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Crystal Reports Tutorial
Crystal Reports Tutorial

Table of Contents

1.0 Overview
     1.1 Report types
2.0 Editing and Printing Reports
     2.1 Running/Previewing Reports
          2.1.1 Exporting Data to Another Format
     2.2 Editing Crystal Reports
          2.2.1 Fields
               2.2.1.1 Adding Fields
          2.2.2 Formatting Fields
          2.2.3 Grouping Fields
3.0 Advanced Editing Features
     3.1 Formulas
          3.1.1. Editing Formulas
               3.1.1.1 Syntax
               3.1.1.2 Creating Formulas
               3.1.1.3 Casting Numbers as Currency
     3.2 Running Totals
          3.2.1 Creating a Running Total
     3.3 Data Sources
          3.3.1 Adding Tables
          3.3.2 Stored Procedures
     3.4 Subreports
     3.5 Parameters
          3.5.1 Setting 'User' Name
          3.5.2 Defining the Default Value of a Parameter
          3.5.3 Supported Parameters
          3.5.4 Passing Parameters on to Subreports by Name
4.0 Saving Reports
5.0 Managing Crystal Reports
     5.1 Managing the Report List
          5.1.1 Adding New Crystal Reports to ServiceCEO
          5.1.2 Editing the Report Description and/or Section
               5.1.2.1 The RPT File Location
          5.1.3 Removing Crystal Reports from ServiceCEO
     5.2 Networking
6.0 Additional Information
Vocabulary

1.0 Overview

This document will describe the Crystal Reports® that are available through ServiceCEO® and the basic methods available to you for modifying them.

 1.1 Report Types

ServiceCEO contains two types of reports:

1.       Standard Reports - Reports that are designed into ServiceCEO. Standard reports are designated by the icon in the Available Reports window. These reports can only be modified through product updates to ServiceCEO.

2.       Crystal Reports - Reports that run via an embedded Crystal Reports module (a third party reporting solution provided by Business Objects). Crystal Reports are designated by the icon in the Available Reports dialog box. To edit these reports, users must either purchase a full copy of Crystal Reports version 9.0 or obtain an Integrated Crystal Reports Designer License through Insight Direct.

For more on basic reporting, please see the Reports chapter of the ServiceCEO User's Guide, located at http://www.insightdirect.com/docs/usersguide.pdf.

2.0 Editing and Printing Reports

2.1 Running/Previewing Reports

To preview a Crystal Report:

1.       Select Reports from the Navigator Bar. The Available Reports dialog box appears.

2.       Click the appropriate report category button.

3.       Select the report you would like to run.

4.       Click Select. The Report Options dialog box appears.

5.       Select the appropriate report criteria.

6.       Click Preview to preview the report before printing. A preview of the report appears.

The Report Preview page enables you to view your report before you print it out. To navigate between the report records, use these buttons:

First record

Previous record

Next record

Last record

2.1.1 Exporting Data to Another Format

To export data from a Crystal Reports report and save it in another format:

1.       Click . The Export Report dialog box appears:

2.       Select the format you would like to use from the Format drop-down list in the Export dialog box.

3.       Click OK.

2.2 Editing Crystal Reports

To customize a Crystal Report, you must first preview it. For details on previewing a report, see Running/Previewing Reports.

From the Report Preview page, click to edit the report. The Design Page appears:

Tip:
If the Customize button is not active, you either do not have an Integrated Crystal Reports Designer License or do not have the full version of Crystal Reports 9. Go to
http://www.insightdirect.com/services.html to learn more about obtaining an Integrated Crystal Reports Designer License.

There are two views on the Report Preview page:

  • Customize. This view enables you to make changes to the report. Click to display this view.
  • Preview. This view displays how the report will appear when run. Click to display this view.

When you make changes to the report, it is a good idea to preview them to make sure the changes work correctly. You can toggle back and forth between the Customize and Preview views at any time.

For details on how to edit various sections of the report, see the sections below.

2.2.1 Fields

Use the different branches of the tree on the left side of the designer view to access the different types of fields in your report. From here, you can editing, renaming, or deleting formulas, creating new formulas, or inserting formula fields into your report.

  • Database Fields. A database is a receptacle designed to store related data. Each database record is made up of one or more database fields. Each database field can hold one piece of data (aka value).
  • Formula Fields. A formula is an equation designed to produce specific data for your report. You can use formulas to perform many calculations, including the calculation of numeric values and the comparison of multiple values.

Tip:
Creating a formula field is similar to creating a formula in Microsoft Excel.®

  • Parameter Fields. A parameter field will prompt the user to enter a value when used. You can use parameter fields for report titles, record selection, sorting, and a variety of other uses. Using parameter fields enables you to create a single report that you can modify quickly to fit a variety of needs.
  • Group Name Fields. A group is a set of records that are related to each other in some way. For example, you might group together all of your customers in the same Zone. A Group Name field is created when you insert a group into your report. The Group Name Fields list displays the Group Name fields currently in your report.

Tip:
Unlike other types of fields, you cannot create a Group Name field through the Field Explorer. Group Name fields are only created when you insert a group into your report.

  • Running Total Fields. A running total totals all records (in the report, in the group, and so forth) up to and including the current record. For example, if your first three records have values of 2, 4, and 6, the running total for each of the three records would be 2, 6, and 12, respectively. You can use running totals to create customized summaries and totals. For more, see Running Totals.
  • Special Fields. General information, such as Page Numbers, Print Date, and Report Comments, are located in the Special Fields list.
  • Unbound Fields. Fields with no specific format.

2.2.1.1 Adding Fields

A database field is a specific field in the ServiceCEO database that can be imported into your report. The list of current database fields appears on the left side of the screen under the Database Fields icon. Expand this icon for a complete list of available database fields.

Fields generally come from two types of data sources:

  • An existing table in ServiceCEO. Examples include:
    • RawCustRecord - all of the fields located in a customer record
    • RawServLocRecord - all of the fields located in a Service Location
    • RawBillLocRecord - all of the fields stored in a customer's Bill To location
  • Stored Procedures - a pre-compiled collection of SQL statements and optional control-of-flow statements (i.e., variables, conditional expressions, and variable arguments) stored under a name and processed as a unit. For example, in the Work Order report, there are two stored procedures: WorkOrders and WorkOrderItems. A stored procedure can be used to define a SQL query that you can use over and over again.

Tip:
If the stored procedure is designed to prompt a user for information on which to base its query, Crystal Reports will prompt you for that information when you select the stored procedure for your report.

To add a field to a Crystal Report:

1.       Open the Design View page for the report that you want to edit.

2.       Expand the Database Fields icon.

3.       Navigate to the field you want to include.

4.       Click and drag this field to the location where you would like it to appear on the report.

5.       Click . Your changes appear.

6.       Repeat steps 3-5 to add additional fields to the report. You can toggle between the Preview and Customize views as necessary by clicking the appropriate button.

Note:
Each field that is present in the current report will have a check mark added in front of its name in the Field Explorer.

5.       Click Save and Close. For more on saving your report, see the Saving Reports section.

6.       Run the report in the usual manner.

Caution:
If you click Close and close the report without first saving your changes, your modifications will be lost! Be sure to save your changes before closing this dialog box. See
Saving Reports for details.

2.2.2 Formatting Fields

To adjust the formatting (font, display, style, alignment, etc.) of a report field:

1.       On the right-side of the Report Preview page, right-click on the field whose formatting you want to edit and select Format Field from the pop-up menu. The Format Editor dialog box appears.

2.       Select the formatting options you want to use from this dialog box. Note that you can define a formula for each section by clicking . See Formulas for more.

3.       When complete, click OK

More advanced features are accessible by right-clicking on the Database Fields in the Main Report tab of the Report Preview screen. These features include changing grouping, ordering and filtering, or adding new database tables to the report. See Data Sources for more.

2.2.3 Grouping Fields

You can create and/or modify the grouping of fields in your report. To do so:

1.       From the Report Preview page, right-click Group Name Fields and select Group Expert from the pop-up menu. The Group Expert dialog box appears.

This dialog box enables you to group the fields located in the report.

2.       To group by a specific field, select the field by which you want to group.

3.       Click the right arrow button. The field you selected appears in the Group By list box.

This level of grouping may be sufficient for you. However, if you'd like to further define the grouping options for a printed report, continue from step four.

4.       Select a field in the Group By dialog box.

5.       Click Options. The Change Group Options dialog box appears.

6.       Select the name of the field by which you'd like to add an additional grouping rule from the first drop-down list.

7.       Select the grouping order from the second drop-down list.

8.       Click OK. The Change Group Options dialog box closes.

9.       Click OK. The Group Expert dialog box closes.

3.0 Advanced Editing Features

3.1 Formulas

A formula is a symbolic statement of the actions you want to perform on data before it is displayed on your report. These are used to provide an extra degree of control over the report's output. Formula fields are constructed using a simple scripting language, very similar to Visual Basic.You can use formulas to calculate numeric values, compare one value to another and select alternative actions based on the comparison, join multiple values into a single string, and to perform a multitude of other operations.

Tip:
Formula fields are fields that appear on the report after the @ symbol.

3.1.1 Editing Formulas

To edit a formula field:

1.       Open the Report Preview dialog box for the report containing the field whose formula you want to edit.

2.       Right-click on the field and select Edit Formula from the pop-up menu. The Formula Workshop dialog box appears.

Edit the formula using this dialog box. For details, see the sections below. When complete, click Save. Click Close to close this dialog box. 

3.1.1.1 Syntax

Syntax is a set of rules that you must follow in order to create a correct formula. There are two types of syntax: Crystal or Basic syntax. Almost any formula written with one syntax can be written with the other. Reports can contain formulas that use Basic syntax as well as formulas that use Crystal syntax. In general, Basic syntax is similar to Visual Basic, the main difference being that it has specific extensions that handle reporting needs. You can only use one type of syntax when creating a formula.

Note:
While you can choose between Basic Syntax or Crystal Syntax, all existing ServiceCEO Crystal Reports use Basic Syntax for formula fields. Therefore, be sure to switch to Basic Syntax when copying one of these formulas.

You must follow the syntax rules to create correct formulas. Some basic rules are:

  • Enclose text strings in quotation marks.
  • Enclose arguments in parentheses (where applicable).

Caution:
Record selection and group selection formulas cannot be written in Basic syntax; they can only be written in Crystal Syntax.

3.1.1.2 Creating Formulas

1.       In the Design View page, right-click Formula Fields and select New from the pop-up menu. The Formula Name dialog box appears.

2.       Type a name for the formula in the Name field.

3.       Click Use Editor. The Formula Workshop appears with the Formula Editor active.

4.       Verify that Basic Syntax is selected from the drop-down list.

5.       Enter the formula by typing in the components or selecting them from the component trees.

Tip:
Press CTRL+SPACE to display a list box of available functions. If you've already typed some text, the list box will display only the functions that are possible matches for what you've typed. Double-click the function you want to add it to the Formula Editor.

6.       Click . If any syntax errors are found in your formula, a Crystal Reports ActiveX Designer dialog box appears, informing you of the problem.

7.       Fix any identified errors.

8.       When complete, click Close. A dialog box appears, asking you if you want to save your changes.

9.       Click Yes. Your new formula will appear in the Formula Fields section of the Designer View.

10.   To add the formula to your report, select and drag it to the location where you want it to appear on your report.

11.   Click Save and Close.

3.1.1.3 Casting Numbers as Currency (or, Using Money in Formulas)

If a formula field results in a number that you want to display in a currency format (i.e., $1,235.99), you must cast this number as currency in order to ensure that it is correctly displayed. This step is essential because Crystal Reports may read a field with a monetary amount NOT cast as currency as a simple (non-currency) number, omitting the partial values (decimal values) from the amount.

To cast a number as currency, use one of the following arguments:

  • CCur (number)
  • CCur (string)

For example:

' Forces the rate field to a CURRENCY value so
Crystal will apply correct international formatting.

formula = CCUR ({WorkOrderItems.Rate})

3.2 Running Totals

A running total totals all records (in the report, in the group, and so forth) up to and including the current record. For example, if your first three records have values of 2, 4, and 6, the running total for each of the three records would be 2, 6, and 12, respectively. You can use running totals to create customized summaries and totals.

Running total fields are similar to summary fields, but provide you more control over how the total is calculated and when the total is reset. Running total fields are specifically suited to:

  • Display totals as they are accumulated record by record.
  • Total a value independent of the report's grouping.
  • Total a value based upon conditions you define.
  • Total a value after applying a group selection formula.
  • Total a value from the driving table in a one-to-many linking relationship.

3.2.1 Creating a Running Total

1.       In the Design View, right-click Running Total Fields and select New from the pop-up menu. The Create Running Total Field dialog box appears.

2.       Type a name for the running total field in the Running Total Name field.

3.       Select the field you want to total from the Available Tables and Fields list box.

4.       Click . The field will appear in the Field to summarize field.

5.       Select the type of running total you want to produce from the Type of summary drop-down list. Your options will vary depending on the field you chose to summarize.

6.       In the Evaluate section of the dialog box, click the appropriate option button. Your options are:

o        For each record. The running total will run for every record.

o        On change of field. The running total will only run when a specified field has changed. Use the Add button (>) to copy a field from the Available Tables and Fields list to the On change of field list.

o        On change of group. The running total will only run when a specified group has changed.

o        Use a formula. The running total will use the identified formula when performing its calculations. Click to create identify a formula.

7.       In the Reset section of the dialog box, click the appropriate option button.

o        Never. This means that the running total will never reset; that is, the running total continues throughout the report. your running total will perform its calculations on that field throughout the entire report.

o        On change of field. Use the On change of field list to have your running total evaluate or reset when a designated field changes. Use the Add button (>) to copy a field from the Available Tables and Fields list to the On change of field list.

o        On changing of group. The running total will run or reset when a designated group changes.

o        Use a formula. The running total will use a formula to determine when to reset. Click to create identify a formula.

8.       Click OK to save the running total field. The program returns you to the Field Explorer dialog box.

9.       Insert the running total field in the Details section of the report.

Note:
A running total field can be used on database fields and first-pass formulas, but cannot be used on second-pass formulas or formulas that reference other second-pass formulas. For more information, see the
two pass definition for more.

The following list identifies the records that are included in the calculation when a running total is placed in the specified report sections. This list assumes the running total is not reset.

  • Report Header - only the first record in the report
  • Page Header - all records up to and including the first record on the current page
  • Group Header - all records up to and including the first record in the current group
  • Details - all records up to and including the current record
  • Group Footer - all records up to and including the last record in the current group
  • Page Footer - all records up to and including the last record on the current page
  • Report Footer - all records in the report

3.3 Data Sources

Data for ServiceCEO reports can come from:

  • Tables.
  • Views.
  • Stored Procedures. Stored procedures are pre-compiled collection of SQL statements and optional control-of-flow statements stored under a name and processed as a unit. For more, see Fields.

3.3.1 Adding Tables

1.       From the Report Preview page, right-click Database Fields and select Database Expert from the pop-up menu. The Database Expert dialog box appears.

2.       Expand the Available Data Sources folder structure as displayed in the screenshot above by clicking the appropriate plus signs. All of ServiceCEO's tables are located in the Tables folder.

To add a table to the report, simply select the table you want to add and click the right arrow button. The table will appear in the Selected Tables list box.

To remove a table from the report, select the table you want to remove in the Selected Tables list box and click the left arrow button.

3.3.2 Stored Procedures

In retrieving data, the Stored Procedure is called, is wrapped through COM (such a process was required due to a ‘known’ issue for Crystal Reports ), and then the stored procedure accesses the ServiceCEO database to obtain the data. An example of Stored Procedure can be seen in the Work Order report.

3.4 Subreports

A subreport is a report within a report. It has all of the characteristics of a regular report, but cannot include other subreports within itself. Subreports can be free-standing or they can be linked to the data in the primary report. You to insert as many subreports as you want into a regular report.

There are four instances in which a subreport would typically be used:

  • To combine unrelated reports into a single report. See Combining unrelated reports by using subreports.
  • To coordinate data that cannot otherwise be linked. See Using subreports with unlinkable data.
  • To present different views of the same data within a single report. See Showing different views of the same data in a report.
  • To perform one-to-many lookups from a field that is not indexed on the lookup field. For more information, see One-to-many links.

For example, the picture below shows a report that contains the “RSEmployees” subreport, designed to display the employees for each job type. If no team is assigned to the job, it will be displayed as “unassigned” (Team Name).

3.5 Parameters

3.5.1 Setting ‘User’ name

Parameter Fields

Parameters prompt the user of a report to enter information. Think of a parameter as a question that the user needs to answer before the report is generated. The information that you enter, or the way in which you respond, determines the information that appears in the report.

For example, in the Work Order report, the date range is defined by two parameters: the Start Date (CEOStartDate) and the End Date (CEOEndDate). The report then uses the values the user selects (in ServiceCEO's Print Options dialog box) to define a 'Time Frame'. The results returned by the report will fall within this ‘Time Frame’ rather then returning the results for all time periods.

The Parameter Fields list on the Main Report tab displays the names of all the Parameter Fields currently in your report. You insert Parameter Fields by dragging them into the report, or by selecting them and then clicking Insert to Report.

You can create a New parameter field, Edit, Rename and Delete the parameter field by right-clicking Parameter Fields and select the appropriate value from the pop-up menu.

3.5.2 Defining the Default Value of a Parameter

All Parameter Fields must have a defined default value in order to avoid being prompted for parameters at runtime.

To define a default value:

1.       From the Report Preview page, click . The Customize page appears.

2.       Right-click on the parameter to which you want to define a default value and select Edit from the pop-up menu. The Edit Parameter Field dialog box appears.

 

Other parameter options include:

  • Allow multiple values. Select this check box to identify more than one default value for the parameter field.
  • Discrete value(s). Select this option button to select only single values for the parameter field. If you have selected Allow multiple values , you will be able to select more than one discrete value for your parameter field, though those discrete values will continue to function as single values as opposed to a range value.
  • Range value(s). Select this option button to select a range of values for the parameter field.
  • Discrete and Range Values. Select this check box (if you have selected the Allow multiple values check box) to enable the selection of both discrete and range values for the parameter field.

Note:
You can only select Discrete value(s) OR Range value(s). Both cannot be used at the same time.

3.       Click Set Default Values. The Set Default Values dialog box appears.

  • To add a default value: Type a value in the Select or enter value to add: field and click to add the value to the Default Values list box.
  • To remove a default value: To remove the existing default value, select the value in the Default Values list box and click .

4.       After you've finished configuring the default values, click OK. The Set Default Value dialog box closes.

5.       Click OK. The Edit Parameter File dialog box closes.

3.5.3 Supported Parameters

ServiceCEO supports the following parameters. Note that they are presented in no particular order.

  • CEOTeamVocab
  • CEOStartDate
  • CEOEndDate
  • CEOTeamID
  • CEOEmployeeID
  • CEOLoginID
  • CEOJobID
  • CEOInvoiceID
  • CEOCustomerID
  • CEOShowAddOn
  • CEOServConStatusID
  • CEOServConSubStatusID
  • CEOShowCompanyInfo
  • CEOJobStatusID
  • CEOJobSubStatusID
  • CEOOrgID
  • CEOBatchJobID
  • CEOInvStatusID
  • CEOInvCustOnly
  • CEOOrgStructID
  • CEOOrgStructLevel
  • CEOOnlyUnsent
  • CEOEstStatusID
  • CEOEstSubStatusID
  • CEOTaskStatusID
  • CEOTaskSubStatusID

3.5.4 Passing Parameters to Subreports by Name

Parameters that begin with "CEO" - such as ‘CEOStartDate’ and ‘CEOEndDate’ in the ‘Work Orders’ table - are scanned by ServiceCEO and used to adjust the Print Options dialog box to provide user interaction.

If you have the same parameters in the ‘Subreport’ as those in the ‘Parent report’, name the Subreport's parameters the same as those in the ‘Parent Report’. Matching parameter names will ensure you will not be prompted for parameters at runtime. For example, the ‘CEOCustomerID’ parameter is present in the ‘Work Order’ report. If we want to pass that parameter within the subreport, we need to rename the existing ‘CustomerID’ parameter in the subreport to ‘CEOCustomerID’ by right-clicking on it and selecting Rename from the pop-up menu.

4.0 Saving Reports

When you are done editing a report, save your changes. All Crystal Reports are saved as a Report Definition File (the RPT format).

Caution:
Installing a ServiceCEO upgrade will update all of ServiceCEO's default reports (located at C:\Program Files\ServiceCEO\Reports), overwriting all previous versions. If you have edited any ServiceCEO reports and have NOT saved them under a different file name (i.e., you have overwritten the default report files with your own custom versions), be sure to save a copy of these files elsewhere on your computer/network BEFORE proceeding with the upgrade. Rename the copies of these report files using unique file names (the rptWorkOrderAcmeCo.rpt, for example).
After the upgrade is complete, you may copy these renamed report files back to the original ServiceCEO Reports folder or simply leave them in the separate location in which they were copied. See
Managing the Report List for more.

To save a Crystal Report:

1.       On the Report Preview page, click Save and Close to save your changes. A Save Changes? dialog box appears.

2.       Click Yes to save the report. An Overwrite Existing Changes? dialog box appears.

Caution:
This dialog box is asking if you want to overwrite the existing report definition file. You should only click Yes if you are making further changes to a report you have previously modified and saved under a different name. Do NOT overwrite any of the core system reports (listed below).

3.       Click No to save the report yourself. You will click No most of the time, especially if you are editing one of the core system reports, such as:

o        Work Orders - rptWorkOrder.rpt

o        Invoices - rptInvoice.rpt, rptClassicInvoice.rpt

o        Estimates - rptEstimate.rpt, rptClassicEstimate.rpt

Note:
We recommend that if you make changes to any of the reports that are shipped with ServiceCEO, you save these changes under a different file name. Changing the name of the RPT file ensures that the file will not be overwritten if you update your ServiceCEO software. In fact, it is a good idea to save a backup copy of edited reports on a different location on your network just in case the edited report is accidentally overwritten.

A Save As dialog box appears.

4.       Save your report using a different file name and/or in a different location on your computer.

Note:
By default, report definitions are stored in the C:\Program Files\ServiceCEO\Reports directory.

5.       Click Save. The report is saved.

Caution:
It is a good idea to backup your customized reports. While reports that are embedded in ServiceCEO are automatically backed up as part of the normal database backup procedure, customized reports are not. Thus, it is a good idea to have a copy of these reports in a safe place (and outside of the C://Program Files/ServiceCEO directory) to ensure that you will have a copy of the report if something happens to the original.

5.0 Managing Crystal Reports

5.1 Managing the Report List

A report file is a Report Definition File with an RPT extension - for example, the Work Order report file is rptWorkOrder.rpt. By default, each system in a networked environment will use its own (local) copy of the RPT file when running a report. If you wish to centrally manage and distribute your reports, you can edit the Reports List and specify an alternate location for each report definition file.

To edit the Master Reports List, first log in to ServiceCEO as a system administrator, and follow these steps:

1.       Select Reports from the main navigator bar. The Available Reports dialog box appears.

2.       Click Edit List. The master Reports List page appears.

From this screen, you can do three things:

1.       Add new custom Crystal Reports to ServiceCEO

2.       Edit the configuration of existing ServiceCEO report (including the category, description, and location of the report)

3.       Remove your custom Crystal Reports from ServiceCEO

5.1.1 Adding New Crystal Reports to ServiceCEO

The ServiceCEO Reporting Engine can load reports built using the Integrated Crystal Reports Designer License or the full version of Crystal Reports 9. To add a report to ServiceCEO:

1.       Select Reports from the Navigator Bar. The Available Reports dialog box appears.

2.       Click Edit List. The Report List dialog box appears.

3.       Click Add. A new row will appear in the report list.

4.       Type a name for the new report in the Report field.

5.       Select a section for the new report from the Section drop-down list. The report section is the report Category under which it appears on ServiceCEO's main Available Reports page (e.g, Financial, etc.).

6.       Type a description for the report in the Description field.

7.       Indicate the Report Definition File location. See the Specifying the Report Definition File Location section for more.

8.       Repeat steps 3-7 to add additional reports.

9.       Click OK.

Tip:
For a template you can use to create a brand new crystal report, download the following report file:
rptNew.rpt.

5.1.2 Editing the Report Description and/or Section

To edit the description and/or section of a report:

1.       Select Reports from the Navigator Bar. The Available Reports dialog box appears.

2.       Click Edit List. The Report List dialog box appears.

3.       Find the report you want to edit and select it.

4.       To change the report section, select a new section from the Section drop-down list. The report section is the report Category under which it appears on ServiceCEO's main Available Reports page. There are six different sections:

1.       Customer

2.       Scheduling

3.       Employee

4.       Financial

5.       Quotes/Estimates

6.       Products/Services

5.       Edit the report description by editing the text in the Description dialog box.

6.       Repeat steps 3-5 to edit additional reports.

7.       Click OK.

5.1.2.1 The RPT File Location

In most situations, you can easily specify the location of the RPT file by selecting the first option button on the Report List dialog box:

1.       Select the Access the Report Definition from the following file: option button.

2.       Click . The Select Report File dialog box appears.

3.       Navigate to the location where the report file (with an ".RPT" extension) is located and select it.

4.       Click Open. The name of the report definition file will appear in the field.

5.       Click OK.

Note:
If you are only running ServiceCEO on one computer, you will have no problem accessing the new reports. However, if you have multiple users accessing ServiceCEO over a network, you will need to configure each user's application to see the new report. This can be done in two ways:

  • Each user indicates the new report location by pointing it at the computer that has the new report file (using the steps above)
  • Each user can copy the report file to their individual computer and manually add the new report to ServiceCEO. See Adding New Crystal Reports to ServiceCEO.

 

Note:
You can also save the Report Definition File directly in the ServiceCEO database by selecting the Save the Report Definition in the ServiceCEO database option button. However, be aware that this method may slow the performance of running reports on computers with remote connections to ServiceCEO. See Networking for more. Note that this option will increase the size of your database and may slow your system performance.

 

 

5.1.3 Removing Crystal Reports from ServiceCEO

1.       Select Reports from the Navigator Bar. The Available Reports dialog box appears.

2.       Click Edit List. The Report List dialog box appears.

3.       Find the report you want to delete and select it.

4.       Click Delete. A confirmation dialog box appears.

5.       Click OK. The report will be deleted from the system.

Note:
You will not be able to delete the default ServiceCEO system reports.

 

Caution:
Deleting a custom report only removes the report from ServiceCEO. It does not erase the RPT file from the C:\Program Files\ServiceCEO\Reports directory.

5.2 Networking

If you wish to centrally locate your report definitions for easier management, you have two options:

1.       Place your RPT files on a network drive. Edit the report definition file location to point to this new shared drive by clicking the button from the Report List dialog box. Navigate to the network location where the report files are located. See The RPT File location for more.

2.       Load the report definition files directly into the ServiceCEO database. This will allow report access from any system which has access to ServiceCEO, regardless of whether ServiceCEO is on a network or not.

6.0 Additional Information

For more on modifying Crystal Reports, please attend the Crystal Reports Design class. For more information, please point your browser to http://www.insightdirect.com/classes.html.

Vocabulary

Data Field. A data field (or field) is the basic building block of a record. Each record is made up of one or more data fields, and each data field can hold one piece of data (known as a value). A customer record in a typical customer mailing list database might contain data fields similar to these: Name, Address, City, State, Zip, Phone, Fax. A data field can be empty or contain a value. Data field data is generally displayed or printed in columns in the Details section of a report.

DSN - Short for Data Source Name. A DSN connects to a database through an ODBC driver. The DSN contains database name, directory, database driver, UserID, password, and other information. Once you create a DSN for a particular database, you can use the DSN to retrieve information from that database.

ODBC - Short for Open DataBase Connectivity. A standard database access method developed by Microsoft. ODBC enables users to access any data from any application, regardless of which Dataase Management System (DBMS) handles the data.

Two Pass Formula Function. A two pass formula is a formula that requires two passes through the data for completion. The first pass performs some calculation or selection and the second pass performs a calculation or selection that uses the result generated by the first pass.

An example of a two pass formula is one that calculates the sales for each sales representative as a percent of total company sales. The first pass sums the sales for each representative to arrive at total company sales. The second pass divides the sales per representative by total company sales to calculate the percent of total sales.

Feedback

Please send any feedback about this document to mailto:documentation@insightdirect.com?subject=Crystal Reports Feedback. Please note that this email will not go to Technical Support. To receive technical support, please enter a support ticket by logging into the member center at http://www.insightdirect.com/support.html and clicking the Log a New Support Ticket link.

ServiceCEO is a registered trademark of Insight Direct, Inc. in the U.S. and/or other countries. Other parties' marks are the property of their respective owners and should be treated as such.

 

 
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