introduction to crystal reports - lsntap to crystal reports july 20, 2010 ... add summary of formula...

41
8/26/2010 1 Introduction to Crystal Reports July 20, 2010 Tom Bedall, Pro Seniors, Inc. 8 Crystal Report Trainings Intro to Crystal Reports TODAY! Will be recorded and made available for FREE Crystal Reports Basic Training: Part I Friday, August 13 th , 11am Pacific / 2pm Eastern Crystal Reports Basic Training: Part II Friday, August 20 th , 11am Pacific / 2pm Eastern

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Page 1: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

1

Introduction to Crystal Reports

July 20 2010

bullTom Bedall Pro Seniors Inc

8

Crystal Report Trainings

Intro to Crystal Reports ndash TODAY

Will be recorded and made available for FREE

Crystal Reports Basic Training Part I

Friday August 13th 11am Pacific 2pm Eastern

Crystal Reports Basic Training Part II

Friday August 20th 11am Pacific 2pm Eastern

8262010

2

9

Purchasing Crystal Reports

Free 30 day trial

httpwwwsapcomsolutionssapbusinessobje

ctssmefreetrialsindexepx

Crystal Reports - $55 for nonprofits

httpwwwtechsouporgstockcategoryaspc

atalog_name=TechSoupMainampcategory_name

=Business+Objects+SoftwareampPage=1ampCat1=

business+objectsampCatCount=1

10

Designing A Crystal Report

Choose the database amp tables to include

Choose the fields to display in the report

Record Selection

Select a subset of the database data for inclusion in the

report

Group the data

If you are designing a grouped report

8262010

3

11

Designing A Crystal Report

Sort Summarize and Suppress the data Add grand totals sub-totals percentages and suppress

immaterial data

Add additional information Running Totals Formulas amp Text Boxes

Add parameters End-user can choose what data to include

Format the report Add color lines boxes hyperlinks etc

12

Designing A Crystal Report

Choose the database amp tables to include

Start Page gt Blank Report gt Database Expert

Double Click Cases Table gt OK

Choose the fields to display in the report

View gt Field Explorer

Double Click Database Fields

Double Click Cases1

8262010

4

13

Designing A Crystal Report

Right Click Database Fields

Grouped order vs alphabetical order

Show Field Type

Click amp Drag Cases1 Fields Into Details Section

case_id

number

user_id

open_date

close_date

14

Designing A Crystal Report

Right Click Section Label

Expanding a section

Splitting a section

Inserting a sub-section

Deleting a sub-section

Suppressing sections

Fit section

Changing section order

8262010

5

15

Designing A Crystal Report

Refresh Report

Report gt Refresh Report Data (F5)

Note number of records in status bar

No filter means every database record included

Note zoom controls on status bar

16

Designing A Crystal Report

Record Selection

Report gt Select Expert gt Record

Limit data to Open Attorney Cases

Choose field Double click cases1close_date

Click Formula Editor button

Type IsNull(cases1close_date)

Save and close gt Ok gt Refresh Data

8262010

6

17

Designing A Crystal Report

The IsNull function ndash Boolean value

The Pika database supports null data values but

others may not

Some databases default all empty field values to

zero If so the IsNull function will not work if

the active database does not support null

values

Note Zero and blank (empty or ) are not

null values

18

Designing A Crystal Report

The IsNull function ndash Boolean value

Note This function must be used first in a formula for

it to be evaluated properly

In general when Crystal Reports encounters a null

valued field in a formula it immediately stops evaluating

the formula and produces no value

If you want to handle null field values in your formula

you must explicitly do so using one of the special

functions designed for handling them

IsNull PreviousIsNull or NextIsNull

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 2: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

2

9

Purchasing Crystal Reports

Free 30 day trial

httpwwwsapcomsolutionssapbusinessobje

ctssmefreetrialsindexepx

Crystal Reports - $55 for nonprofits

httpwwwtechsouporgstockcategoryaspc

atalog_name=TechSoupMainampcategory_name

=Business+Objects+SoftwareampPage=1ampCat1=

business+objectsampCatCount=1

10

Designing A Crystal Report

Choose the database amp tables to include

Choose the fields to display in the report

Record Selection

Select a subset of the database data for inclusion in the

report

Group the data

If you are designing a grouped report

8262010

3

11

Designing A Crystal Report

Sort Summarize and Suppress the data Add grand totals sub-totals percentages and suppress

immaterial data

Add additional information Running Totals Formulas amp Text Boxes

Add parameters End-user can choose what data to include

Format the report Add color lines boxes hyperlinks etc

12

Designing A Crystal Report

Choose the database amp tables to include

Start Page gt Blank Report gt Database Expert

Double Click Cases Table gt OK

Choose the fields to display in the report

View gt Field Explorer

Double Click Database Fields

Double Click Cases1

8262010

4

13

Designing A Crystal Report

Right Click Database Fields

Grouped order vs alphabetical order

Show Field Type

Click amp Drag Cases1 Fields Into Details Section

case_id

number

user_id

open_date

close_date

14

Designing A Crystal Report

Right Click Section Label

Expanding a section

Splitting a section

Inserting a sub-section

Deleting a sub-section

Suppressing sections

Fit section

Changing section order

8262010

5

15

Designing A Crystal Report

Refresh Report

Report gt Refresh Report Data (F5)

Note number of records in status bar

No filter means every database record included

Note zoom controls on status bar

16

Designing A Crystal Report

Record Selection

Report gt Select Expert gt Record

Limit data to Open Attorney Cases

Choose field Double click cases1close_date

Click Formula Editor button

Type IsNull(cases1close_date)

Save and close gt Ok gt Refresh Data

8262010

6

17

Designing A Crystal Report

The IsNull function ndash Boolean value

The Pika database supports null data values but

others may not

Some databases default all empty field values to

zero If so the IsNull function will not work if

the active database does not support null

values

Note Zero and blank (empty or ) are not

null values

18

Designing A Crystal Report

The IsNull function ndash Boolean value

Note This function must be used first in a formula for

it to be evaluated properly

In general when Crystal Reports encounters a null

valued field in a formula it immediately stops evaluating

the formula and produces no value

If you want to handle null field values in your formula

you must explicitly do so using one of the special

functions designed for handling them

IsNull PreviousIsNull or NextIsNull

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 3: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

3

11

Designing A Crystal Report

Sort Summarize and Suppress the data Add grand totals sub-totals percentages and suppress

immaterial data

Add additional information Running Totals Formulas amp Text Boxes

Add parameters End-user can choose what data to include

Format the report Add color lines boxes hyperlinks etc

12

Designing A Crystal Report

Choose the database amp tables to include

Start Page gt Blank Report gt Database Expert

Double Click Cases Table gt OK

Choose the fields to display in the report

View gt Field Explorer

Double Click Database Fields

Double Click Cases1

8262010

4

13

Designing A Crystal Report

Right Click Database Fields

Grouped order vs alphabetical order

Show Field Type

Click amp Drag Cases1 Fields Into Details Section

case_id

number

user_id

open_date

close_date

14

Designing A Crystal Report

Right Click Section Label

Expanding a section

Splitting a section

Inserting a sub-section

Deleting a sub-section

Suppressing sections

Fit section

Changing section order

8262010

5

15

Designing A Crystal Report

Refresh Report

Report gt Refresh Report Data (F5)

Note number of records in status bar

No filter means every database record included

Note zoom controls on status bar

16

Designing A Crystal Report

Record Selection

Report gt Select Expert gt Record

Limit data to Open Attorney Cases

Choose field Double click cases1close_date

Click Formula Editor button

Type IsNull(cases1close_date)

Save and close gt Ok gt Refresh Data

8262010

6

17

Designing A Crystal Report

The IsNull function ndash Boolean value

The Pika database supports null data values but

others may not

Some databases default all empty field values to

zero If so the IsNull function will not work if

the active database does not support null

values

Note Zero and blank (empty or ) are not

null values

18

Designing A Crystal Report

The IsNull function ndash Boolean value

Note This function must be used first in a formula for

it to be evaluated properly

In general when Crystal Reports encounters a null

valued field in a formula it immediately stops evaluating

the formula and produces no value

If you want to handle null field values in your formula

you must explicitly do so using one of the special

functions designed for handling them

IsNull PreviousIsNull or NextIsNull

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 4: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

4

13

Designing A Crystal Report

Right Click Database Fields

Grouped order vs alphabetical order

Show Field Type

Click amp Drag Cases1 Fields Into Details Section

case_id

number

user_id

open_date

close_date

14

Designing A Crystal Report

Right Click Section Label

Expanding a section

Splitting a section

Inserting a sub-section

Deleting a sub-section

Suppressing sections

Fit section

Changing section order

8262010

5

15

Designing A Crystal Report

Refresh Report

Report gt Refresh Report Data (F5)

Note number of records in status bar

No filter means every database record included

Note zoom controls on status bar

16

Designing A Crystal Report

Record Selection

Report gt Select Expert gt Record

Limit data to Open Attorney Cases

Choose field Double click cases1close_date

Click Formula Editor button

Type IsNull(cases1close_date)

Save and close gt Ok gt Refresh Data

8262010

6

17

Designing A Crystal Report

The IsNull function ndash Boolean value

The Pika database supports null data values but

others may not

Some databases default all empty field values to

zero If so the IsNull function will not work if

the active database does not support null

values

Note Zero and blank (empty or ) are not

null values

18

Designing A Crystal Report

The IsNull function ndash Boolean value

Note This function must be used first in a formula for

it to be evaluated properly

In general when Crystal Reports encounters a null

valued field in a formula it immediately stops evaluating

the formula and produces no value

If you want to handle null field values in your formula

you must explicitly do so using one of the special

functions designed for handling them

IsNull PreviousIsNull or NextIsNull

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 5: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

5

15

Designing A Crystal Report

Refresh Report

Report gt Refresh Report Data (F5)

Note number of records in status bar

No filter means every database record included

Note zoom controls on status bar

16

Designing A Crystal Report

Record Selection

Report gt Select Expert gt Record

Limit data to Open Attorney Cases

Choose field Double click cases1close_date

Click Formula Editor button

Type IsNull(cases1close_date)

Save and close gt Ok gt Refresh Data

8262010

6

17

Designing A Crystal Report

The IsNull function ndash Boolean value

The Pika database supports null data values but

others may not

Some databases default all empty field values to

zero If so the IsNull function will not work if

the active database does not support null

values

Note Zero and blank (empty or ) are not

null values

18

Designing A Crystal Report

The IsNull function ndash Boolean value

Note This function must be used first in a formula for

it to be evaluated properly

In general when Crystal Reports encounters a null

valued field in a formula it immediately stops evaluating

the formula and produces no value

If you want to handle null field values in your formula

you must explicitly do so using one of the special

functions designed for handling them

IsNull PreviousIsNull or NextIsNull

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 6: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

6

17

Designing A Crystal Report

The IsNull function ndash Boolean value

The Pika database supports null data values but

others may not

Some databases default all empty field values to

zero If so the IsNull function will not work if

the active database does not support null

values

Note Zero and blank (empty or ) are not

null values

18

Designing A Crystal Report

The IsNull function ndash Boolean value

Note This function must be used first in a formula for

it to be evaluated properly

In general when Crystal Reports encounters a null

valued field in a formula it immediately stops evaluating

the formula and produces no value

If you want to handle null field values in your formula

you must explicitly do so using one of the special

functions designed for handling them

IsNull PreviousIsNull or NextIsNull

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 7: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

7

19

Designing A Crystal Report

How many records now

Too many Includes non-attorney cases

Switch to Design tab

Drag cases1office into Detail section

Switch to Preview Tab

Note non-attorney cases in report

20

Designing A Crystal Report

Edit Record Selection Formula

Report gt Select Expert gt Record

Include only Attorney cases in report

Click New button gt double click cases1office

Choose Is Equal To from drop-down

Choose ATTY from drop-down

Click formula window at bottom of dialog box

Note formula Click Ok button Refresh data

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

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39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

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41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

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43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

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51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

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53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

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25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

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57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

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61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 8: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

8

21

Designing A Crystal Report

How Many Records Now

Now we have correct cases in report

Save report frequently

File gt Options gt Reporting Tab gt Auto Save

Reports After ____ Minutes

22

Designing A Crystal Report

Group the data by user_id

Report gt Group Expert gt double click

cases1user_id gt Ok

Click Design Tab

Note new sections

Group Header 1amp Group Footer 1

Note Group Tree in Preview Panel

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 9: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

9

23

Designing A Crystal Report

Insert Summaries

Right click cases1case_id field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Repeat above and also check Show as a

percentage of checkbox

24

Designing A Crystal Report

Suppress Detail Section

Right click Detail Section label gt Suppress (No

Drill-Down)

Add User Table to Report

Then can add user name fields to report

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 10: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

10

25

Designing A Crystal Report

Database gt Database Expert

Double-click users table

Note new tab Links

Note Automatic Smart-Linking links the

tables

Toggle on or off via File gt Options gt Database Tab

gt Last Checkbox Automatic Smart-Linking

26

Designing A Crystal Report

Linking Very important

Join direction From Table (on Left) to the To Table (on Right)

Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)

Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 11: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

11

27

Designing A Crystal Report

Linking Very important

Do Left Outer Join Same of records 161

Do Inner Join 160 records ndash drops the ldquono-

atty-assignedrdquo case Why No corresponding

record in the To table

Two aspects of report that limit Db records

Record Selection Criteria (intentional) and

Table Joins (unintentional)

28

Designing A Crystal Report

Adding Activity Records (Time) to the

report

Build report from the smallest common

denominator

Each case has multiple time records

Each attorney has multiple cases

Activity Table (link to) Cases Table (link to)

Users Table

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 12: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

12

29

Designing A Crystal Report

Add activities1act_date and

activities1hours to Details Section

Group all time records into a case

Report gt Group Expert gt double click

activities1act_date gt Ok

Save the report

30

Designing A Crystal Report

In Design Tab add the summary information to

Group Footer 2 that we want to show for

each case

Add Case Number and Open date to Group Footer

2

Add activities1act_date to Group Footer 2

Note that because activities1act_date is sorted

ascending activities1act_date in Group Footer 2 is

the latest activity date

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 13: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

13

31

Designing A Crystal Report

Add total case time to Group Footer 2

Insert Summary

Right click activities1hours field in Details

Section gt Insert gt Summary

Calculate this summary Sum

Summary Location Group 2 cases1case_id

- A

Click Ok

32

Designing A Crystal Report

Suppress Details Section

Right click Detail Section label gt Suppress

(No Drill-Down)

Suppress Group Header 2

Right click Group Header 2 Section label gt

Suppress (No Drill-Down)

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 14: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

14

33

Designing A Crystal Report

Add Legal Problem and Client First Name to Group Footer 2

Database gt Database Expert

Double-click Contacts Table and Menu Legal Problem Table

Click on Links tab

Join with Left Outer Join cases1problem to menu_problem_20081value

34

Designing A Crystal Report

Join with Inner Join cases1client_id to

contacts1contact_id

Ok out of Database Expert

Add contacts1first_name and

menu_problem_20081label to Group

Footer 2

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 15: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

15

35

Designing A Crystal Report

Part II

Review Tables Fields amp Record Selection

Started with a blank report

Connected to Pro Seniorsrsquo Pika database

Added the Cases table to the report

Added fields from the Cases table to the report

Created a Record Selection Formula to select only

open attorney cases using the Formula Editor

36

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Group Summarize amp Suppress

Grouped records by user_id

Inserted distinct count for all group levels

Inserted summary as a percentage of total

Suppressed the detail section

Designing A Crystal Report

Part II

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 16: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

16

37

IsNull(cases1close_date) and

cases1office in [ATTY ATTYL]

Discussed use of the IsNull function

Review Adding amp Linking Tables

Added Users table

Discussed linking tables

From and To tables

Using Inner and Left Outer Joins

Designing A Crystal Report

Part II

38

Review Adding Other Tables

Added menu_problem_2008 table

Discuss menu tables

Add problem label to report

Added activities table

Add activity hours to detail section

Add summary of hours (sum total) to group footer

section

Designing A Crystal Report

Part II

8262010

17

39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

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83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

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85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 17: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

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39

Review Add Formula to Report

Create If-Then-Else formula using

Aged0To30Days function

Discuss If-Then-Else expressions

Add formula to detail section

Add summary of formula to group footer section

Designing A Crystal Report

Part II

40

Review Add Parameter Field to Report

Create parameter field for attorney

Discuss parameter fields

Add parameter field to Record Selection Formula

Designing A Crystal Report

Part II

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

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81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 18: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

18

41

Add Time period Aged61To90 to report Field Explorer gt Right Click Formula Fields gt New gt

Type Time 61 to 90 gt Ok

Type the following formula

IF activities1act_date = Aged61To90Days

THEN activities1hours ELSE 0

The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise

Designing A Crystal Report

Part II

42

Note The correct Crystal syntax for IF

statements is IF ltconditiongt THEN lt

expression1gt ELSE lt expression2gt where

lt condition gt lt expression1gt and lt

expression2gt are all single expressions

If you have multiple conditions convert

them into a single expression by

surrounding them in parentheses

Designing A Crystal Report

Part II

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 19: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

19

43

Save and Close Formula Editor

Click and drag Formula Time 61 to 90 into Detail Section of Report

Insert Summary of Time 61 to 90 (sum) into Group Footer 2

Create two more formulas by repeating the above for the functions Aged31To60Daysand Aged0To30Days add them to the report and insert summaries

Designing A Crystal Report

Part II

44

Suppress time period summaries when they

equal zero

Right Click Time in 0 to 30 formula summary in

Group Footer 2 gt Format Field gt Common

Tab gt Suppress checkbox conditional formula

button gt Type Sum (Aged 0 to 30

cases1case_id) = 0

Repeat for other two time period summaries

Designing A Crystal Report

Part II

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 20: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

20

45

Change report to display only one attorney at a time

Add Attorney Parameter to Report

Field Explorer gt Right Click Parameter Fields gt New

Name Attorney

List of Values Dynamic

Click here to add item users1user_id

Description users1last_name

Parameters Click to create parameter

Designing A Crystal Report

Part II

46

Prompt Text Choose Attorney Name

Sort Order Ascending by description

Prompt With Description Only True

Click Ok

Drag and drop Attorney Parameter Field

into Report Header Section to view the

Parameter Value

Designing A Crystal Report

Part II

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 21: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

21

47

Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter

Report gt Select Expert gt Record gt Formula Editor button

Type (

cases1user_id = Attorney or

cases1cocounsel1 = Attorney or

cases1cocounsel2 = Attorney)

)

Designing A Crystal Report

Part II

48

Save and Close

Ok and Refresh Data

Note that report is listing all cases where the

Parameter Attorney is listed as either Primary

Counsel Co-Counsel1 or Co-Counsel2

However the cases are still grouped by Primary

Counsel so we need to change the grouping

formula to group by the field containing the

Parameter Attorney

Designing A Crystal Report

Part II

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

8262010

23

51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 22: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

22

49

Create a Grouping Formula

Field Explorer gt Right Click Formula Fields gt New gt

Type Grouping Formula gt Ok

Type the following formula

If IsNull(contacts1first_name) then Projects else

If cases1user_id = Attorney then Primary Counsel else

If cases1cocounsel1 = Attorney then Co-Counsel 1 else

If cases1cocounsel2 = Attorney then Co-Counsel 2

Click the Close and Save button

Designing A Crystal Report

Part II

50

Delete Group-by cases1user_id and add

Group-by Grouping Formula

Report gt Group Expert

Group by window remove cases1user_id field

Add Grouping Formula field gt Move Grouping

Formula field above cases1cases_id by using

blue arrow in top right corner gt Ok button

Designing A Crystal Report

Part II

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51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

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55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

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61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

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81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

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83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

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85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 23: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

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51

Note order of groups in report are

ascending Create specific grouping order

Report gt Group Expert gt double click

Grouping Formula in Group by window gt

change ldquoin ascending orderrdquo to ldquoin specified

orderrdquo gt Drop down Named Group and

choose specified group order gt Ok gt Ok

Designing A Crystal Report

Part II

52

Add Sub-Totals to groups

Right click cases1number field in report gt

Insert gt Summary

Calculate this summary Distinct Count

Summary Location Group Footer 1

cases1user_id - A

Click Ok

Designing A Crystal Report

Part II

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 24: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

24

53

Add Hyperlink from Case Number Field to Pika Case Note Screen

Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button

Type the following formula which produces a URL

httpspikaproseniorsorgproseniors307 +

casesphp + ToText (cases1case_id0)

Click the Close and Save button

Designing A Crystal Report

Part II

54

Click the Close and Save button

Font Tab

Style Bold

Color Blue

Effects Check Underline box

Ok button

Designing A Crystal Report

Part II

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 25: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

25

55

Add Months Open to Group Footer 2

Field Explorer gt Right Click Formula Fields gt New gt

Type Months Open gt Ok

Type the following formula

(CurrentDate - cases1open_date) (36512)

Click the Close and Save button

Drag and drop the Months Open Formula field into

Group Footer 2

Designing A Crystal Report

Part II

56

Add Alternate Row Background Color

The easiest way to accomplish this is to

create a Running Total count of Group

Footer 2

The first GF2 is 1 the second is 2 etc

Then create a formula that makes the odd

Group Footers one color and the even Group

Footers another color

Designing A Crystal Report

Part II

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 26: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

26

57

Add Running Total

Field Explorer gt Right Click Running Total Fields gt New gt

Running Total Name GF2 Running Total

Field to Summarize cases1case_id

Type of Summary Distinct Count

Ok

Drag and drop GF2 Running Total field into Group Footer 2

Designing A Crystal Report

Part II

58

Add Conditional GF2 Background Color using an even-odd formula

Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button

Type

If Remainder (GF2 Running Total2) = 0

then Color (255 255 155) else NoColor

Click Save and Close button gt Ok

Designing A Crystal Report

Part II

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 27: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

27

59

The Remainder Function has the following components (numerator denominator)

Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder

In our case the remainder is zero for an even number and 5 for an odd number

See internet for RGB (Red Green Blue) color chart

Designing A Crystal Report

Part II

60

Add No ndashTime Warning Box to Report

Field Explorer gt Right Click Formula Fields gt New gt

Formula Name Warning Box

Type the following

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id) +

Sum (Time 61 to 90 cases1case_id))

= 0 then No Time In 90 Days

else

Designing A Crystal Report

Part II

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 28: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

28

61

If

(Sum (Aged 0 to 30 cases1case_id) +

Sum (Time 31 to 60 cases1case_id))

= 0 then No Time In 60 Days

else

IfSum (Aged 0 to 30 cases1case_id) = 0

then No Time In 30 Days

else

Save and close

Drag and drop Warning Box formula field into Group Footer 2

Designing A Crystal Report

Part II

62

Note that Formulas are Hierarchical ie

Crystal Reports stops when it encounters

a True statement so it is important to

make sure the order of the expressions

within the formula is correct ie if

expression 2 and 3 is a subset of

expression 1 then the correct order is

set subset sub-subset

Designing A Crystal Report

Part II

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 29: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

29

63

Format Different Formula Background Colors for Different Warning Messages

Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button

Type the following

If Warning Formula = No Time In 90 Days then crRed else

If Warning Formula = No Time In 60 Days then crBlue else

If Warning Formula = No Time In 30 Days then crSilver else

crNoColor

Designing A Crystal Report

Part II

64

Save and Close

Font Tab

Style Bold

Color White

Boarder Tab

Left Right Top amp Bottom Single

Ok button

Designing A Crystal Report

Part II

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 30: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

30

65

Add Report Title

Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box

Double click inside text box gt Type Open Case Data of

Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text

Designing A Crystal Report

Part II

66

Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok

Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height

Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text

Designing A Crystal Report

Part II

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 31: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

31

67

Add Attorney Name to Report Title

Right click Report Header Section label gt Insert Section Below

Repeat text box creation above but leave text box content empty

Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space

Designing A Crystal Report

Part II

68

Format Group Name Fields

Right click Group 1 Name field in Group

Header 1 Section gt Format Field gt Border

Tab gt Check Background checkbox gt Choose

Silver from the drop-down gt Paragraph Tab gt

Indentations First Line 01 gt Ok

Designing A Crystal Report

Part II

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 32: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

32

69

Add Column Titles

Add small text box to Page Header Section

Add text and format background color font color

Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text

Repeat above for other Column Titles

Designing A Crystal Report

Part II

70

A Running Total Report

Running totals are a flexible and powerful way to create specialized summaries and continually incrementing totals

Running total fields are similar to summary fields but allow more control over how the total is calculated and when it is reset

Running total fields allow you to total a value conditionally

Designing A Crystal Report

Part II

8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

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8262010

33

71

A Running Total Report

For example you could use a running total to count

how many unduplicated clients were Male or how

many had income between 100 and 150 of the

poverty level

A Running Total in the Report Footer is independent

of the Detail Section of the report

Therefore once you formulate your Record Selection

Criteria you can begin to create your Running Total

fields

Designing A Crystal Report

Part II

72

Creating Running Totals

Every month we send last monthrsquos Title III-B demographic data to our funder

So we will create a report that when opened and refreshed automatically reports last monthrsquos client demographic data

One the report is designed and saved the data is available on demand to anyone who needs it

Designing A Crystal Report

Part II

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 34: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

34

73

Creating The Title III-B Report

This report will contain fields from the cases contacts

and activities tables

Add these tables to the report and link them using

Inner Joins because all our Title III-B cases will have

clients and activities

Activities1Case_id gt To gt Cases1Case_id

Cases1Client_id gt To gt Contacts1Contact_id

Designing A Crystal Report

Part II

74

The Record Selection Formula will report

records that are tagged as Title III-B cases

casesfunding = 1 and

That had some case activity last month

activities1act_date in LastFullMonth

Note that a record is the lowest common

denominator which in this case is a time record

Designing A Crystal Report

Part II

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 35: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

35

75

The first data we need to report is how many unduplicated clients were served last month

We will create a Running Total (RT) to calculate that number

Field Explorer gt Right Click RT Fields gt New gt Type Client Total

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Ok

Drag amp drop Client Total RT in Report Footer Section

Preview report

Designing A Crystal Report

Part II

76

The next RT will calculate new Title III-B clients for last month

Field Explorer gt Right Click RT Fields gt New gt Type New Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 36: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

36

77

The next RT will calculate new Title III-B clients for last month who were African-American

Field Explorer gt Right Click RT Fields gt New gt Type New African-American Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = 1

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

78

The next RT will calculate new Title III-B clients for last month who were Caucasian

Field Explorer gt Right Click RT Fields gt New gt Type New Caucasian Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and contactsethnicity = ldquo3

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 37: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

37

79

Repeat above for all ethnicities

Insert an ethnicity grand total formula

Field Explorer gt Right Click Formula Fields gt New gt Type Ethnicity Grand Total

Add all Ethnicity RTs to create Grand Total

New African-American Clients + New Caucasian Clients + [etc]

Click Save and Close button

Drag amp drop Formula in Report Footer Section below prior one

Preview report

Designing A Crystal Report

Part II

80

The next RT will calculate new Title III-B clients for last month who were Rural Rural is defined by County or Zip Code

Field Explorer gt Right Click RT Fields gt New gt Type New Rural Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

(contacts1county = Clinton or

contacts1zip in [45050 45044 45042 45013 45033 45003 45056

45013 45064 45327 45052 45002 45001 45030 45102 45103 45106

45107 45112 45118 45120 45121 45122 45130 45145 45147 45153

45156 45157 45158 45160 45162 45176 45244 45255 45032 45034

45039 45054 45065 45066 45068 45113 45152 45162 45241 45249

45327 45342 45458])

Designing A Crystal Report

Part II

8262010

38

81

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

82

The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

Designing A Crystal Report

Part II

8262010

39

83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

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Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

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Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

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The next RT will calculate new Title III-B clients for last month who were age 75 or older

Field Explorer gt Right Click RT Fields gt New gt Type New Age 75+ Clients

Field to Summarize contacts1contact_id

Type of Summary Distinct Count

Evaluate Use a Formula Click Formula Editor button

cases1open_date in LastFullMonth and

Calculates the integer value of years between birth date and case open date

Int ((DateDiff (d contacts1birth_date cases1open_date))36525) gt= 75

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Part II

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Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

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Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 39: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

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83

Click Save and Close button

Ok

Drag amp drop RT in Report Footer Section below

prior one

Preview report

Designing A Crystal Report

Part II

84

Adding to the report title a Formula to auto

calculate the correct month and year for last

month

Field Explorer gt Right Click Formula Fields gt New gt

Type Last Month Title

This formula calculates the last day of the prior month by

subtracting one day from the first day of the current month

DateSerial (Year(CurrentDate) Month(CurrentDate) 01) - 1

Designing A Crystal Report

Part II

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85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 40: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

40

85

Click Save and Close button

Ok

Drag amp drop Formula in Report Header Section

below other title

Preview report

Right click formula field in Report Header gt Format

Field gt Style March 1999

Designing A Crystal Report

Part II

86

Formatting report

Add new sections to Report Footer

Right Click Report Footer Section gt Insert Section

Below

Repeat until there is a sub-section for each client

demographic

Drag and drop each demographic into a separate sub-

section

Designing A Crystal Report

Part II

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II

Page 41: Introduction to Crystal Reports - LSNTAP to Crystal Reports July 20, 2010 ... Add summary of formula to group footer section Designing A Crystal Report Part II 40

8262010

41

87

Format one sub-section and copy and paste into other sub-sections

Draw lines to create box to house the data

Insert gt Line gt Click and drag cursor to create line

Add Text objects to identify data

When complete Right Click Report Footer sub-section label gt Select All Section Objects gt Right Click Selected Objects gt Copy gt Right Click Next sub-section gt Paste gt Right Click Report Footer sub-section label gt Select All Section Objects gt Click Selected Objects and move as necessary

Designing A Crystal Report

Part II