20 Secrets of Crystal Reports

Crystal Reports® Secrets

X

20 Secret Shortcuts and Workarounds for Crystal Reports Designers and Developers

This guide is for your personal use, compliments of Business Objects Education Services. It contains a concise summary of answers to the most common Crystal Reports questions, along with links to more detailed explanations. Created to help report designers and developers quickly improve their skills, this guide was: • • •

Developed by the people who wrote the code – experts who can explain their secrets, step by step Based on the most common questions identified by Technical Support Designed to help you get the most out of Crystal Reports. Learn to unlock the value inside your information to help your organization improve business performance.

..

ii

Business Objects • Crystal Reports Secrets

Contents

Why these secrets are so important i.) Critical skill deficit ..................................................................................... 5 ii)

Cost of inadequate preparation ........................................................... 6

iii) Impact on IT project success .................................................................. 7 iv) Training resources available ................................................................... 8

Top 20 Secrets Secrets for Report Designers: #1. How to display every nth record in Crystal Reports ........................ 9 #2. How to display only the report file name on a report ...................11 #3. How to suppress a blank subreport from displaying....................12 #4. How to share subreport data with the main report .......................15 #5. Evaluate null field values in formulas or record selection ..........18 #6. How different 'Keep Together' options affect the report .............23 #7. How to export to PDF or RTF in Crystal Reports............................28 #8. Suppress a section that contains a blank subreport ....................30 #9. How to create a table of contents for a report ...............................39 #10. How to add time fields .........................................................................43 #11. What font types are supported in Crystal Reports? ....................47 #12. How to format specific words or characters within a string ......50 #13. How to display a date range parameter on a report ....................52 #14. How to suppress a blank subreport .................................................54

iii

Business Objects • Crystal Reports Secrets

Contents

Secrets for Developers: #15. How to deploy an application that uses Crystal Reports and VS .NET...............................................................56 #16. What is Unicows.dll and where can you find it? ..........................59 #17. How to change the data source using CR for VS .NET application ......................................................60 #18. How to pass Database logon info to a Crystal Report at runtime in VB .NET .......................................65 #19. How to create a report and add a parameter field using Report Creation API .................................70 #20. Crystal Reports for Visual Studio .NET............................................76

Summary: ....................................................................................................................78 •

More resources available

Worldwide contact information: .........................................................................79

iv

Business Objects • Crystal Reports Secrets

Critical Skill Deficit

X Fact: Many users are not adequately prepared Organizations around the world invest in business intelligence (BI), enterprise resource planning (ERP) and customer relationship management (CRM) solutions – yet frequently fail to arm their people with the training they need to get the most out of the implementation. According to Meta Group research, three out of every four ERP users raise the white flag – they do not have the skills they require. The good news is that the time you invest in learning the secrets presented in this document and in formal learning will pay off right away – in greater efficiency, boosted confidence, and better reports.

Overlooked: Let’s learn a lesson from ERP Three out of four ERP users lack competency 76% user competency substandard or failing

24% user competency satisfactory

83% didn’t institute a comprehensive training plan

42% no end-user training beyond that provided at the end of the implementation

Source: Meta Group research, August 2003 as cited in ZD Net online article “Three out of four ERP users raise the white flag.”

5

Business Objects • Crystal Reports Secrets

Cost of Inadequate Preparation

X Fact: Preparation and skill development are key project success factors The impact of inadequate preparation may be greater than you think. We all suffer from the tyranny of the urgent – putting off learning critical skills even though we will desperately need these very skills in the middle of a demanding project. Here is the question: What is the cost of failure or delay on your project?

Why do IT Projects fail? • • • • • • • • • •

Incomplete Requirements 13.1% Lack of User Involvement 12.4% Lack of Resources 10.6% Unrealistic Expectations 9.9% Lack of Executive Support 9.3% Changing Requirements & Specifications 8.7% Lack of Planning 8.1% Didn’t Need it any longer 7.5% Lack of IT Management 6.2% Technology Illiteracy 4.3%

Source: Chaos Report N= 365 IT Managers http://www1.standishgroup.com//sample_research/chaos_1994_2.php

6

Business Objects • Crystal Reports Secrets

Impact on IT project success

X Fact: The real cost of skill deficit is high Organizations often believe that users are resourceful enough to find their own way through new programs and systems. While this may be true, an unguided learning process is much less effective than a systematic approach to training. Learning the techniques that make a user proficient requires a one-time investment – whereas failure to master these techniques requires a time investment every time the

user performs a task. “On average, most individuals spend 50 percent of their time gathering and collecting the information for standard report analysis and the remaining time analyzing the information. At those companies where BI tools and technologies have been implemented in a consistent manner, roughly 20 percent of an individual's time is spent gathering and collecting, while 80 percent is spent reporting and analyzing the information for trends, business opportunities, forecasting and other related value-based analysis” Hackett Best Practices Strategic Decision Making benchmark, 2002 “68% of IT executives said training of users would improve information access” Business Week Survey

7

Business Objects • Crystal Reports Secrets

Training Resources Available

X Fact: Continuous learning yields exponential benefit Once you’ve had a chance to digest these tips and tricks, you’ll probably want to take your skills to the next level. Trained users take advantage of 20% more product features – and have both greater competence and higher confidence as a result of their training. Learn from the experts, the people who created the software. Both classroom and elearning training is available. • Business Objects Education group has trained over 200,000 users. • Only the creators of the software have in-depth understanding of all of the software features. • We employ only the most experienced instructors – professionals with a proven track record in sharing time-saving tips and best practices. • 95% of trainees rank their experience as “good” to “excellent” in terms of job 1 relevance.

Courses for Crystal Reports Designers: • Report Design I: ( http://www.businessobjects.com/training ) Fundamentals of Report Design • Report Design II: (http://www.businessobjects.com/training) Business Reporting Solutions

Courses for Crystal Enterprise Administrators: • Crystal Enterprise: (http://www.businessobjects.com/training) Administering Users and Content • Crystal Enterprise: (http://www.businessobjects.com/training) Administering Servers • Crystal Enterprise: (http://www.businessobjects.com/training) Designing and Deploying a Solution • Crystal Enterprise: (http://www.businessobjects.com/training) Building and Creating Business Views

1

8

Source: Analysis of post class evaluations. 2004.

Business Objects • Crystal Reports Secrets

#1 How to display every nth record in Crystal Reports

#1 How to display every nth record in Crystal Reports http://support.businessobjects.com/library/kbase/articles/c2014881.asp

X The information in the article refers to: Crystal Reports 10

X Applies to: Reported version and lower Formulas Conditional Suppression Format Section

X Synopsis: In Crystal Reports (CR), is it possible to display every nth record without indexing the database table? For example, you have a report with 100 records but you only want to see every 25th record. Your report connects to a database table that does not contain an indexed field.

X Solution: A formula can be created that will display every nth record by conditionally suppressing all other records. The example below shows how to display every 25th record.

X Example Formula: Remainder((recordnumber),25) 0 You will employ this formula in the Section Expert. To apply this formula in the Section Expert: 1. Right-click on the details section and click 'Section Expert'. 2. On the 'Sections' list, click the details section. 3. Leave the check box cleared and click the 'X+2' command button next to 'Suppress (No Drill-Down)'. The formula editor opens.

9

Business Objects • Crystal Reports Secrets

#1 How to display every nth record in Crystal Reports

4. Type the formula provided by this article. 5. Save your formula and close the formula editor. 6. Click OK in the Section Expert. You will now only see every 25th record. All other records do not display on the report because of the conditional suppression at the details level.

X Background Information This formula returns a value of true for all records not divisible by 25 and a value of false for all records that are divisible by 25. CR reads the results of the formula to determine if a record will appear.

X More Information For more information about the 'Remainder' function or 'Record Number' special field, refer to the Crystal Reports Online Help by pressing the 'F1' key. X Training: Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

10

Business Objects • Crystal Reports Secrets

# 2 How to display only the report file name on the report

# 2 How to display only the report file name on the report http://support.businessobjects.com/library/kbase/articles/c2015683.asp

X The information in the article refers to: Crystal Reports 10

X Applies to: All versions Formulas Return File Name

X Synopsis When using the special field called 'filename' the report shows the entire path including the file name. How do you display just the report file name on the report?

NOTE: The report must be saved before the formula will return a value, or it will return an empty string.

X Solution To display just the report file name on a report, use a formula similar to this: @ReportFileName: //This is the formula name StringVar Array File:=Split(filename,'\'); NumberVar i := Ubound(File); File[i];

This formula is not version-specific and can be placed in any X Training: report, because it uses the special field 'filename', Learn more about Crystal Reports - Report Design. which exists in Crystal Reports 8.5, Refer to 'Courses & Schedules' at: 9, and 10.

http://www.crystaldecisions.com/training

11

Business Objects • Crystal Reports Secrets

#3 Suppressing a blank subreport from displaying on the main report

#3 How to suppress a blank subreport from displaying on the main report http://support.businessobjects.com/library/kbase/articles/c2000055.asp

X The information in the article refers to: Seagate Info, Seagate Crystal Reports 5

X Applies to: Reported version and lower Hiding subreports that have no records Using 'Suppress Printing if No Records' checkbox

X Synopsis NOTE:

How can you suppress a blank subreport from displaying on the main report. Moreover, you want to suppress the sections within a subreport, if there is no data, so that it does not display on the main report?

New to Crystal Reports 9 is the 'Suppress Blank Subreport' check X For example: box. For more information on how There is a subreport contained in the main report. If the subreport does not contain any to suppress blank data, you do not want it to display in the main report. You want to suppress the sections subreports in CR 9, of the blank subreport. refer to our knowledge base article c2011893. X Solution NOTE:

A subreport is an object within the Crystal Reports designer. Since the subreport is inserted into the main report, it cannot be entirely suppressed.

This workaround applies to Crystal Reports 8.5 and earlier.

Even when a subreport does not have any records, the subreport object still exists within a section of the main report. This means the Crystal Reports designer does not consider a section that contains a subreport as a blank section. You notice that by selecting the 'Suppress if blank' option, from the 'Section Expert' does not work. To workaround this, you must first suppress the blank subreport, then shrink the blank section.

12

Business Objects • Crystal Reports Secrets

#3 Suppressing a blank subreport from displaying on the main report

X Suppressing a Blank Subreport NOTE: To suppress the blank subreport, complete the following:

This only suppresses the subreport from printing, so you will not see the contents of the subreport; the subreport still exists as an object in the main report. This means you still cannot format the main report section that contains the blank

1. In the main report, right-click the subreport object and click 'Edit Subreport'. This takes you to the 'Subreport' tab of the main report. 2. On the 'File' menu, click 'Report Options'. 3. Select the 'Suppress Printing if No Records' checkbox, and then click 'OK'. 4. Return to the 'Preview' tab of the main report. 5. Refresh the report. Blank subreports now appear as empty boxes on the report.

X Shrinking a Blank Section To shrink the blank section, complete the following: 1. Format the subreport object so there are no borders: · on the main report, right-click the subreport object and click 'Format Subreport'. · on the 'Borders' tab, select 'None' from the Top, Bottom, Right and Left boxes. · Click 'OK' to return to the report. 2. In 'Design' tab of the main report, resize the height of the subreport object so it is as short as possible. 3. Move the subreport object so it is at the very top of the section. 4. On the 'Format' menu of the main report, click 'Section'. 5. Select the section containing the subreport, select the 'Fit Section' checkbox, and then click 'OK' to return to the report.

13

Business Objects • Crystal Reports Secrets

#3 Suppressing a blank subreport from displaying on the main report

Now when you preview the main report, the blank subreports are hidden from view.

CAUTION: If you want to actually suppress the section in the main report that contains the blank subreport, instead of merely concealing the blank subreport on the main report, refer to knowledge base article c2005853. Keep in mind, however, that the solution in knowledge base article c2005853 requires inserting another subreport, which will significantly increase the time it takes to process and display your report.

X Training: Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

14

Business Objects • Crystal Reports Secrets

#4 How to Share Subreport Data with the Main Report

#4 How to Share Subreport Data with the Main Report http://support.businessobjects.com/library/kbase/articles/c2007600.asp

X The information in the article refers to: Seagate Info, Crystal Reports 7

X Applies to: Reported version and higher Shared variables Passing data between subreport and main report

X Synopsis A report contains a subreport. Data from the subreport is required for calculations in the main report. How can you share subreport data with the main report in version 7 (or higher) of the Crystal Reports Designer?

X Solution

NOTE: This is not possible with On Demand Subreports in Crystal Reports.

Shared variables, introduced in Crystal Reports version 7, make it easier to pass values from a subreport to the main report. Using shared variables requires two formulas: one to store the value in a shared variable, the other to retrieve the value from the shared variable. The most important thing to remember when using shared variables is that Crystal Reports must first evaluate the formula where the value is stored before evaluating the formula that retrieves the shared variable. For example if you want to pass a grand total from the subreport to do a calculation in the main report, follow these steps: 1. In the subreport, create a formula similar to the one below: //@SubFormula //Stores the grand total of the //{Orders.Order Amount} field //in a currency variable called 'myTotal'

15

Business Objects • Crystal Reports Secrets

#4 How to Share Subreport Data with the Main Report

WhilePrintingRecords; Shared CurrencyVar myTotal := Sum ({Orders.Order Amount})

2. Place this formula in your subreport. 3. In the main report, create a formula that declares the same variable name: //@MainFormula //Returns the value that was stored //in the shared currency variable called //myTotal in the subreport WhilePrintingRecords; Shared CurrencyVar myTotal; myTotal

4. Place @MainFormula in a main report section that is beneath the section containing the subreport. For the shared variable to return the correct value in the main report, you must place @MainFormula in a main report section that is beneath the section containing the subreport. This ensures Crystal Reports evaluates the @SubFormula before @MainFormula. One way to do this is to insert a section below the section containing the subreport, and place @MainFormula in this new sub-section: · On the 'Format' menu, click 'Section'. · On the 'Sections' list, click the section containing the subreport. · Click 'Insert' (at top of dialog box). This inserts an additional subsection. · Click 'OK' to return to the report, and insert @MainFormula into this new subsection. The next time you preview the report, @MainFormula displays the value from the subreport. In this particular example, that value was the grand total of the {Orders.Order Amount} field.

16

Business Objects • Crystal Reports Secrets

#4 How to Share Subreport Data with the Main Report

5. Once you have verified that @MainFormula is returning the correct value from the subreport, you can include this formula in other main report formulas, such as: //@NewFormula //includes data from subreport {@MainFormula}+ Sum ({Customer.Last Year's Sales})

Place this formula in the same section as @MainFormula, or in a section further down on the report. You have now successfully shared data from a subreport with the main report.

X Training Learn more about subreports in the Crystal Reports - Report Design III training course. Refer to 'Courses & Schedules' at:

http://www.businessobjects.com/training

17

Business Objects • Crystal Reports Secrets

#5 How to evaluate null field values in formulas or record selection criteria

#5 How to evaluate null field values in formulas or record selection criteria http://support.businessobjects.com/library/kbase/articles/c2010914.asp

X The information in the article refers to: Crystal Reports 9

X Applies to: All versions Record selection criteria Formula displays unexpected results IsNull function

X Synopsis A database field contains values and null values. In Crystal Reports (CR), when previewing the report, a list of values and blank values appears in the Details section. How can you evaluate this database field in formulas or record selection criteria to return the expected result set?

X

Example Scenario

1. Add a Number field, {YourDatabaseTable.NumberField}, to the Details section of the report.

NOTE: The in CR represents the null values from the database field.

18

Field values contained in the database 1 2 3 Field values that appear in CR 1 2 3

Business Objects • Crystal Reports Secrets

#5 How to evaluate null field values in formulas or record selection criteria

2. Add the following record selection criteria to the report: {YourDatabaseTable.NumberField} < 3

3. Upon adding the record selection criteria, the values that appear on the report are not what you expected. Expected field values based on record selection criteria 1 2 Field values that appear in CR based on the record selection criteria 1 2 Why do the null values not appear in the result set based on the record selection criteria? How can you evaluate the null values in the Number field to return the expected result set? Why do blank values or incorrect values appear in the result set of a formula?

X Solution The expected result set does not appear because the example of record selection criteria does not evaluate the null values. Null values in the Number field are not evaluated as zero (0) values by default. In CR, to evaluate fields that contain null values to return the expected result set, use one of the following solutions:

Option A) Convert the null value to the default value of their data type. EXAMPLE DEFAULT VALUES BY DATA TYPE * The null values in a Number field are converted to a zero (0) number value. * The null values in a String (Text) field are converted to an empty string ("") value. 19

Business Objects • Crystal Reports Secrets

#5 How to evaluate null field values in formulas or record selection criteria

* The null values in a Date field are converted to zero (0, 0, 0) date values. * The null values in a Date-time field are converted to zero (0, 0, 0, 0, 0, 0) date-time values.

- OR Option B) Evaluate the null value within record selection criteria or within formulas using the IsNull function. Follow the steps below for A) or B) to evaluate null values to return the expected result set. Also, with regards to the related issue, blank values or incorrect values appear because the formula includes a database field that contains null values. Follow the steps below for A) or B) to correctly evaluate the null values to return the expected result set.

A) STEPS TO CONVERT NULL FIELD VALUES TO DEFAULT VALUE FOR ALL FIELDS IN CR 1. Click File > Report Options 2. Select the 'Convert NULL Field Values to Default' check box.

NOTE:

3. Click 'OK'.

The IsNull function evaluates the database field(s) for null values.

Selecting 'Convert NULL Field Values to Default' affects all database fields on the report. CR is now able to successfully evaluate any null or blank values contained in the database fields according to the default value of their data type.

It is important to evaluate every database field included in the formula or record selection criteria for null values.

20

B) STEPS TO EVALUATE THE NULL FIELD VALUES IN CR 1. Create formula or record selection criteria. 2. Use the IsNull function at the beginning of the formula or record selection criteria. 3. If applicable, specify a value or action if the IsNull function evaluates a null record.

Business Objects • Crystal Reports Secrets

#5 How to evaluate null field values in formulas or record selection criteria

EXAMPLES OF THE ISNULL FUNCTION IN A FORMULA OR RECORD SELECTION CRITERIA Evaluate for null values in a Date field //Date values that are not null are returned based on this record selection criteria. //Also, date values are returned where it is less than the current date. Not IsNull({YourDatabaseTable.DateField}) And {YourDatabaseTable.Datefield} < CurrentDate;

b) Evaluate for null values in a Number field to create a total //This formula evaluates if the Number field contains null records. If the record contains a //null value, the total is increased by a zero value. If the record is not null, the total is //increased by the value of the record. Whileprintingrecords; Numbervar Total; If IsNull({YourDatabaseTable.NumberField}) Then Total := Total Else Total := Total + {YourDatabaseTable.NumberField};

c) Evaluate for null values in a String or Text field //This formula evaluates if the String field contains null records. Additionally, the Trim //formula function is used to account for a blank space caused by pressing the Space Bar. WhilePrintingRecords; Stringvar Message; If IsNull({YourDatabaseTable.StringField}) or Trim({YourDatabaseTable.StringField}) = "" Then Message := "Your Message" Else Message := {YourDatabaseTable.StringField}

Upon completing the above steps, CR will successfully evaluate null field values in a formula or record selection criteria to return the expected result set.

X Background information If the 'Convert Null Field Values to Default' check box is not selected or if the database field has not been evaluated using the IsNull function, the following behavior occurs in CR when a null value is encountered: * Formulas or record selection criteria stop evaluating the null value. For example, if the 21

Business Objects • Crystal Reports Secrets

#5 How to evaluate null field values in formulas or record selection criteria

formula is incrementing a value based on the database field, the value does not increment nor does the remainder of the formula continue to evaluate. However, the formula continues on to evaluate the next record. * Formulas or record selection criteria return a blank value. If the formula's calculations are based on the field values, it is possible to return incorrect values.

X Training: Learn more about additional functions in the Crystal Reports - Report Design II training course. Refer to 'Courses & Schedules' at: http://www.crystaldecisions.com/education

22

Business Objects • Crystal Reports Secrets

#6 How Different 'Keep Together' Options Affect the Report

#6 How Different 'Keep Together' Options Affect the Report http://support.businessobjects.com/library/kbase/articles/c2010715.asp

X The information in the article refers to: Seagate Info, Crystal Reports 8.5

X Applies to: Reported version and lower Keep Group Together Keep Columns Together Keep Object Together

X Synopsis In the Crystal Reports (CR) Designer, how do the different 'Keep Together' options affect the report? The 'Keep Together' options in CR are as follows: * Keep Together * Keep Group Together * Keep Object Together * Keep Columns Together Where do you find the 'Keep Together' options in CR and how do they affect your report?

X Solution The 'Keep Together' options are available to format objects and sections of the report. The 'Keep Together' options affect how the report displays the particular object or section. Based on the report sections and commonly used report objects, this article provides the following: * Where to find the 'Keep Together' options * Example report details * How the report is affected based on the example report details Report sections and commonly used report objects that include the 'Keep Together' 23

Business Objects • Crystal Reports Secrets

#6 How Different 'Keep Together' Options Affect the Report

options: A) Report Header/Report Footer, Group Header/Group Footer, Details B) Group Options C) Subreports, Text Objects, Ole Objects, And Other Database Fields D) Cross-tabs

A) REPORT HEADER/REPORT FOOTER, GROUP HEADER/GROUP FOOTER, DETAILS To locate the 'Keep Together' option for the different sections of the report, follow these steps: 1. Click Format > Section.

NOTE: 'Keep Together' is unavailable for the Page Header and Page Footer sections. This is by design. Each Page Header and Page Footer is already designed to keep together at the top and bottom of each page. NOTE:

2. In the Section Expert, select the section. 3. Under the Common tab, select 'Keep Together' check box. When the 'Keep Together' option is selected, CR keeps the entire instance of the particular section on the same page.

EXAMPLE REPORT DETAILS: * The Group Footer is three inches in height. * The 'Keep Together' option is selected for the Group Footer section. * There is only one inch available at the end of the page. Based on the EXAMPLE REPORT DETAILS, the entire Group Footer section will begin at the top of the next page.

Do not use this option if your intention is to keep the entire group together. Use the 'Keep Group Together' option as described in B) 24

Business Objects • Crystal Reports Secrets

#6 How Different 'Keep Together' Options Affect the Report

B) GROUP OPTIONS To locate the 'Keep Group Together' option for inserting or changing a group, follow these steps:

NOTE: If the group instance spans multiple pages, 'Keep Group Together' option starts on a new page and continues through the multiple pages until the particular group instance is completed. If more than one group instance can fit on one page, more than one group instance will display on the same page. Do not use this option if the intended purpose is to have each group start on a new page. If the intended purpose is to have each group start on

1. Click the following options depending on whether you are inserting a new group or changing an existing group: * Insert > Group for inserting a new group * Report > Change Group Expert > Options for changing an existing group 2. Under the "Group Options" heading, select the 'Keep Group Together' check box. 3. Click 'OK'.

EXAMPLE REPORT DETAILS: * The Group Header, Details and Group Footer are displayed for each group instance. * The amount of space required to display for a group instance exceeds the remaining space available on the report page. Based on the EXAMPLE REPORT DETAILS, the entire group instance will start on a new page. The entire group instance includes the Group Header, Details and Group Footer.

C) SUBREPORTS, TEXT OBJECTS, OLE OBJECTS, AND OTHER DATABASE FIELDS To locate the 'Keep Object Together' option for formatting subreports, text objects, OLE objects, and other database fields, follow these steps: 1. Right-click the report object. 2. Select the one of following available options depending on the object type: * 'Format Subreport' for subreports * 'Format Text' for text objects * 'Format Graphic' for OLE objects * 'Format Field' for database fields

25

Business Objects • Crystal Reports Secrets

#6 How Different 'Keep Together' Options Affect the Report

3. Under the Common tab, select the 'Keep Object Together' check box. When the 'Keep Object Together' option is selected, CR keeps the entire instance of the particular object on the same page.

EXAMPLE REPORT DETAILS: · The Group Footer contains a subreport and a text object. · The Group Footer contains a subreport and a text object. · The text object is placed above the subreport. · The subreport in the Group Footer instance exceeds the remaining ·mount of space available on that page. · The Group Footer section is not formatted with the 'Keep Together' option. · The Group is not formatted with the 'Keep Group Together' option. · The text object is not formatted with the 'Keep Object Together' option. · The subreport is formatted with the 'Keep Object Together' option. Based on the EXAMPLE REPORT DETAILS, the subreport will start on a new page. However, the Group Footer instance and the text object will start on the previous page. The 'Keep Object Together' option is only applicable to the particular object.

D) CROSS-TABS: To locate the 'Keep Columns Together' option for formatting a cross-tab, follow these steps: 1. Right-click the cross-tab. 2. Select 'Format Cross-tab'. 3. Under the Customize Style tab, select the 'Keep Columns Together' check box. When the 'Keep Columns Together' option is selected, CR keeps the columns together if a column width spans across to a second page.

EXAMPLE REPORT DETAILS: · The Report Footer contains a cross-tab. · The cross-tab columns span multiple pages. Based on the EXAMPLE REPORT DETAILS, the 'Keep Columns Together' option is 26

Business Objects • Crystal Reports Secrets

#6 How Different 'Keep Together' Options Affect the Report

selected, the columns that would span across the edge of the pages start on a new page. A cross-tab column is not divided between two pages.

X Training Learn more about object and section formatting options in these courses: · Crystal Reports - Report Design I · Crystal Reports - Report Design II Refer to 'Courses & Schedules' at:

http://www.businessobjects.com/training

27

Business Objects • Crystal Reports Secrets

#7 Exporting to PDF or RTF in Crystal Reports

#7 Exporting to PDF or RTF in Crystal Reports http://support.businessobjects.com/library/kbase/articles/c2006248.asp

X The information in the article refers to: Crystal Reports 9

X Applies to: Reported version and lower Report Design Exporting to PDF and RTF

X Synopsis Can I export my report to Adobe Acrobat PDF (Portable Document Format) or RTF (Rich Text Format) from the Crystal Reports report designer? If so, how?

X Solution Crystal Reports 8.5 and later allows exporting to PDF. Exporting to PDF in Crystal Reports 8 and earlier is not supported. Crystal Reports 8 and later allows exporting to RTF. Exporting to PDF or RTF in Crystal Reports 8.5 retains the best WYSIWYG (What-yousee-is-what-you-get) format of the original report. Exporting to PDF and RTF in Crystal Reports 8.5 support many features that other exporting formats cannot.

X Export to PDF NOTE: This export DLL is designed to work with Adobe Acrobat

X 1. On the 'File' menu, click 'Export'. 2. In the 'Export' dialog box, click 'Acrobat Format (PDF)' from the 'Format' drop-down box. 3. Click the destination of your choice from the 'Destination' drop-down box. (To save to a file on your computer, click 'Disk file'.) 4. Click 'OK'.

28

Business Objects • Crystal Reports Secrets

#7 Exporting to PDF or RTF in Crystal Reports

X Export to RTF 1. On the 'File' menu, click 'Export'. 2. In the 'Export' dialog box, click 'Rich Text Format' from the 'Format' drop-down box. 3. Click the destination of your choice from the 'Destination' drop-down box. (To save to a file on your computer, click 'Disk file'.) 4. Click 'OK'.

X More Information For information on troubleshooting errors exporting to PDF and RTF refer to our knowledge base article c2012282. For information on ALL the formats that Crystal Reports has exporting functionality to, download the applicable document. · For Crystal Reports version 7 - SCR7ExportLimitations.zip · For Crystal Reports version 8 - SCR8_ExportLimitations.zip · For Crystal Reports version 8.5 - cr85_exportlimitations.zip · For Crystal Reports version 9 - cr9_exportlimitations.pdf These documents also list all supported and unsupported exporting features in Crystal Reports 7, 8, and 8.5.

These information sources are available on our website: http://support.businessobjects.com/search X Training Learn more about exporting in the Crystal Reports - Report Design I training course. Refer to 'Courses & Schedules' at

http://www.businessobjects.com/training

29

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

#8 Suppress a section that contains a blank subreport http://support.businessobjects.com/library/kbase/articles/c2005853.asp

X The information in the article refers to: Seagate Info, Seagate Crystal Reports 8.5

X Applies to: Reported version and lower Seagate Info Blank Subreports Conditional Suppression

X Synopsis In Crystal Reports (CR) 8.5 and earlier, how do you suppress a section in the main report that contains a blank subreport? For example: A subreport is placed in the group header of the main report. You notice that if the subreport does not return data the group header contains a blank space the size of the subreport. You want to suppress the group header of the main report when the subreport is blank.

X Solution NOTE: New to Crystal Reports 9 is the 'Suppress Blank Subreport' check box. For more information on how to suppress blank subreports in CR 9, refer to our knowledge base article c2011893. 30

The group header that contains the blank subreport does not shrink because the subreport is an object within the Crystal Reports designer. A section containing a subreport is never blank even if the subreport is because it contains a subreport object. You notice that by selecting the 'Suppress if blank' option, from the 'Section Expert' does not work. This knowledge base article provides a solution to suppress a section that contains a blank subreport for CR 6, 7, 8 and 8.5. The following procedures must be completed in order to achieve the desired results: · creating a duplicate subreport · placement of a duplicate subreport Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

· creating a formula to test if the subreport is blank · conditionally suppressing a section that contains original subreport · minimizing a duplicate subreport and resizing the section

NOTE:

X Crystal Reports 7, 8 and 8.5

You must create another subreport based on the original subreport. To create X a duplicate subreport, complete the following steps: 1. From the main report in CR, rightclick the subreport. 2. From the fly-out menu, select 'Save Subreport As'. 3. Provide a name for the duplicate subreport and click 'Save'. Placement of a Duplicate Subreport

To suppress a section that contains a blank subreport in CR 7, 8 and 8.5, complete the following:

Creating a Duplicate Subreport Place the duplicate subreport into the section above the original subreport. For example, if the original subreport is contained in the group header of the main report, create another group header and place the duplicate subreport into it. To insert a section into the report, complete the following steps: 1. In design mode, right-click the left gray margin where the subreport is located. For example, if the subreport is located in the group header, right-click the left gray margin at the group header level. 2. From the fly-out menu, select 'Insert Section Below'. You notice another section is inserted into the report labeled 'b'. For example, by inserting another group header you notice that there is group header A and group header B. 3. Select the original subreport, drag and drop it into the second section. 4. Insert the duplicate subreport by selecting 'Subreport', from the 'Insert' menu. 5. Select 'Choose a report', from the 'Insert Subreport' dialog box. 6. Browse to find the duplicate subreport. 7. Select the report and click 'Open'.

31

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

8. Click 'OK'. The duplicate subreport will be attached to the cursor. 9. Insert the subreport in the new section (such as group header b from step 2). 10. In the main report, on the 'Edit' menu click 'Subreport Links'. The top drop-down box will contain both the original and duplicate subreports. Compare these two subreports and enure that the fields in the 'Filed(s) to link to' box are the same. Also, check that the parameter in the bottom-left drop-down box and the field in the bottom-right dropdown box are the same.

X Creating A Formula To Test If The Subreport Is Blank In the duplicate subreport, you must create a formula to test whether the contents of the subreport are blank. The results of this formula are going to be stored as a shared variable and shared with the main report. To create this formula, complete the following steps: 1. Right-click on the duplicate subreport and from the fly-out menu, select 'Edit Subreport'. 2. From the 'Insert' menu, select ' select 'Field Object'. This launches the 'Field Explorer'. 3. Select 'Formula Fields' and select the 'New' icon. 4. Type a name into the 'Formula Name' box and click 'OK'. For example, CheckForNull. This launches the formula editor. 5. Create a formula similar to the following: // @CheckForNull Whileprintingrecords; Shared BooleanVar Suppress; If IsNull(Count({Table.field})) or Count(Table.field) = 0 then Suppress:= TRUE Else Suppress:= FALSE 6. Place @CheckForNull in the Report Header of the duplicate subreport.

32

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

X Conditionally Suppressing a Section Containing Original Subreport To conditionally suppress the section that contains the original subreport, complete the following steps: 1. From the 'Format' menu, select 'Section'. This launches the 'Section Expert'. 2. From the 'Section Expert' dialog box, select the section that contains the original subreport. 3. Click the 'X+2' button beside the 'Suppress (No drill down) check box. Ensure the checkbox is clear. 4. In the 'Format Formula Editor', create a formula similar to the following: // The section will be suppressed if // variable Suppress is True Whileprintingrecords; Shared BooleanVar Suppress = True Now when you preview the report, you notice that the sections that contain a blank subreport are suppressed. However, the section that contains the duplicate subreport is visible on the main report. In order to suppress the section still visible you must minimize and resize the section.

X Minimizing the Duplicate Subreport & Resizing the Section To minimizing the duplicate subreport on the main report and resize the section, complete the following steps: 1. From the main report, right-click the duplicate subreport. 2. From the fly-out menu, select 'Edit subreport'. 3. Suppress all of the sections in the duplicate report. 4. Select the main report. 5. Right-click the duplicate subreport, and from the fly-out menu, select 'Format Subreport'. 6. From the 'Format Editor', select the 'Border' tab. 33

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

7. From 'Line style', select 'None' for Left, Right, Top, Bottom. 8. Select the main report. 9. Resize the section that contains the duplicate subreport to be as small as possible.

X Crystal Reports 6 Before you begin this process, you will need to download uflstore.zip from our website at: http://support.crystaldecisions.com/downloads The reason you need to obtain this file is because shared variables were introduced in Crystal Reports 7. In order to suppress a section that contains a blank subreport in Crystal Reports 6, you will need to use the store and fetch function. To suppress a section that contains a blank subreport in Crystal Reports 6, complete the following:

X Creating a Duplicate Subreport You must create another subreport based on the original subreport. To create a duplicate subreport, complete the following steps: 1. From the main report in CR, right-click the subreport. 2. From the fly-out menu, select 'Save Subreport As'. 3. Provide a name for the duplicate subreport and click 'Save'.

X Placement of a Duplicate Subreport Place the duplicate subreport into the section above the original subreport. For example, if the original subreport is contained in the group header the main report, create another group header and place the duplicate subreport into it. To insert a section into the report, complete the following steps: 1. In design mode, right-click the left gray margin where the subreport is located.

34

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

For example, f the subreport is located in the group header, right-click the left gray margin at the group header level. 2. From the fly-out menu, select 'Insert Section Below'. You notice another section is inserted into the report labeled 'b'. For example, by inserting another group header you notice that there is group header A and group header B. 3. Select the original subreport, drag and drop it into the second section. 4. Insert the duplicate subreport by selecting 'Subreport', from the 'Insert' menu. 5. Select 'Choose a report', from the 'Insert Subreport' dialog box. 6. Browse to find the duplicate subreport. 7. Select the report and click 'Open'. 8. Click 'OK'. The duplicate subreport will be attached to the cursor. 9. Insert the subreport in the new section (such as group header b from step 2). 10. In the main report, on the 'Edit' menu click 'Subreport Links'. The top drop-down box will contain both the original and duplicate subreports. Compare these two subreports and enure that the fields in the 'Filed(s) to link to' box are the same. Also, check that the parameter in the bottom-left drop-down box and the field in the bottom-right dropdown box are the same.

X Creating a Formula to Test if the Subreport is Blank In the duplicate subreport, you must create a formula to test whether the contents of the subreport are blank. The results of this formula are going to be stored as a shared variable and shared with the main report. To create this formula, complete the following steps: 1. Right-click on the duplicate subreport and from the fly-out menu, select 'Edit Subreport'. 2. From the 'Insert' menu, select ' select 'Field Object'. This launches the 'Field Explorer'. 35

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

3. Select 'Formula Fields' and select the 'New' icon. 4. Type a name into the 'Formula Name' box and click 'OK'. For example, CheckForNull. This launches the formula editor. 5. Create a formula similar to the following: // @CheckForNull Whileprintingrecords; If IsNull(Count(Table.field)) or Count(Table.field) = 0 then StoreBooleanVar ("Suppress", True) else StoreBooleanVar("Suppress", False) 6. Place @CheckForNull in the Report Header of the duplicate subreport.

X Conditionally Suppressing a Section Containing Original Subreport To conditionally suppress the section that contains the original subreport, complete the following steps: 1. From the 'Format' menu, select 'Section'. This launches the 'Section Expert'. 2. From the 'Section Expert' dialog box, select the section that contains the original subreport. 3. Click the 'X+2' button beside the 'Suppress (No drill down) check box. Ensure the checkbox is clear. 4. In the 'Format Formula Editor', create a formula similar to the following: // Conditional suppression on section containing original subreport Whileprintingrecords; FetchBooleanVar("Suppress") = True Now when you preview the report, you notice that the sections that contain a blank subreport are suppressed. However, the section that contains the duplicate subreport is visible on the main report. In order to suppress the section still visible you must minimize and resize the section.

36

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

X Minimizing the Duplicate Subreport & Resizing the Section To minimize the duplicate subreport on the main report and resize the section, complete the following steps: 1. From the main report, right-click the duplicate subreport. 2. From the fly-out menu, select 'Edit subreport'. 3. Suppress all of the sections in the duplicate report. 4. Select the main report. 5. Right-click the duplicate subreport, and from the fly-out menu, select 'Format Subreport'. 6. From the 'Format Editor', select the 'Border' tab. 7. From 'Line style', select 'None' for Left, Right, Top, Bottom. 8. Select the main report. 9. Resize the section that contains the duplicate. TIP: To distinguish between the section containing the duplicate subreport and the section containing the original subreport, you can format one of the sections with a different background color. To format a section with a background color, follow these steps: 1. Right click the section to select it and from the fly out menu select 'Format Section'. 2. In the 'Section Expert' select the section containing the duplicate subreport from the 'Sections' dialog box. 3. Click the 'Color' tab and select the 'Background Color' check box. 4. Select the desired color from the list.

37

Business Objects • Crystal Reports Secrets

#8 Suppress a section that contains a blank subreport

X Training: Learn more about subreports in the Crystal Reports - Report Design III training course. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

38

Business Objects • Crystal Reports Secrets

#9 How to create a table of contents for a report

#9 How to create a table of contents for a report http://support.businessobjects.com/library/kbase/articles/c2011950.asp

X The information in the article refers to: Crystal Reports 9

X Applies to: Reported version only Table of Contents Subreports Add Command

X Synopsis In Crystal Reports (CR) 9, is it possible to create a table of contents at the beginning of a report? A table of contents would be in the Report Header, showing group names next to the page numbers the groups start on.

X Solution You can make a table of contents using a subreport with a command object. Using a command object it is possible to write to a database from CR. The following example will use a subreport to write group names and page numbers to a new table in your database. WARNING: Crystal Reports is not recommended as a tool to write to, update or delete from a database. Database clients or applications designed specifically to edit databases should be used instead. However, now that CR has full SQL functionality it is possible to write to, update and delete from databases. This article is provided as a tip. Before attempting to implement the steps in this article, consult your Database Administrator (DBA). Your DBA needs to grant specific rights to your database.

39

Business Objects • Crystal Reports Secrets

#9 How to create a table of contents for a report

X Create a Table of Contents 1. Create a new table in your database called TableOfContents. Create three fields in this table: · Grouper (String data type)(Ensure this field is at least as large as your longest group field value) · Page (Number data type) · DateTime (DateTime data type) 2. Assign rights to write to, delete, and update this table to any users of this report. The TableOfContents table will be updated as the report changes. WARNING: Use INSERT INTO, DELETE or UPDATE statements at your own risk. Once a command object containing an INSERT INTO, DELETE or UPDATE statement has run, the database has changed and the changes may not be reversible. 3. On a grouped report (for this example the report is grouped on the ProductName field), in the 'Insert' menu, click 'Subreport'. Name this subreport 'Table Of Contents'. Connect this subreport to the new TableOfContents table and insert the TableOfContents.Grouper and TableOfContents.Page fields in the Details section. Sort this subreport by the TableOfContents.Page field. 4. Insert the 'Table of Contents' subreport in the Report Header section. 5. Right-click the gray area to the left of the Report Footer, and then click 'Insert Section Below'. There will now be 'Report Footer a' (RFa) and 'Report Footer b' (RFb). 6. In the Main report, on the 'Insert' menu, click 'Subreport'. Name this subreport 'UpdateTOC'. In the 'Database Expert' dialog box, browse to your Table of Contents data source, then double-click 'Add Command'. The 'Add Command to Report' dialog box will appear. 7. Click the 'Create' button to create a parameter. Name the parameter 'LinkReceiver' and click 'String' from the 'Value Type' drop-down box. Create another parameter named 'DateTime' with a 'DateTime' value type.

40

Business Objects • Crystal Reports Secrets

#9 How to create a table of contents for a report

NOTE: This SQL Query (and any other SQL syntax in this article) is written for a Microsoft SQL Server database. Consult the database manual or Database Administrator for the correct syntax for your data source. Business Objects Technical Support does not provide support for writing SQL queries, as they are database specific.

8. In the 'Add Command to Report' dialog box enter a SQL Query similar to the following: {?LinkReceiver} DELETE FROM "TableOfContents" WHERE "TableOfContents"."DateTime" {?DateTime}; SELECT * FROM "TableOfContents"

This command object will add new GroupName and PageNumber data to the TableOfContents table and delete any existing data based on the ?DateTime parameter. 9. Insert the Grouper and the Page fields in the subreport Details section. Suppress all of the subreport sections. 10. Insert the 'UpdateTOC' subreport in the Report Footer B (RFb) section. (This is to ensure that the formula used to link the subreport is processed before the subreport is processed.) 11. Right-click the 'UpdateTOC' subreport, and then click 'Format Subreport'. Click the 'Border' tab, and then click 'None' from the 'Left', 'Right', 'Top' and 'Bottom' drop-down boxes. Click 'OK' to close the 'Format Editor' dialog box. 12. In the main report, create a formula named 'DateTime' with the following syntax: CurrentDateTime

NOTE: The output of this formula will look similar to this: INSERT INTO TableOfContents VALUES ('Bikes',1,'2003-04-04 12:32:01') INSERT INTO TableOfContents VALUES ('Locks',2,'2003-04-04 12:32:01')

41

13. Insert this formula in the main report's Report Header section. 14. Create another formula named 'LinkMaker' with the following syntax and place it in the Group Header section of the main report: WhilePrintingRecords; StringVar link; If Not InRepeatedGroupHeader Then link := link & "INSERT INTO TableOfContents VALUES ('" & GroupName ({Product.Product Name}) & "'," & ToText(PageNumber,0) & ",'" & ToText({@DateTime}, "yyyy-MM-dd HH:mm:ss") & "')" & chr(10); link

Business Objects • Crystal Reports Secrets

#9 How to create a table of contents for a report

15. Create another formula named 'LinkPasser' with the following syntax and place it in the Report Footer A (RFa) Section of the main report: WhilePrintingRecords; StringVar link; link

16. In the main report, in the 'Edit' menu, click 'Subreport Links'. In the 'Subreport Links' dialog box click the 'UpdateTOC' subreport from the 'For subreport' drop-down box. 17. Click the '@DateTime' Formula field from the 'Available Fields' box and move it to the 'Field(s) to link to' box. In the 'Subreport parameter field to use' drop-down box, click the '?DateTime' parameter. 18. Repeat step 15, connecting the '@LinkPasser' Formula field to the '?LinkReceiver' parameter. Click 'OK' to close the 'Subreport Links' dialog box. 19. In the 'Field Explorer' of the main report, click 'Special Field'. Insert the 'PageNofM' field in the Page Footer. 20. Preview the report to write the Table of Contents data to the database.

NOTE:

21. Refresh the report again and the Table of Contents will display the group and page number values based on your report.

If changes are made to the report that X Training: affect the page numbering, refresh the report Learn more about Crystal Reports - Report Design. twice to update the TableOfContents Refer to 'Courses & Schedules' at: table. If the number of pages used by the Table of Contents changes, the report must be refreshed a third time to update the

42

http://www.crystaldecisions.com/training

Business Objects • Crystal Reports Secrets

#10 How to add time fields

#10 How to add time fields http://support.businessobjects.com/library/kbase/articles/c2008378.asp

X The information in the article refers to: Seagate Crystal Reports 8

X Applies to: Reported version and higher summing time fields converting seconds to hours, minutes, seconds

X Synopsis The report contains a time field that displays in hh:mm:ss format. How do you create a formula in Crystal Reports (CR) that adds more than one time field and displays the total in the same format: hh:mm:ss? For example: 1:45:01 + 1:45:01 should display 03:30:02 and not 2:90:02

X Solution In order to get the sum of more than one time field and to display the total of the time field in the same format (hh:mm:ss) you must complete the following steps: 1. Convert all the time fields to a common time unit such as seconds 2. Calculate the total time in seconds 3. Convert the seconds back to hh:mm:ss format.

X Convert time fields to seconds Convert the time fields to seconds so that a common time unit is used to sum up all three different time units. If your field is a datetime field, complete the following steps: 1. Create a new formula and call it @ConvertTimeToSeconds 43

Business Objects • Crystal Reports Secrets

#10 How to add time fields

2. To convert the datetime field to seconds, create a formula similar to the following: local numbervar hours; local numbervar minutes; local numbervar seconds; // Convert the hours to seconds by multiplying by // 3600 hours := hour({@time}) * 3600; // Convert the minutes to seconds by multiplying by // 60 minutes := minute({@time}) * 60; seconds := second({@time}); //add up all the seconds hours + minutes + seconds;

To convert the string field, with the format of hh:mm:ss to seconds create a formula similar to the following: 1. Create a new formula and call it @ConvertTimeStringToSeconds 2. Create a formula similar to the following to convert the string field to seconds: local numbervar hours; local numbervar minutes; local numbervar seconds; // Parse out the hours portion of the string and // multiply by 3600 to convert to seconds hours := tonumber({timestringfield}[1 to 2])* 3600; // Parse out the minutes portion of the string and // multiply by 60 to convert to seconds minutes := tonumber({timestringfield}[4 to 5]) * 60; // Parse out the seconds seconds := tonumber({timestringfield}[7 to 8]); // Add up all the seconds hours + minutes + seconds;

X Calculate the total time in seconds

44

Business Objects • Crystal Reports Secrets

#10 How to add time fields

Create a summary formula that will sum the @ConvertTimeToSeconds or @ConvertTimeStringToSeconds 1. Create a new formula and call it @TotalSeconds 2. To sum up either formula, create a formula similar to the following: sum(@ConvertTimeToSeconds, Group) - OR sum(@ConvertTimeStringToSeconds, Group)

X Convert the seconds back to hh:mm:ss format Create a formula that converts the @TotalSeconds results back to hh:mm:ss format. 1. Create a new formula and call it @ConvertTotalSeconds 2. To convert the results from @TotalSeconds back to hh:mm:ss format, create a formula similar to the following: local numbervar RemainingSeconds; local numbervar Hours ; local numbervar Minutes; local numbervar Seconds; //divide the @TotalSeconds by 3600 to calculate hours. Use truncate to remove the decimal //portion. Hours := truncate({@TotalSeconds} / 3600); // Subtract the hours portion to get RemainingSeconds RemainingSeconds := {@TotalSeconds} - (Hours * / 3600); // Divide RemainingSeconds by 60 to get minutes. Use truncate to remove the decimal portion. Minutes := truncate(RemainingSeconds/60); // Subtract the Hours and Minutes and what is left over is seconds. Seconds := {@Totalseconds} - (Hours * 3600) - (Minutes * 60); // Format the hours, minutes, and seconds to hh:mm:ss totext(Hours,"00") + ":" + totext(Minutes,"00") + ":" + totext(Seconds,"00")

45

Business Objects • Crystal Reports Secrets

#10 How to add time fields

X Training: Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

46

Business Objects • Crystal Reports Secrets

#11 What font types are supported in Crystal Reports

#11 What font types are supported in Crystal Reports http://support.businessobjects.com/library/kbase/articles/c2011820.asp X The information in the article refers to: Crystal Reports 9

X Applies to: Reported version and higher Supported exporting fonts TTF Exporting to PDF

X Synopsis For Crystal Reports (CR), this knowledge base article answers the following questions regarding embedded fonts: a) What font types can be displayed within Crystal Reports? b) What font types are supported when exporting to PDF? c) How do you verify the embedded security level of a font?

X Solution a) The following font types can be displayed within Crystal Reports: · True Type Fonts (TTF) · True Type Collection (TTC) · Printer Font Metrics (PFM) · Adobe Font Metrics (AFM) · Printer Font Binary (PFB) · Printer Font ASCII (PFA)

NOTE: Font File Names (FONT) is a font type that is not supported by Crystal Reports 47

b) The following font types are supported when exporting to PDF: · True Type Fonts (TTF) · True Type Collection (TTC) When exporting a report that contains a font type other than TTF or TTC to PDF format, the font is not successfully exported or the following error message appears: Business Objects • Crystal Reports Secrets

#11 What font types are supported in Crystal Reports

" cannot be found."

NOTE: For the utility to allow you to view the embedded security level of a font, download the "Font properties extension" from Microsoft's web site at: www.microsoft.com /typography

c) To verify the embedded security level of a font, review the font properties. If the security level contains "No-embedding" permissions, then exporting to PDF will not be successful. True Type Fonts (TTF) has embedding permissions that determine if they can be converted into an embedded font format. The permissions associated with the embedded security level of a font are as follows: · No-embedding - This does not allow fonts to be embedded. Contact the font vendor to request a possible upgrade to an embeddable font. · Print and preview - This allows fonts to be embedded. However, only within pages that remains static on the client computer. If a page allows fonts to be changed, then editable or installable fonts are required. Examples of a page that allows fonts to be changed are an online Java-based word processor or an email editor. · Editable - This allows fonts to be embedded using a tool such as Microsoft Web Embedding Fonts Tools (WEFT) beyond the limitations of the "Print and preview" permissions. · Installable - This allows fonts to be embedded similar to the "Editable" permissions. Note that installable fonts are not installed in the visitors' fonts folder.

X Summary Not all fonts that can be displayed in Crystal Reports are supported when exporting to PDF. Since PDF format embeds fonts, the font types that are exported must allow embedding. Embedding permissions are determined by the font vendor.

48

Business Objects • Crystal Reports Secrets

#11 What font types are supported in Crystal Reports

X Background Information New to version 9, Crystal Reports supports Unicode. Therefore, double-byte characters can be displayed in Crystal Reports. Also, support for exporting embedded fonts is new to Crystal Reports 9.

X More Information Search for "Embedding Fonts" or "About Font Embedding" on the Microsoft support site at: http://support.microsoft.com Search for "Font Format Types" or "Font File Formats" on the Adobe support site at: http://support.adobe.com

X Related Information Search for the file name, Scrprinterdependency.pdf, on our support site at: http://support.crystaldecisions.com/docs Search for the knowledge base articles, c2011114 and c2010555, on our support site at: http://support.crystaldecisions.com/kbase

X Training: Learn more about Crystal Reports - Report Design. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

49

Business Objects • Crystal Reports Secrets

#12 How to format specific words or characters within a string

#12 How to format specific words or characters within a string http://support.businessobjects.com/library/kbase/articles/c2015491.asp

X The information in the article refers to: Crystal Reports 8.5

X Applies to: Reported version and higher Formatting fields Word or character formatting HTML

X Synopsis In Crystal Reports (CR) there is no option to format occurrences of a specific word or character, for example, bold or underline, within a string field. How can you format occurrences of a specific word or character within a string field?

X Solution To format occurrences of a specific word or character within a string field, use the 'Replace' function in a formula to replace the word or character. For example, to bold all occurrences of the word "City' in the Customer Name field of the Xtreme sample database, use this formula: //@boldcity //This is the formula name

NOTE: Word or character formatting is limited to the supported HTML tags. A list of supported HTML tags can be found in the on-line help files by pressing F1.

50

Replace({Customer.Customer Name}, "City", "City")

Place this formula field on the report instead of the database field 'Customer Name' and then select HTML Text Interpretation for the paragraph format as follows: 1. Right-click the formula field and click the 'Paragraph' tab in the Format Editor. 2. In the 'Text interpretation' list, click 'HTML Text'. 3. Click 'OK' to close the Format Editor.

Business Objects • Crystal Reports Secrets

#12 How to format specific words or characters within a string

X Training: Learn more about fonts in Crystal Reports. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

51

Business Objects • Crystal Reports Secrets

#13 How to Display a Date Range Parameter on a Report

#13 How to Display a Date Range Parameter on a Report http://support.businessobjects.com/library/kbase/articles/c2000534.asp

X The information in the article refers to: Seagate Info, Crystal Reports 6

X Applies to: Reported version and higher Parameter fields Date range selection formulas in version 5, 6, & 7 Displaying the date range in a report

X Synopsis A report uses parameter fields to prompt you for a start and end date. These dates are then used in the report's record selection formula. To display the date range for this report, a formula similar to the example below is placed in the Report Header: //{@DateRange} WhilePrintingRecords; DateVar date1; DateVar date2; date1:=Minimum ({Datefield}); date2:=Maximum ({Datefield}); "my selection is: " + totext(date1) + " " + totext(date2)

However, when entering a date that is not in the database, this formula returns confusing results. For example: The database contains date values from November 3rd (11/3/97) to November 30 (11/30/97). If you enter '11/1/97' as the start date, and '11/30/97' as the end date, the @DateRange formula in the Report Header displays "11/3/97 - 11/30/97". This happens because there are no records for November 1st and 2nd. How can you resolve this issue?

52

Business Objects • Crystal Reports Secrets

#13 How to Display a Date Range Parameter on a Report

X Solution NOTE: In Crystal Reports version 7 or higher, you can create ranged parameters. This means that instead of creating both a start and end parameter, you only need one date parameter, which prompts for the start AND end dates. To learn how to use ranged parameters, please consult chapter on parameters in the Crystal Reports User Guide:

To display a parameter-based date range for a report, regardless of whether thos dates are in the database, use text objects. Using Text Objects to Display Date Range: 1. On the 'Insert' menu, click 'Text Object'. Place the text object in the Report Header. 2. On the 'Insert' menu, click 'Parameter fields'. This opens the 'Parameter fields' tab of the 'Insert fields' dialog box. 3. Click the Start Date parameter and insert it into the text object. 4. Press the spacebar to insert a space in the text object, then type the string "to" (without the quotes). 5. Go back to the 'Insert fields' dialog box to insert the End Date parameter into the text object, after the string 'to'. The text object now appears similar to this: [{?pm-startdate} to {?pm-enddate}] This displays the date range that was entered for this report.

· Chapter 16 of the CR version 7 User Guide X Training: · Chapter 22 of the CR version 8 User Guide.

Learn more about Crystal Reports - Report Design.

Refer to 'Courses & Schedules' at: To display the date range using Range Parameters, please see http://www.crystaldecisions.com/training Knowledge Base article C2002512

53

Business Objects • Crystal Reports Secrets

#14 How to suppress a blank subreport

#14 How to suppress a blank subreport http://support.businessobjects.com/library/kbase/articles/c2011893.asp

X The information in the article refers to: Crystal Reports 9

X Applies to: Reported version and higher 'Suppress Blank Subpreport' option Displaying subreports Suppress blank section

X Synopsis In Crystal Reports (CR) 9, how is a subreport suppressed if it contains no data? Also, how is a section suppressed if it contains a blank subreport?

X Solution To suppress a blank subreport, select the 'Suppress Blank Subreport' check box. This feature is new to version 9 of Crystal Reports. To suppress a section that contains a blank subreport, select the 'Suppress Blank Section' check box.

X How to Suppress a Blank Subreport and then Suppress the Section 1. Right-click the subreport object and select 'Format Subreport'. 2. In the Format Editor dialog box, click the Subreport tab. 3. Select the 'Suppress Blank Subreport' check box. 4. Click 'OK' to exit the Format Editor dialog box. 5. Right-click the section containing the subreport and select 'Section Expert'. 6. In the Section Expert dialog box, select the 'Suppress Blank Section' check box. 7. Click 'OK' to exit the Section Expert dialog box.

54

Business Objects • Crystal Reports Secrets

#14 How to suppress a blank subreport

Upon selecting the 'Suppress Blank Subreport' and 'Suppress Blank Section' check boxes, the subreport and section will not display on the main report when no data is contained in the subreport.

X Background In Crystal Reports 8.5 and earlier, a blank subreport cannot be suppressed. The blank subreport is recognized as an object in the section. Therefore, a section containing a blank subreport cannot be suppressed. For more information on how to workaround this issue in CR 8.5 and earlier, refer to our knowledge base article c2005853.

X Training: Learn more about subreports in Crystal Reports. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

55

Business Objects • Crystal Reports Secrets

#15 How to deploy an application that uses Crystal Reports and VS .NET

#15 How to deploy an application that uses Crystal Reports and VS .NET? http://support.businessobjects.com/library/kbase/articles/c2013175.asp

X The information in the article refers to: Crystal Reports for Visual Studio 9

X Applies to: Reported version only Application Deployment Runtime Files

X Synopsis How do you deploy an application that uses Crystal Reports and Visual Studio .NET?

X Solution Before you deploy an application that uses Crystal Reports and Visual Studio .NET you must confirm the version of Crystal Reports being used with Visual Studio .NET. The possible versions are: - Crystal Reports for Visual Studio .NET 2002 - Crystal Reports for Visual Studio .NET 2003 - Crystal Reports 9 - Crystal Reports 10 To do this, check the assembly version of the Crystal Reports managed components. The Crystal Reports managed components include: - CrystalDecisions.CrystalReports.Engine - CrystalDecisions.Shared - CrystalDecisions.Reportsource - CrystalDecisions.Web - CrystalDecisions.Windows.Forms. In your Visual Studio .NET 'Solution Explorer', expand 'References', right-click on a Crystal Reports managed component, select 'Properties' and check the version property. The assembly version must be the same for all the Crystal Reports managed components referenced in the solution. · If your Crystal Reports managed assemblies are version 9.1.3300, your application uses Crystal Reports for Visual Studio .NET 2002.

56

Business Objects • Crystal Reports Secrets

#15 How to deploy an application that uses Crystal Reports and VS .NET

· If your Crystal Reports managed assemblies are version 9.1.5000, your application uses Crystal Reports for Visual Studio .NET 2003. · If your Crystal Reports managed assemblies are version 9.2.3300, your application uses Crystal Reports 9. · If your Crystal Reports managed assemblies are version 10.0.3300, your application uses Crystal Reports 10.

X To deploy an application that uses Crystal Reports for Visual Studio .NET 2002 1. Ensure that the assembly version of the Crystal Reports managed components is 9.1.3300. 2. Go to http://support.businessobjects.com/search and download "crnet_deployment.pdf". 3. Open Crnet_deployment.pdf and refer to the 'Crystal Reports Bundled Version with VS 2002' section.

X To deploy an application that uses Crystal Reports for Visual Studio .NET 2003 1. Ensure that the assembly version of the Crystal Reports managed components is 9.1.5000. 2. Go to http://support.businessobjects.com/search and download "crnet_deployment.pdf". 3. Open Crnet_deployment.pdf and refer to the 'Crystal Reports Bundled Version with VS 2003' section.

X To deploy an application that uses Crystal Reports 9 1. Ensure that the assembly version of the Crystal Reports managed components is 9.2.3300. 2. Go to http://support.businessobjects.com/search and download "crnet_deployment.pdf". 3. Open Crnet_deployment.pdf and refer to the 57

Business Objects • Crystal Reports Secrets

#15 How to deploy an application that uses Crystal Reports and VS .NET

'Crystal Reports 9 Full Version with VS2002 or VS2003' section.

X To deploy an application that uses Crystal Reports 10 1. Ensure that the assembly version of the Crystal Reports managed components is 10.0.3300. 2. Go to http://support.businessobjects.com/search and download "deploying_cr10_net.pdf".

X Training: Learn more about Crystal Reports. Refer to 'Courses & Schedules' at:

http://www.crystaldecisions.com/training

58

Business Objects • Crystal Reports Secrets

#16 What is Unicows.dll and where can you find it?

#16 What is Unicows.dll and where can you find it? http://support.businessobjects.com/library/kbase/articles/c2011871.asp

X The information in the article refers to: Crystal Reports 9

X Applies to: Reported version only Unicode runtime Windows 9x/ME

X Synopsis The Crystal Reports (CR) 9 Developer Runtime Help (Runtime.chm) lists Unicows.dll as a dependency file for the Report Designer Component (RDC) and Crystal Print Engine API. What is Unicows.dll and where can you find it?

X Solution NOTE: Windows 9.x and ME are not supported platforms for Crystal Reports (CR) 10 and later. Therefore, Unicows.dll is not supported for the Windows 9.x and ME operating

Unicows.dll is a wrapper to provide Unicode support for Windows 9x and ME (Windows NT, 2000, and XP already provide Unicode support). The Unicows.dll is contained in the RDC 9 merge modules. To download the RDC 9 merge modules, go to http://support.businessobjects.com/search and download Cr9rdcmergemodules.zip. For information on deploying an RDC 9 application, go to http://support.businessobjects.com/search and download rdc9_deployment.pdf. Search for this file at: http://support.businessobjects.com/search

X Training: Refer to 'Courses & Schedules' at: http://www.crystaldecisions.com/training

59

Business Objects • Crystal Reports Secrets

#17 How to change the data source using CR for VS .NET application

#17 How to change the data source using CR for VS .NET application http://support.businessobjects.com/library/kbase/articles/c2011464.asp

X The information in the article refers to: Crystal Reports for Visual Studio .NET

X Applies to: Reported version only Database connectivity Change Database and Server

X Synopsis An application uses Crystal Reports for Visual Studio .NET as the reporting development tool. How do you change the database and server in a report at runtime? For example, if a report is designed against the 'pubs1' database and the 'server1' server, how can you change the database to 'pubs2' and the server to 'server2'?

X Solution To change the database and server at runtime, copy one of the following code samples into your class (use the logon method defined in the code to change the database and server):

--------------------- C# .NET ---------------------

// Helper method that iterates through all tables // in a report document bool ApplyLogon(ReportDocument cr, ConnectionInfo ci) { TableLogOnInfo li;

60

Business Objects • Crystal Reports Secrets

#17 How to change the data source using CR for VS .NET application

CAUTION: • When using ODBC, the DSN name is the server name. The DSN should be under the System DSN, and not under the User DSN. • The Logon method cannot change database file name when using DAO (Microsoft Access File/.mdb). • If you have a subreport that connects to a different database or server than your main report, use the ApplyLogon method instead of the Logon method. When using the ApplyLogon method, ensure you iterate through each subreports. • It is not possible to use the CR for VS .NET SDK to change a report from using SQL Authentication to Windows Authentication, or vice versa. This functionality is available through the Report Application Server (RAS) .NET SDK or Report Designer Component (RDC).

// for each table apply connection info foreach (Table tbl in cr.Database.Tables) { li = tbl.LogOnInfo; li.ConnectionInfo = ci; tbl.ApplyLogOnInfo(li); // check if logon was successful // if TestConnectivity returns false, check // logon credentials if (tbl.TestConnectivity()) { // drop fully qualified table location if (tbl.Location.IndexOf(".") > 0) { tbl.Location = tbl.Location.Substring(tbl.Location.LastIndexOf(".") + 1); } else tbl.Location = tbl.Location; } else return(false) } return(true); } // The Logon method iterates through all tables

61

Business Objects • Crystal Reports Secrets

#17 How to change the data source using CR for VS .NET application

bool Logon(ReportDocument cr, string server, string db, string id, string pass) { ConnectionInfo ci = new ConnectionInfo(); SubreportObject subObj; ci.ServerName = server; ci.DatabaseName = db; ci.UserID = id; ci.Password = pass; if (!ApplyLogon(cr, ci)) return (false); foreach (ReportObject obj in cr.ReportDefinition.ReportObjects) { if (obj.Kind == ReportObjectKind.SubreportObject) { subObj = (SubreportObject)obj; if (!ApplyLogon(cr.OpenSubreport(subObj.SubreportName), ci)) return(false); } } return (true); } ---------------------- VB .NET ---------------------

Function ApplyLogon(ByVal cr As ReportDocument, ByVal ci As ConnectionInfo) As Boolean Dim li As TableLogOnInfo Dim tbl As Table ' for each table apply connection info For Each tbl In cr.Database.Tables li = tbl.LogOnInfo li.ConnectionInfo = ci tbl.ApplyLogOnInfo(li) ' check if logon was successful ' if TestConnectivity returns false, ' check logon credentials If (tbl.TestConnectivity()) Then 'drop fully qualified table location If (tbl.Location.IndexOf(".") > 0) Then tbl.Location = tbl.Location.Substring(tbl.Location.LastIndexOf(".") + 1)

62

Business Objects • Crystal Reports Secrets

#17 How to change the data source using CR for VS .NET application

Else tbl.Location = tbl.Location End If Else Return False End If Return True Next End Function 'The Logon method iterates through all tables Function Logon(ByVal cr As ReportDocument, ByVal server As String, ByVal db As String, ByVal id As String, ByVal pass As String) As Boolean Dim ci As New ConnectionInfo() Dim subObj As SubreportObject ci.ServerName = server ci.DatabaseName = db ci.UserID = id ci.Password = pass If Not (ApplyLogon(cr, ci)) Then Return False End If Dim obj As ReportObject For Each obj In cr.ReportDefinition.ReportObjects If (obj.Kind = ReportObjectKind.SubreportObject) Then subObj = CType(obj, SubreportObject) If Not (ApplyLogon(cr.OpenSubreport(subObj.SubreportName), ci)) Then Return False End If End If Next Return True End Function

63

Business Objects • Crystal Reports Secrets

#17 How to change the data source using CR for VS .NET application

X Training: Refer to 'Courses & Schedules' at: http://www.crystaldecisions.com/training

64

Business Objects • Crystal Reports Secrets

#18 How to pass Database logon info to a Crystal Report at runtime in VB .NET

#18 How to pass Database logon info to a Crystal Report at runtime in VB .NET http://support.businessobjects.com/library/kbase/articles/c2010371.asp

X The information in the article refers to: Crystal Reports for Visual Studio .NET

X Applies to: Reported version only Logon Information TableLogonInfo

X Synopsis: A VB .NET application uses Crystal Reports for Visual Studio .NET as the reporting development tool. How do you pass database logon information to a Crystal Report at runtime in this VB .NET application?

X Solution: To pass logon information to a Crystal Report at runtime, use the following code sample: -----------

Imports CrystalDecisions.CrystalReports.Engine Imports CrystalDecisions.Shared Dim crtableLogoninfos As New TableLogOnInfos() Dim crtableLogoninfo As New TableLogOnInfo() Dim crConnectionInfo As New ConnectionInfo() Dim CrTables As Tables Dim CrTable As Table Dim TableCounter 'If you are using a Strongly Typed report (Imported in 'your project) named CrystalReport1.rpt use the 'following: Dim crReportDocument As New CrystalReport1()

65

Business Objects • Crystal Reports Secrets

#18 How to pass Database logon info to a Crystal Report at runtime in VB .NET

'If you are using a Non-Typed report, and loading a report outside of the project, use the 'following: Dim crReportDocument As New ReportDocument() crReportDocument.Load("c:\myReports\myReport.rpt") 'Set the ConnectionInfo properties for logging on to the Database 'If you are using ODBC, this should be the DSN name NOT the physical server name. If 'you are NOT using ODBC, this should be the physical server name With crConnectionInfo .ServerName = "DSN or Server Name" 'If you are connecting to Oracle there is no DatabaseName. Use an empty string. 'For example, .DatabaseName = "" .DatabaseName = "DatabaseName" .UserID = "Your User ID" .Password = "Your Password" End With 'This code works for both user tables and stored procedures. Set the CrTables to the Tables 'collection of the report CrTables = crReportDocument.Database.Tables 'Loop through each table in the report and apply the LogonInfo information For Each CrTable in CrTables CrTableLogonInfo = CrTable.LogonInfo CrTableLogonInfo.ConnectionInfo = crConnectionInfo CrTable.ApplyLogOnInfo(crtableLogoninfo) 'If your DatabaseName is changing at runtime, specify the table location. 'For example, when you are reporting off of a Northwind database on SQL server you 'should have the following line of code: crTable.Location = "Northwind.dbo." & crTable.Location.Substring(crTable.Location.LastIndexOf(".") + 1) Next 'Set the viewer to the report object to be previewed. CrystalReportViewer1.ReportSource = crReportDocument

66

Business Objects • Crystal Reports Secrets

#18 How to pass Database logon info to a Crystal Report at runtime in VB .NET

-----------

using CrystalDecisions.CrystalReports.Engine; using CrystalDecisions.Shared; private CrystalReport1 crReportDocument = new CrystalReport1 (); private Database crDatabase; private Tables crTables; private Table crTable; private TableLogOnInfo crTableLogOnInfo; private ConnectionInfo crConnectionInfo = new ConnectionInfo (); //Setup the connection information structure to log on to the data source for the report. // If using ODBC, this should be the DSN. If using OLEDB, etc, this should be the physical //server name crConnectionInfo.ServerName = "DSN or Server Name"; // If you are connecting to Oracle there is no // DatabaseName. Use an empty // string i.e. crConnectionInfo.DatabaseName = ""; crConnectionInfo.DatabaseName = "DatabaseName"; crConnectionInfo.UserID = "Your UserID"; crConnectionInfo.Password = "Your Password"; // This code works for both user tables and stored procedures //Get the table information from the report crDatabase = crReportDocument.Database; crTables = crDatabase.Tables; //Loop through all tables in the report and apply the connection information for each table. for (int i = 0; i < crTables.Count; i++) { crTable = crTables [i]; crTableLogOnInfo = crTable.LogOnInfo; crTableLogOnInfo.ConnectionInfo = crConnectionInfo; crTable.ApplyLogOnInfo(crTableLogOnInfo);

67

Business Objects • Crystal Reports Secrets

#18 How to pass Database logon info to a Crystal Report at runtime in VB .NET

//If your DatabaseName is changing at runtime, specify the table location. For example, when //you are reporting off of a Northwind database on SQL server you should have the following //line of code: crTable.Location = "Northwind.dbo." + crTable.Location.Substring(crTable.Location.LastIndexOf (".") + 1) }

//Set the viewer to the report object to be previewed. crystalReportViewer1.ReportSource = crReportDocument; CAUTION: • If you're using a web application make sure that, you do not specify or call the DataBind in your code as this will nullify the code above. If the above code still results in a LogOn Failure in a Web application (ASP.NET), please refer to the Knowledge base article c2010867 (For Windows 2000) or c2013758 (Windows 2003 server (IIS6)), and make sure ASPNET account has enough access to the database, reports, and the application directories. • If you are changing database at runtime, it is important that you specify the table location after you apply logon information (this is a case sensitive property). You can either specify the tablename only or the fully qualified tablename such as: crTable.location = "databaseName.dbo.tablename" • If you are reporting off of an Access Database, then you only need to specify either the ServerName or DatabaseName to the ConnectionInfo Object depending on how you are connecting to Access. For example, if you are connecting to Access through ODBC, then you just need to set the DatabaseName for the ConnectionInfo object as the following:

With crConnectionInfo .DatabaseName = "C:\mydatabase\mydata.mdb" End With • If you are connecting to Access via OLEDB, then you just need to set the ServerName:

With crConnectionInfo .ServerName = "C:\mydatabase\mydata.mdb" End With

68

Business Objects • Crystal Reports Secrets

#18 How to pass Database logon info to a Crystal Report at runtime in VB .NET

X Training: Refer to 'Courses & Schedules' at: http://www.crystaldecisions.com/training

69

Business Objects • Crystal Reports Secrets

#19 How to create a report and add a parameter field using Report Creation API

#19 How to create a report and add a parameter field using Report Creation API http://support.businessobjects.com/library/kbase/articles/c2007184.asp

X The information in the article refers to: Crystal Reports, Report Designer Component 8

X Applies to: Reported version and higher Report Creations API Creating a Parameter field at runtime Including the Parameter field in a record selection formual

NOTE: For more articles on using the Report Designer Component's Report Creation API search on the keyword 'RCAPI' at http://support.crys taldecisions.com/k base

X Synopsis This article is part of a series of Knowledge Base articles that demonstrate the Report Creation API (RCAPI) available in the Report Designer Component for Crystal Reports Version 8 Developer Edition. This article demonstrates how to: - Create a report at runtime (RCAPI Method: 'NewReport') - Add a table from a Native connection to Microsoft Access. (RCAPI Method: 'Add') - Add a parameter field to the ParameterFieldDefinitions collection. (RCAPI Method: 'Add') - Create a record selection formula that includes the parameter field. - Add database fields to the report. (RCAPI Method: 'AddFieldObject') - Display the report.

All Runtime Report Creation functionality X Solution requires licensing. For more This tutorial assumes that the developer has prior knowledge of Microsoft Visual Basic, information, please Crystal Reports, and the Report Designer Component. visit http://www.crystal The following procedure and sample code creates an application that demonstrates the decisions.com/pro RCAPI methods outlined in the Synopsis. ducts/crystalreport 1. On the 'Project' menu in Microsoft Visual Basic click 'References'. The 'References' dialog box appears. 70

Business Objects • Crystal Reports Secrets

#19 How to create a report and add a parameter field using Report Creation API

NOTE: For more information on the RCAPI refer to the 'Seagate Crystal Reports 8 Technical Reference Guide'. The guide can be found in the Docs folder of the Crystal Report 8 installation CD.

2. In the dialog box select the 'Crystal Report 8 ActiveX Designer Run Time Library' check box. Click 'OK' to save the changes. 3. On the 'Project' menu, click 'Components'. The 'Components' dialog box appears. 4. In the dialog box click 'Controls', select the 'Crystal Report Viewer' check box and then click 'Apply'. This adds the CRViewer icon to the Microsoft Visual Basic toolbar. Click 'OK' to save the changes. 5. On the Microsoft Visual Basic toolbar double-click 'CRViewer'. The Crystal Report Viewer is added to the form. 6. Double-click 'Form1' to open the 'Code' module. Insert the 'Sample RDCAPI code' in the code module. 7. Once you have inserted the code, on the 'Run' menu, click 'Start' to run the application. Option Explicit 'RDC Runtime Objects used in this sample. Dim crApplication As CRAXDRT.Application Dim crReport As CRAXDRT.Report '*********************************************** 'The Form_Load event creates an instance of the RDC engine, then makes calls to routines 'that will setup the report and finally display the report in the Crystal Report Viewer control. '*********************************************** Private Sub Form_Load() 'Create an instance of the RDC engine Set crApplication = New CRAXDRT.Application 'Create a new report Set crReport = crApplication.NewReport 'Calling a routine that will add a database connection for the report Call AddDatabase 'Calling a routine that will add objects to the Detail section. Call AddToDetails 'Calling a routine that will add a parameter field to the ParameterFieldDefinitions collection, 'and include the parameter in a record selection formula. Call AddParameterField

71

Business Objects • Crystal Reports Secrets

#19 How to create a report and add a parameter field using Report Creation API

'Set the Report Viewer control to a report to view CRViewer1.ReportSource = crReport 'Display the report in the Crystal Report Viewer CRViewer1.ViewReport End Sub '*********************************************** 'The AddDatabase() routine is used to add a native database connection to the sample 'database, Xtreme.MDB. In this sample the 'Customer' table is being added. '*********************************************** Public Sub AddDatabase() 'Variables used to setup the Database connection Dim crDBTables As CRAXDRT.DatabaseTables Dim sDatabasePath As String Dim sTableName As String 'Get the Tables collection because it has the Add() method needed 'to add a connection to the report Set crDBTables = crReport.Database.Tables 'Set the values for the connection variables The full path and name of the Access database. 'The database resides in the same directory as the application ' sDatabasePath = App.Path & "\xtreme.mdb" 'The name of the Access table sTableName = "Customer" 'Use the .Add() method to add the database table to the report. There are several optional 'arguments for the Add method. Which arguments are passed will depend on the type of 'database, the type of table and the type of connection. 'Add the 'Customer' table crDBTables.Add sDatabasePath, sTableName End Sub '*********************************************** 'The AddToDetails () routine is used to add objects to the Detail section. In this case, two 'fields from the 'Customer' table are added. '*********************************************** Public Sub AddToDetails() Dim crSection As CRAXDRT.Section Dim crFieldObject As CRAXDRT.FieldObject

72

Business Objects • Crystal Reports Secrets

#19 How to create a report and add a parameter field using Report Creation API

'****Add database fields and the formula field to the Details section***** 'Since we are working with the Details section of the report, we need to get the 'D' section of 'the report. Set crSection = crReport.Sections.Item("D") '**Add the 'Customer Name and 'Last Year's Sales' fields to the details section** 'Set a Field object to the AddFieldObject method of the Detail Section 'The Field parameter is set to the table.fieldname 'The Left and Top parameters are passed as integers to position the field Set crFieldObject = crSection.AddFieldObject("{Customer.Customer Name}", 600, 0) Set crFieldObject = crSection.AddFieldObject("{Customer.Last Year's Sales}", 3720, 0) End Sub

'*********************************************** 'The AddParameterField () routine is used to add a parameter field to the 'ParameterFieldDefinitions collection. The default values for the parameter field will be set and 'the parameter will be included in a record selection formula '*********************************************** Public Sub AddParameterField() Dim crParameterFields As CRAXDRT.ParameterFieldDefinitions 'Since we are adding a formula field to the ParameterFieldDefinitions collection we need to get 'the ParameterFields from the report object Set crParameterFields = crReport.ParameterFields 'Add a parameter field to the ParameterFieldDefinitions Collection The ParameterName 'parameter is set to the name of the new parameter The ValueType parameter specifies the 'value type to be passed to the parameter crParameterFields.Add "Sales Maximum Value", 'crCurrencyField

73

Business Objects • Crystal Reports Secrets

#19 How to create a report and add a parameter field using Report Creation API

'With the new parameter field set the default values Set the Value to be a single discrete 'value and do not allow multiple values This is the first parameter field created in the report so 'we access the first item in the ParameterFieldDefinitions collection With crReport.ParameterFields(1) .AddDefaultValue 50 .AddDefaultValue 500 .AddDefaultValue 10000 .AddDefaultValue 25000 .AddDefaultValue 50000 .AddDefaultValue 100000 .AddDefaultValue 150000 .AddDefaultValue 200000 .AddDefaultValue 250000 .AddDefaultValue 500000 .AddDefaultValue 1000000 .DiscreteOrRangeKind = crDiscreteValue .EnableMultipleValues = False End With 'Pass a record selection formula to the report The record selection formula contains the newly 'created parameter When the report is run the parameter will prompt the user. The default 'values set previously will be available to the user to select the name of the parameter field in 'the recordslection formula will follow this format: '{? + The name of the new parameterfield + } 'crReport.RecordSelectionFormula = "{Customer.Last Year's Sales} < {?Sales Maximum 'Value}" End Sub '*********************************************** 'The Form_Resize event is used to size the Crystal Report 'Viewer control to the size of the Parent form (Form1). '*********************************************** Private Sub Form_Resize() With CRViewer1 .Top = 0 .Left = 0 .Width = Me.ScaleWidth .Height = Me.ScaleHeight End With End Sub '*********************************************** 'The Form_Unload event is used to clean up the objects

74

Business Objects • Crystal Reports Secrets

#19 How to create a report and add a parameter field using Report Creation API

'used by the sample application. '*********************************************** Private Sub Form_Unload(Cancel As Integer) 'Destroy the Report object Set crReport = Nothing 'Destroy the Application object Set crApplication = Nothing End Sub

X Training: Refer to 'Courses & Schedules' at: http://www.crystaldecisions.com/training

75

Business Objects • Crystal Reports Secrets

#20 Crystal Reports for Visual Studio .NET documentation

#20 Crystal Reports for Visual Studio .NET documentation http://support.businessobjects.com/library/kbase/articles/c2010837.asp

X The information in the article refers to: Crystal Reports for Visual Studio .NET

X Applies to: Reported version only Documentation

X Synopsis Where can you find documentation or help files for Crystal Reports for Visual Studio .NET (VS .NET)?

X Solution Crystal Reports documentation is included as part of the VS .NET documentation. Documentation is available online at the Microsoft Developer Network (MSDN) web site and is also bundled with VS .NET as part of MSDN. The following link leads directly to the Crystal Reports for VS .NET documentation in the MSDN Library: MSDN Website: http://msdn.microsoft.com/library/?url=/library/enus/crystlmn/html/crconcrystalreports.asp?frame=true Microsoft Visual Studio .NET

You can also find CR for VS .NET resources on the Business Objects support site. Documentation is accessible through a variety of methods in VS .NET. The common ones are:

· Searching for "Crystal Reports" in the VS .NET documentation index. · ontext sensitive help: Click the insertion point on a Crystal property method or object in the VS .NET code editor, and press the F1 key. A tab appears in the VS.NET IDE with documentation on what code is covered by the insertion point http://www.businessobjects.com/services/training/crystalreports.asp

76

Business Objects • Crystal Reports Secrets

#20 Crystal Reports for Visual Studio .NET documentation

Business Objects Support Site · Download .NET documentation at http://support.businessobjects.com/library/docfiles/cps10/docs_en.asp · Download VS .NET sample applications at http://support.businessobjects.com/fix/samplescr.asp · Download VS .NET white papers by searching for "crnet*" at http://support.businessobjects.com/search

X Training: Refer to 'Courses & Schedules' at: http://www.crystaldecisions.com/training

77

Business Objects • Crystal Reports Secrets

Summary

Summary: Whether you are a novice or an expert, there are additional resources available to help you get more from your investment. To investigate all of the options, please visit http://www.businessobjects.com/services/training/crystalreports.asp You might also want to consider certification. “73% of employees surveyed said certification played a significant role in career advancement.” (Certification Magazine’s 2003 Salary Survey, December 2003.) http://www.businessobjects.com/services/training/crystal/certification.asp A final tip: If you are responsible for team or organization training or if user adoption is important to you, we have a white paper just for you. The comprehensive report is free of charge – download your copy by visiting www.businessobjects.com/training Thank you for investing the time to learn our Crystal Reports secrets. We hope that you already feel more confident in your ability to design better reports, faster. If you have any questions, please contact us. Our customer service representatives are ready to help you. In North America call 1-866-665-4176 or contact a worldwide office.

78

Business Objects • Crystal Reports Secrets

Worldwide contact information

Americas Business Objects Americas 3030 Orchard Parkway San Jose, California 95134 USA Tel: +1 408 953 6000 +1 800 877 2340 Asia-Pacific Business Objects Asia Pacific Pte Ltd 350 Orchard Road #20-04/06 Shaw House 238868 Singapore Tel: +65 6887 4228 Europe, Middle East, Africa Business Objects, SA 157-159 rue Anatole France 92309 Levallois-Perret Cedex France Tel: +33 1 41 25 21 21 Japan Business Objects Japan K.K. Head Office Yebisu Garden Place Tower 28th Floor 4-20-3 Ebisu, Shibuya-ku Tokyo 150-6028 Tel: +81 3 5720 3570 For a complete listing of our sales offices, please visit our website. http://www.businessobjects.com

79

Business Objects • Crystal Reports Secrets