 10 various Business Views that Christine can connect to. These Business Views already integrate various enterprise data sources and abstract the complex data. All Christine has to do is indicate what View she needs for the report and then format the information accordingly. Getting the resulting set of reports into production is very straightforward. Once the report has been tested, the underlying data structure can be re-pointed in the Business View by the DBA team in one step. Repository Introduced in version 9, the Repository is a central library for storing common report objects (images, text objects, SQL commands, and Custom Functions) for use across multiple reports and single point updating. This marquee feature has been refined in version 10 to support usage across large enterprise deployments. Managed Repository To enable customers to create a managed system for report design and maintenance, the Repository in version 10 has been included as a robust part of the Crystal Enterprise infrastructure. Repository objects can be secured and shared through Crystal Enterprise and are made available through the Crystal Reports designer. A Migration Tool is also included for easy transition from the version 9 Repository to the new Managed Repository. Scenario 1 Steve works in the IT department of a large organization and is responsible for maintaining over 100 corporate reports. One of his biggest concerns is in ensuring these reports are based on accurate information. Prior to version 10, if the database schema changed, Steve would have to spend hours updating the database connectivity for each report and double-checking that the data is accurate. “There’s nothing worse than having a report run and it doesn’t break even though it’s not based on my new database schema.” With version 10, Steve can now base all multiple reports on a single Business View. If the database changes, only the Business View needs to be updated, thereby ensuring that all reports are running correctly based on accurate data. Scenario 2 Karen is one of several hundred report designers in her organization who is helping to define a center of excellence for reporting. She is especially skilled at building reports for the marketing department, but doesn’t have a good grasp of the Crystal Formula Language. Luckily, one of the inventory analysts has already built a number of complex run rate and inventory turnover functions, and Karen is able to easily pull in the functions she needs from Crystal Enterprise. Crystal Reports User’s Guide 15 Report designers Repository Explorer To support extensive use of the Repository by multiple report designers, the Repository Explorer in version 10 includes a toolbar for easier navigation through objects based on type and/or text value. Tooltips may also be added to repository objects for easier identification of the required element to be added to a report. Related topics • “Crystal Repository” on page 91 Format Painter Similar to Microsoft Office’s Format Painter, this new feature in Crystal Reports 10 enables the copying of full formatting options between objects through a single click. A report designer simply selects a formatted object and clicks on any other objects that require the same formatting, thereby greatly reducing the amount of time spent in object formatting. Scenario Sally is a report designer for a regional hospital and is responsible for creating and maintaining over 80 reports. Each of these reports must adhere to strict formatting standards including the use of specific fonts, colors, size, and so on. For Sally, this formatting can be very time consuming and mundane. With Crystal Reports 10, Sally is able to format reports in record speed. She simply formats a single object in one report and then applies it with one click to all other applicable objects in all the reports she is working on. Related topics • “Using the Format Painter” on page 233 Funnel charts A key requirement for many Customer Relationship Management applications, the funnel chart type is now available in Crystal Reports 10. Similar to pie charts, a funnel chart provides an interesting way to display data that adds up to a 100% total. This chart type is particularly useful in conducting pipeline analysis for sales forecasts. Related topics • “Chart types” on page 237 16 Crystal Reports User’s Guide 2 What’s New in Crystal Reports 10 Information consumers Crystal Reports 10 enables information consumers to easily navigate information delivered in a Crystal Report through familiar devices or software including Microsoft Office. Managed navigation between key report elements Crystal Reports 10 extends Report Parts and Guided Navigation to Crystal Enterprise to enable groups of reports to be used across many end-user scenarios and workflows. Report parts—within either the same report or in another report—can be easily linked together as groups to simplify navigation for report consumers. Consumers can click from one hyperlinked piece of information in a report to another part while data context is preserved. This feature can reduce the need for subreports and can improve report processing performance. Using Crystal Enterprise, Report Parts can be easily scheduled and managed so that the underlying data between linked objects has the same refresh date. This is especially useful when updating information on a regular basis, for example, when updating quarter-end financial information. Scenario A sales manager needs to better understand the health of his pipeline. Rather than create one unwieldy report that contains all the possible information, he has designed five different reports, each of which study the pipeline at a different level of detail. Using Managed Hyperlinks, Frank can define click paths through each of these reports to allow sales managers to drill right down to the individual deal level to monitor their pipeline. Related topics • “Viewing reports” on page 324 Excel export Crystal Reports 10 introduces more flexible options and greater control in exporting fully formatted reports to Microsoft Excel. For example, users can select to export all or some of page headers/footers and choose to whether to display gridlines. Related topics • “Exporting a report” on page 315 Crystal Reports User’s Guide 17 Information consumers DHTML printing Crystal Reports 10 includes an updated DHTML report viewer control that simplifies the printing process. With just one click, users print a report. There’s no need to export to PDF to use the printing features in Adobe Acrobat. This new one- click printing feature is provided through a small ActiveX control that is downloaded to the client machine. 18 Crystal Reports User’s Guide Installing Crystal Reports 3 This chapter shows you how to install Crystal Reports locally from your product distribution. It also describes how to install from a network server to a workstation machine. Crystal Reports User’s Guide 19 Installing Crystal Reports Installing Crystal Reports The Crystal Reports Installation Wizard works with Microsoft Windows Installer to guide you through the installation process. The Installation Wizard automatically recognizes your computer’s operating system and updates files as required. This chapter provides step-by-step instructions for installing Crystal Reports and shows how to customize your installation. The main topics are: • Installation requirements • Installing Crystal Reports on a local machine • Creating an installation point and installing from a network server • Customizing your installation • Installing the Java Reporting Component • Upgrading Crystal Reports components As one of the final steps in the installation process, you’ll be asked if you want to register the product. Follow the on-screen instructions to complete this process. Installation requirements Minimum installation requirements Installing Crystal Reports on a local machine If you are installing Crystal Reports on a computer running any of the supported operating systems (see Minimum installation requirements above), you must have Administrator privileges. The installation process creates registry entries and may update some system files that require Administrator rights. Close all currently running programs and stop as many services as possible when installing Crystal Reports. If you want to limit the features you install, see “Customizing your installation” on page 23. Operating Systems Windows 2000 Windows XP Professional Windows 2003 Server Computer/Processor 133 MHz or higher Pentium-compatible CPU Memory At least 128 megabytes (MB) of RAM. 256 MB recommended. 4 gigabytes (GB) maximum Disk space 320 Megabytes Drive CD-ROM or DVD drive 20 Crystal Reports User’s Guide 3 Installing Crystal Reports To install on a local machine 1 Unless Autoplay is enabled for your CD-ROM drive, run setup.exe from the win32 directory of your product distribution. Note: Depending on the configuration of your current system, you may receive a dialog box informing you to update existing files. If this happens, click Yes and restart your machine. The Installation Wizard updates the required files. 2 Read and accept the License Agreement to proceed with the installation. 3 In the User Information dialog box, type your name, organization, and the product activation keycode. 4 Click Next. The Select Installation Type dialog box appears. 5 Choose the type of installation that you want to perform: • Typical installs the most common application features. • Custom enables you to choose the features that you want installed, to specify where they will be installed, and to check the disk space required by each feature. For details, see “Customizing your installation” on page 23. 6 Click Browse if you want to install Crystal Reports to a directory different from the default location. The default is C:\Program Files\Crystal Decisions\Crystal Reports 10\ 7 Click Next. The Start Installation dialog box appears. 8 Click Next to begin copying files to your local drive. Crystal Reports User’s Guide 21 Creating an installation point and installing from a network server Creating an installation point and installing from a network server Installing Crystal Reports from a central network location involves two steps: 1 Make a copy of your Crystal Reports product distribution on a server machine on the network (this copy becomes your installation point). See “Creating an installation point for Crystal Reports” on page 22. 2 Access the server machine from a workstation, and run Setup.exe to install Crystal Reports on the workstation. See “Installing Crystal Reports from a network” on page 22. Creating an installation point for Crystal Reports This procedure must be performed by a network administrator who has write access and network privileges. When this procedure is complete, end users will be able to access Setup.exe from the network to install Crystal Reports onto their local machines. Note: If users do not have the Microsoft Windows Installer configured on their machines, the setup process detects the workstation’s operating system and installs the appropriate Microsoft Windows Installer package. To create an installation point 1 Create a folder on your network, and share this folder for the users who need to run the setup.exe. 2 Copy the entire contents of your Crystal Reports product distribution to the folder that you created in step 1. 3 Assign rights to the users who need to install Crystal Reports from this folder. Note: Restricting access to this folder lets you stay within your license limit. Installing Crystal Reports from a network If your network administrator has copied Crystal Reports to the network, make sure you have read privileges to that network before beginning this process. If you are installing Crystal Reports on a computer running any of the supported operating systems (see “Minimum installation requirements” on page 20), you must have Administrator privileges on the computer. The installation process creates registry entries and may update some system files that require Administrator rights. Close all currently running programs and stop as many services as possible when installing Crystal Reports. To install Crystal Reports from a network 1 Access the folder on the network that contains the Crystal Reports installation files. 2 Double-click Setup.exe. 22 Crystal Reports User’s Guide 3 Installing Crystal Reports Note: Depending on the configuration of your current system, you may receive a dialog box informing you to update existing files. Click Yes and restart your machine. The Installation Wizard updates the required files. 3 Read and accept the License Agreement to proceed with the installation. 4 In the User Information dialog box, type your name, organization, and the product activation keycode. Tip: You may need to contact your Administrator for the product activation keycode. 5 Click Next. The Select Installation Type dialog box appears. 6 Choose the type of installation that you want to perform: • Typical installs the most common application features. • Custom enables you to choose the features that you want installed, to specify where they will be installed, and to check the disk space required by each feature. For details, see “Customizing your installation” on page 23. 7 Click Browse if you want to install Crystal Reports to a directory different from the default location. The default is C:\Program Files\Crystal Decisions\Crystal Reports 10\ 8 Click Next. The Start Install dialog box appears. 9 Click Next to begin copying files to your local drive. Customizing your installation Selecting the Custom installation option invokes the Select Features dialog box, which allows you to install specific features, to change the default location of various features, and to check the amount of disk space required by each feature. Crystal Reports User’s Guide 23 Customizing your installation The icons in the feature tree indicate whether the feature and its subfeatures will be installed or not: • A white icon means that the feature and all its subfeatures will be installed. • A shaded icon means that the feature and some of its subfeatures will be installed. • A yellow 1 means that the feature will be installed when required (installed on demand). • A red X means that the feature or subfeature is either unavailable or will not be installed. Crystal Reports uses an “install on-demand” technology for some of its features. As a result, the very first time a particular feature is used after being installed, there may be an extra wait for the “install on-demand” to complete. This behavior will affect new installations only once and will not occur when features are restarted. To select the configuration and location of a feature or subfeature, click its icon. Note: Each feature or subfeature can have its own configuration and location. Use the following table to determine your installation options for each feature or subfeature: Type of feature installation Description of what is installed Will be installed on local hard drive • Installs the feature on the local hard drive. • Uses the Typical install settings to install some of the feature’s subfeatures to the local hard drive. Entire feature will be installed on local hard drive • Installs the feature and all of its subfeatures on the local hard drive. Will be installed to run from product distribution/ network • Runs the feature and its Typical subfeatures off the product distribution/network. Note: Some subfeatures are not set up to run from the product distribution/network. These subfeatures will be installed on your local hard drive. Entire feature will be installed to run from product distribution/ network • Runs the feature and all of its subfeatures off the product distribution/network. Note: Some subfeatures are not set up to run from the product distribution/network. These subfeatures will be installed on your local hard drive. Feature will be installed when required • Installs the feature or subfeature from the product distribution/network when first used. Entire feature will be unavailable • Neither the feature nor its subfeatures are installed. 24 Crystal Reports User’s Guide 3 Installing Crystal Reports Note: Subfeatures are listed below each feature. A subfeature can have a different type of installation than its parent feature. Installing the Java Reporting Component Crystal Reports 10 introduces a Java version of the powerful Crystal Reports reporting engine. The Java Reporting Component takes full advantage of Java’s portability across operating systems and hardware platforms. It also provides a fast, codeless way for developers to connect to data and to design dynamic, high- fidelity presentation layers for J2EE applications. The Java Reporting Component is provided with the Developer and Advanced Developer distributions of Crystal Reports 10. The version of the Java Reporting Component files that you need varies, depending on the integrated development environment (IDE) that you are using. Borland JBuilder 10 The Java Reporting Component is bundled with some editions of Borland JBuilder 10. The latest version of the Java Reporting Component for JBuilder is also provided with the Developer and Advanced Developer distributions of Crystal Reports 10. To install Crystal Reports for Borland JBuilder on Windows 1 Run CR10_Autorun_ENENT.exe from the Crystal Reports product distribution. 2 Click Add Java Components. 3 Click Crystal Reports for Borland JBuilder, and follow the instructions on the screen. Crystal Reports for Borland JBuilder is installed. The jar files for Crystal Reports for Borland JBuilder are found in C:\Program Files\Common Files\Crystal Decisions\2.5\java\lib. To install Crystal Reports for Borland JBuilder on Solaris or Linux 1 At a command prompt, change your current directory to the Crystal_Report_Java_Components/IDE_Integration/Borland_JBuilder/platform/ NoVM directory in the Crystal Reports product distribution (where platform is either Solaris or Linux). 2 Run install.bin, and follow the instructions on the screen. Crystal Reports for Borland JBuilder is installed. The jar files for Crystal Reports for Borland JBuilder are found in $HOME/Crystal Reports for Borland JBuilder/ java/lib. Crystal Reports User’s Guide 25 Installing the Java Reporting Component BEA Weblogic Workshop 8.1 SP2 The Java Reporting Component is bundled with some editions of BEA Weblogic Workshop 8.1 SP2. The latest version of the Java Reporting Component for BEA Weblogic Workshop is also provided with the Developer and Advanced Developer distributions of Crystal Reports 10. To install Crystal Reports for BEA Weblogic Workshop on Windows 1 Run CR10_Autorun_ENENT.exe from the Crystal Reports product distribution. 2 Click Add Java Components. 3 Click Crystal Reports for BEA Weblogic Workshop, and follow the instructions on the screen. Crystal Reports for BEA Weblogic Workshop is installed. The jar files for Crystal Reports for BEA Weblogic Workshop are found in C:\Program Files\Common Files\Crystal Decisions\2.5\java\lib. To install Crystal Reports for BEA Weblogic Workshop on Linux 1 At a command prompt, change your current directory to the Crystal_Report_Java_Components/IDE_Integration/BEA_WLW/Linux/NoVM directory in the Crystal Reports product distribution. 2 Run install.bin, and follow the instructions on the screen. Crystal Reports for BEA Weblogic Workshop is installed. The jar files for Crystal Reports for BEA Weblogic Workshop are found in $HOME/Crystal Reports for BEA Weblogic Workshop/java/lib. All other Integrated Development Environments For all other integrated development environments (including development with text editors), a standalone version of the Crystal Reports 10 Java Reporting Component is provided with the Developer and Advanced Developer distributions of Crystal Reports 10. To install Crystal Reports 10 Java Reporting Component on Windows 1 Run CR10_Autorun_ENENT.exe from the Crystal Reports product distribution. 2 Click Add Java Components. 3 Click Crystal Reports 10 Java Reporting Component, and follow the instructions on the screen. Crystal Reports 10 Java Reporting Component is installed. The jar files for the Java Reporting Component are found in C:\Program Files\Common Files\Crystal Decisions\2.5\java\lib. 26 Crystal Reports User’s Guide 3 Installing Crystal Reports To install Crystal Reports 10 Java Reporting Component on Solaris or Linux 1 At a command prompt, change your current directory to the Crystal_Report_Java_Components/platform/NoVM directory in the Crystal Reports product distribution (where platform is either Solaris or Linux). 2 Run install.bin, and follow the instructions on the screen. Crystal Reports 10 Java Reporting Component is installed. The jar files for the Java Reporting Component are found in $HOME/Crystal Reports Java Reporting Component/java/lib. Upgrading Crystal Reports components If you have purchased an upgrade product activation keycode, you will find that the installation program does not remove your previous version of Crystal Reports. In general, upgrading Crystal Reports components provides you with a side-by-side installation (that is, an installation in which you can run either your old or new version of Crystal Reports). Note: Crystal Reports 10 side-by-side installation is supported when upgrading from Crystal Reports 9 or Crystal Reports 8.5. This side-by-side behavior applies to Crystal Reports and the various Software Development Kits (SDKs). Crystal Reports 10 for Visual Studio .NET can be used in side-by-side mode at runtime (that is, applications written using Crystal Reports 9 for Visual Studio .NET will continue to run with Crystal Reports 9 for Visual Studio .NET assemblies). However, Visual Studio integration is not side by side; only one version of Crystal Reports can be integrated into the Visual Studio .NET IDE at any given time. The same thing applies to the Report Designer Component (RDC): the RDC can be used in side-by-side mode at runtime, but IDE integration is not side by side. Note: • When you upgrade Crystal Reports 9 components, the Crystal Repository presents a special case. You must install the Crystal Repository from the Crystal Enterprise Standard product distribution (see the Crystal Enterprise 10 Installation Guide for information). You must then move repository content that you added in Crystal Reports 9 to the new repository. See the chapter called “Migrating the Crystal Repository” in the Business Views Administrator’s Guide for information about how to do this. • For further information that may pertain to your reporting environment, consult the Release Notes included with your product distribution (release.htm). Crystal Reports User’s Guide 27 Upgrading Crystal Reports components 28 Crystal Reports User’s Guide Quick Start 4 This chapter begins with an overview of the sample reports and data commonly used with Crystal Reports. It then presents an overview of the Report Creation Wizards— both new and advanced users can benefit from looking at the Standard Report Creation Wizard as it has many steps in common with the other Report Creation Wizards. Finally, the chapter offers two tutorials: one for new users and another for more advanced users. Crystal Reports User’s Guide 29 Learning how to use Crystal Reports Learning how to use Crystal Reports You can teach yourself how to use Crystal Reports by choosing from the methods available in this chapter: • You can study the sample reports and sample database included with Crystal Reports. • You can use the detailed descriptions and instructions in the “Quick start for new users” on page 32. • You can use the summaries and topic cross-references in the “Quick start for advanced users” on page 51—especially useful if you’re already familiar with reporting concepts. Each method is a helpful way to learn and understand Crystal Reports and, although any one might be enough to get you up and running, you can always come back to this chapter and consult the other methods as you need them. Sample data - Xtreme.mdb Crystal Reports comes with Xtreme.mdb, a sample database you can use when learning the program. Xtreme.mdb is a Microsoft Access database and all of the necessary drivers are included. You should be able to open the database directly and begin designing reports. Virtually all of the examples in this manual are based on Xtreme.mdb data. Xtreme.mdb is a database that contains data for Xtreme Mountain Bikes, a fictitious manufacturer of mountain bikes and accessories. Note: The sample data has been designed to illustrate various reporting concepts in a training environment, not to teach database design. While there are alternative ways of designing a database, this design was selected to keep the tutorials and examples focused on reporting, not on data manipulation. Report Creation Wizards The tutorials in this chapter show you how to build a report from scratch. As a complement or an alternative, however, you may want to use the Report Creation Wizards available through the Crystal Reports Gallery. There are four Report Creation Wizards: • Standard • Cross-Tab • Mail Label • OLAP Each wizard guides you through the creation of a report by providing a series of screens. Many of the wizards have screens unique to a specific type of report. For example, the Mailing Labels Report Creation Wizard has a screen that allows you to specify the type of mailing label you want to use. 30 Crystal Reports User’s Guide
