New Crystal Reports

Training

Training for Both Developers

and Non-Technical Staff
Crystal Reports Team
 Team Members
 Goals
 Standard Reports
 Customization/Tailoring to Local Needs
 Process
 Testing
 Posting for General Use
 Feedback

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General Guidelines
 Designated “Report Runner”
 Crystal Reports Version XI, Service
Pack 2
 Driver: CR Oracle ODBC 4.20
 Download from Massworkforce.org
or
 http://ftp1.businessobjects.com/outgoing/p
 How to set up the driver
 What to name it
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Report Selection
 Where: www.massworkforce.org
 Preview without running: pdf sample
 Report description:
 Version
 Modification dates and changes made
 Updates to parameter lists of values
 Parameters used
 Key report elements
 Estimated speeds
 Contact info for report developer
 Understanding the report

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Running the Reports
 Opening the report and refreshing

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Running the Reports
 Logging on and selecting the
driver; which password

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Running the Reports

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Running the Reports

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Running the Reports
 Parameter selection
 What is a parameter?
 Choosing from a dropdown list of values
 Entering a custom value
 Choosing a date from the calendar
 Entering custom dates in specific format
 Choosing “None” or “All”
 Entering a keyword of your choice

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 While the report is
running…
 Accessing the database/watching records being read
 Checking the task manager (control, alt, delete)
 “Not Responding” – Don’t despair! This doesn’t mean the report
isn’t working…
 Nor does it mean that it will take a long time—some reports do
most of their work on the server, before you see any records
being read locally.
 When there are subreports, use arrow keys to go to last page
or click on save to force all subreports to process

 Ending the report early

 If in accessing database mode->control/alt/delete->end task
 If in reading records mode->stop processing->save/close

 Running reports in the background or running multiple

reports simultaneously
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Report speed
 Depends upon:
 Report design
 Volume of data
 Network traffic
 Parameter selections:

One selection is faster than multiple
selections for a specific parameter (one
program, one office)

Summary reports are generally faster than
detail reports

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Locking the Report
 Making the report
“Read-Only”
prevents anyone
from making
changes
 With a report open,
go to File, Report
Options and check
the Read-only box

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Saving Reports with Data
 To save a report
with data, go to
file->check “save
data with report”
 Next time report is
opened, data from
previous run will
appear

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Report Dates

 Print Date/Time: Today’s

Date and/or Time
 Data Date/Time: Date
and/or Time the data was
pulled from the database

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Customizing the Report
View
 Magnifying the display
 100% vs 150%

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The Group Tree
Using the group tree
•To navigate within the report
•As a summary of report contents
•Eliminating the group tree

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Suppressing the report
description
 Suppressing the
report description
(after
memorizing!)
 Viewing the report
description in
design mode, if
suppressed.

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Report Distribution
•Exporting

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Report Distribution
 Export to PDF
 Export to Excel
 Reports are not specifically
designed for export to Excel,
although they may export okay
 Let us know if there are specific
reports where you want this
capacity in order to manipulate
data
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Report Accuracy
 Data is always yesterday's data
 Most data is archived after 18 months
 Don’t run reports for previous fiscal year after
January 1
 Changing the report or report name
 Please don't change the report description
page
 Request tailoring from report developer
 Unexpected Results
 Check your parameter selections
 Understand what the report is designed to do
or not do
 Contact the developer

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Report versions
 Updated report design
 Indicated by letter at end of file name
 Updated parameter list of values
 Indicated by number at end of file
name

 Feedback, please!
 Please contact the developer identified
on the report description page

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Report Requests and
Report Contributions
 Please submit report requests to the
team for consideration
 If you have a report you think might
be useful to others statewide, please
submit for consideration, also
 Submit to: Linda Bass (
LBass@detma.org) and Mike Doak (
MDoak@detma.org)

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 New Reports: Preview
1. Workshop Sign-In Sheet
2. Scheduled Event Attendance Summaries
3. General Program Report
4. Career Center-Specific Program Report
5. Caseload – Program Report
6. Termination Status – Programs and Case
Management
7. Veterans Caseload Report
8. Employers
9. Service by Community
10. EAS Enrollments by Local Office - Cleanup Report

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