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Crystal Reports I0 – Table of Contents
Exercise 1: Starting the Crystal Reports Program, Exploring the Environment and
Database Expert ...........................................................................................................2
Exercise 2: Accessing Data Sources, Record Selection Criteria and Formatting

Features.......................................................................................................................11
Exercise 3: Date/Time Selection Expert and Setting Print Date and Time................27
Exercise 4: Organizing: Grouping, Sorting, and Summarizing ................................33
Exercise 5: Formatting, Sorting, Creating Hyperlinks, Text Objects and Adding

Supplementary Objects: Lines, Boxes and Images....................................................45
Exercise 6: Creating a Mailing Label Report from the Report wizard........................52
Exercise 7: Smart Linking (Creating Links Between Tables).....................................64
Exercise 8: Creating Formula Fields..........................................................................66
Exercise 9: Highlighting, Conditional Formatting, and Alert Monitoring......................98
Exercise 10: Formatting Sections within Sections Expert.......................................124
Exercise 11: Using Group Layout Charts and Creating Top N Reports...................137
Exercise 12: Review (Optional)................................................................................155
Exercise 13: Creating an Employee Salary Report.................................................158
Exercise 14: Specified Order Grouping...................................................................169
Exercise 15: Cross-Tab Wizard Data Summary ....................................................179
Exercise 16: Grouping Data Hierarchically..............................................................190
Exercise 17: Underlay an Image as Watermark Background..................................196
Exercise 18: Form Letters........................................................................................203
Exercise 19: Variables..............................................................................................215
Exercise 20: Parameters..........................................................................................220
Exercise 21: Exporting a Crystal Report..................................................................230
This documentation contains confidential and proprietary business information of Saudi Aramco. This document, including
copies of all or any part thereof, may not be released or disclosed to persons other than Saudi Aramco employees except as
necessary for business purposes of Saudi Aramco under an appropriate confidentiality agreement.
Saudi Aramco
Saudi Aramco Training 10/14/2008 updated on 03/31/2007 1

Exercise 22: Crystal Enterprise................................................................................233
Crystal Reports I0 - Step by Step Exercises
Exercise 1: Starting the Crystal Reports Program, Exploring the

Environment and Database Expert
The objective of this exercise is to familiarize end users with the start up process of
Crystal Reports from the Start button on the user system.
The following items will be highlighted:
• The Main Components of the Design Window.
• Exploring the Toolbars .
• Connect ODBC Extreme Sample data base.
• Placing Fields on the Report
• Managing Resources with Explorers
• Changing System default Setting: File → Options → Layout
Step by Step Activities
Starting Crystal Reports
1. To start Crystal Reports, follow the menu path:

Start → Programs → Crystal Reports Tools →
Crystal Reports 10
2 Saudi Aramco Training 10/14/2008 Crystal Reports10

The Welcome to Crystal Reports window is displayed:
2. Click in the As a Blank Report radio button.
3. Click on the OK button.
The following “Database Expert” dialog box is displayed:
Note: Users may select the Data Source Type from one of the
followings:
Saudi Aramco Training 10/14/2008 Crystal Reports10 3

• To choose the Data Source Type, click on ODBC
data source to expand it.
• To choose the Data Source Type from SAP BW Query,

SAP R/3 Info Sets or SAP Table, Cluster or Function..
4. In the Data Expert window, click on the + sign to the left of Create New
Connections as shown below:
5. Click on the + sign to the left of ODBC to expand it.
The following dialog box is displayed:
5. Select Xtreme Sample Database 10 to expand it .

6. Click on Finish button.
The following screen is displayed:
7. Click on the + sign to the left of Tables .

8. Double-click on the Customer table
Note: Users may select the table then press on > to take it to
the Selected Tables Pane.

Note: Users may also drag and drop the fields to the
selected fields area.
9. Click on OK button.
The following Design screen is displayed:
Note: The display of your design screen with/without

grids depends on the settings of your Layout. This
can be changed from File → Options → Layout
as shown below:

Note: It is up to the user’s need if he/she needs the grid on or off.
Note: The Design tab is automatically revealed with five default

areas.
Note: The Field Explorer window displays with the Design grid
in the background. The field Explorer contains the fields
that belong to the selected table as shown:

Note: You can drag and drop the Supplementary Toolbar
at the bottom left

of the Design Grid.
The Design Window Includes :
Report Header Items Placed on the Report Header print only on the first page of
the report. Often the name of the report, the print date, company
logo, or “Title page” information is included in the Report Header.
Page Header Objects in the Page Header print at the top of every page of the
report. Column Headings, print dates and page numbers are
common entries in the Page Header.
Details Place the data fields on which you want to report in this area.
This information (database fields and text) prints for every record
selected on the report.
Report Footer Items placed here print only on the last page of the report. Grand
Totals, total number of pages, and other Summary information
are often placed here.
Page Footer Objects placed here print at the bottom of every page. Page
numbers are often placed in the Page footer.
10. Click on the Field Explorer button on the Application toolbar above the screen
if it is not displayed by default:

Note: Notice the Field Explorer with the Report Fields and Report
Sections tabs added to the left of the designer
screen. Notice also that some of the icons on the application
toolbar above are inactive. They will get activated once you drag
and drop the table fields to the Details section in the design
screen.
11. Expand the + to the left of Database Fields then expand the Customer table to
display all the fields as shown below:
12. Drag and drop the first field Customer ID to the Details section to activate the
inactive buttons. To help you discover the application, drag and drop customer ID
in the Details section of the design screen. Notice that the database of customer ID

is in the details while the column header is automatically created in the Page
header.
The following screen is displayed with the active buttons:
Supplementary
Toolbar
Note: To continue next exercise, please delete the customer ID in

Details Section by selecting it and clicking on Delete on the
keyboard.
Insert Insert Insert Insert Cross- OLAP Sub- Insert Insert

Text group Summary
Picture Chart Map
Tab grid Report Line Box
D G G R S S F O T F I H
10 Saudi Aramco Training 10/14/2008 Crystal

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Exercise 2: Accessing Data Sources, Record Selection Criteria and
Formatting Features.
Table: Customer
Fields: Customer Name, Region, City, Last Year’s Sales
The objective of this exercise is to familiarize users with the followings:

• Field Explorer, Database Fields, and Special Fields
• Menus and Toolbars
• Design Window/ Preview window
• Moving, Aligning, and Resizing Objects
• Formatting Fields
• Inserting a Report Title.
• Placing Fields on the Report
• Selecting Data Fields for the Design View.
Step by step Activities
1. To go to your database from the design screen click on Database Expert

button.
2. To enhance and format a Crystal Report, expand from Create New Connections
expand ODBC(RDO) if it is not already expanded then expand Extreme Sample
Database → Tables and double click on the Customer table as shown in the
following screen:

Note: To show or hide the grid and other display options in the design
window, go to: File → Options → Layout where the user can
activate or deactivate the options he may like.
3. From the Field Explorer dialog box, expand the Database Fields by clicking on
the + sign to the left of the item.
The following “Field Explorer” dialog box is displayed:
Note: If the Field Explorer dialog box is not shown, users may
follow the menu path to display it: View → Field Explorer
or click on Field Explorer button.
4. Click on the + sign to the left of Customer table to expand it.

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Note: To select non- adjacent multiple fields, click on Ctrl,

then click on the fields to select them, then drag and
drop in the Details section as shown:

Note: The fields can also be dragged to the design window. For
the purpose of this report we are going to drag and drop:
Customer name, Region, City, and Last Year’s Sales in
the details section..
5. Click on the Customer Name then drag and drop it to the details section in the
design window to the left side.
Note: Once the field is clicked on and dragged, the shape of the
mouse changes to an arrow and a rectangle running

with It as shown.
6. Repeat this step with Region, City, and Last Year’s Sales.
Note: Ensure that the fields are not on top of each other.

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7. To resize the fields in the Page Header section to accommodate the size of data
headers, click on the Customer Name in the Page Header section then click on
the Shift button on the keyboard. While holding on Shift click on Left arrow on
the keyboard many times to minimize space or Shift + Right arrow to increase
space until the space is reasonably adjusted.
8. Repeat the previous step with all fields.
9. To format the Last Year’s Sales field to print with no decimal places, with a
thousands separator (,) and with a floating dollar sign, click on Last Year’s
Sales in the Details section, right click and select Format Field from the drop
down menu as shown below:

The following “Format Editor” dialog box is displayed:
10. Click on the Number tab on the Format Editor box if it is not shown by
default.

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11. Click on Customize button.

The following “Custom Style” dialog box is displayed:
12. Click on the Decimals drop down arrow and select 1 (No decimals) as shown
below:
Note: The “Thousands Separator” check box is selected by

default.
13. To set the dollar sign as Floating, click on the Currency Symbol tab
.

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14. Check in the Enable Currency check box.
Note: “Floating” radio button is selected by default as shown

below:
15. Click on Ok.

16. Click on OK.
17. To preview the report and see the results of the design, click on the Print
Preview button.
Note: The date/Time the data was refreshed on, is shown on

the status bar to the left of report page number.
18. To toggle between the Preview screen and the Design screen, click on the
Design tab on the top left of the design screen.
19. To format the Region column header, click on the Region field in the details
section and right click.
20. Select Format Text from the drop down list.
21. In the Format Editor box, click on the Font tab as shown below:
22. To change the Font color, click on the drop down arrow to the right of Color, then
select blue. Click on the Style and select Bold then click on OK .

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23. To rearrange the columns in a different order: Click on the Customer Name in
the Details then click on Shift to select the Customer Name in the Page header
section
24. Approach the mouse until its shape becomes cross arrows and drag the two
fields and drop them to the right of City as shown below:
Note: To set the right space for the right data field size, right
click On Details in the gray area on the left and select Fit
Section from the drop down list as shown below:
25. Repeat the previous steps 23-24 to place Region at the left side in the Details
and Page Header sections as shown below:

The Following screen is displayed:
26. To create a title, click on the Text Object button or follow the menu path:
Insert → Text Object as shown below:

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Note: The mouse is linked to a rectangular shape or dotted line that is

moving along.
27. Release the mouse and drop the Text Object in the center of the Report Header
section.
28. To Activate the text Object for editing: click outside the text object then double
click inside it:
29. Type in the Title “My First Report” as shown below:

29. To increase the font size to 20 points, click outside the Text Object box, then
click on the Text Object title.
30. Right click and select Format Text.
The following “Format Editor” dialog box is displayed:

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31. Click on the Font tab and the click on the Size to select 20 from the drop down
list.
32. To add a border and drop down shadow to the border, in the Format Editor
box, click on the Border tab.
33. In the Line style area, select single for left, right, top and bottom.
34. Check in the Drop Shadow check box .
35. To change the font color, click on the Font tab and select the color.
37. To center the title, click on the title, then approach click on the Align Center
button .
39. To show the Special Fields in the Field Explorer select Print Date and drag it
to the top of the report and drag Page Number to the Page Footer the bottom
of each page.
40. Click on the + sign to expand the Special Fields as shown below:

The following “Field Explorer” dialog box is displayed:
41. Click on the Print date and drag it to the left of the report title in the Report
Header.
42. Click on the Page Number and drag it to the right of the Page Footer as shown:
43. To save the report, click on the Save button.
Note: Crystal usually names your first report as Report1.rpt by

default.
44. Click on Save to continue.

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Exercise 3: Date/Time Selection Expert and Setting Print Date and
Time
Table: Employee
Fields: First Name, Last Name, Hire Date, Employee Position, Birth Date.
Set Print Date and Time:

Objectives:
If you have used the special field Print Date or Print Time on your report, but you do
not want them to display the actual date and time of the printing, you can set them to
specific values using the Set Print Date and Time dialog box.
Step by Step Activities:
1. Create a report showing the staff: First Name, Last Name, Hire Date
and Position… using drag and drop method from the field list to the Details
section.
2. Format the Hire Date to appear as MM/DD/YY with no time displayed. To do

this, select Hire Date From the Details Section then → Right click → Format
field → Select the Format type with no time from the list…a good formatting
type might be (03/01/1999) as shown below:

3. Click on OK.
4. Preview the report…(There are 15 records in this report).
5. Define a Record Selection to show only those employees whose Hire Date
was in the time period: LastYearYTD (0 records):
To do this, select Hire Date from Details Section → Select Expert →
Select (Is in the Period) from the drop down field on the left → On the right drop
down field, select LastYearYTD as shown below:
Note: Don’t delete this selection.
6. Click on OK.
7. Change the Print Date to December 1, 1994 and preview the report again
(5 records):
(Report  Set Print Date/Time) as shown below:

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8. Click in Other radio button and enter 12/01/1994 in the Date field, then click
on the OK button. (5 records)

9. Remove the selection criterion to display all 15 employees. To do this,

Go to Select Expert → Select the Field → Delete.

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10. Show all employees Over Age 35 (2 records). To do this go to Selection
Expert →New→Birth Date→ Less than → 12/01/1971 as shown below:
Note: Delete this selection before step 11
11. List all Sales Representatives hired between 03/01/1991 and 12/31/1992.
To do this, ensure you Drag employee’s Position to the Details section in the
design screen → Right click → Select Expert → Equals to → Sales
Representative (6 Records) as shown below:
Note: KEEP THIS SELECTION, PLEASE.

12. Then make another New Selection to restrict on Hire date:
Select Expert → Hire Date → Between 03/01/1991 and 12/31/1992. (4) records
of Sales Representative as shown below:
13. Save the report

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Exercise 4: Organizing: Grouping, Sorting, and Summarizing
Table: Customer
Fields: Region, City, Customer Name, Last Year’s Sales
It is important to sort your date in a variety of ways to meet your queries. In this
exercise we are going to practice how to sort in Ascending and Descending order,
how to Group data, and how to create a Summary report: Subtotal, Grand total ,
Count, and Percentage of Total.
• Sorting
• Grouping
• Summarizing : Sub -Total and Grand Total
• Count
• % of Total
To sort your data Ascending, or Descending click on Record Sort Expert :
Note: Select the field from the Available Fields List → Drag and
Drop to the right side in the Sort Fields List or by selecting

the field and clicking on Take to the right arrow →
OK
1. Sort the records in your report to print in Ascending Order by Region and
City then by Last Year’s Sales in Descending order,
(Click on Record Sort Expert → Select Region ( by default it is set
in Ascending order)
2. Repeat the same with City as ascending then Last year’s Sales as
Descending Order as shown below:
3. Remove the Sort order by selecting Records Sort Expert → to reverse

the activity by clicking on the item and selecting take to the left arrow .
4. To Group your records by City, click on Insert from the menu bar Group
or click on the Group Expert button .

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5. Select City from the upper drop down List in the Report Fields:
6. In the lower drop down list, select in ascending order (alphabetical order).
7. In the Options tab, check in Keep Group Together and Repeat

Group Header On Each Page.
8. Click on OK
9. Preview the report
10. Redefine: (Delete or Change the Existing Group) to be based on Region
not City. (See the note below):
Note: There are two ways to change the definition of a group:
(1) Delete the Group and Define a New One.
(2) Modify (Change) the Existing Group.

10. Right-click on the gray area of the Group Header Section on the left of the
Design tab and select Change Group…as shown:
11. Remove the Region field and Column Heading in the Page Header Section
(not the Group) from your report and reposition fields if needed.
13. Save the report
14. Add Country as a Group in Ascending Order:
( Insert → Group → Country → Options → check in both Keep

Group Together and Repeat Group Header on each page → OK)
15. Change the color of the Country Group#2 Name field to Red by Right Click
on the Country Group#2 Name → Format field) → Font tab → Color →
Red → OK).
16. Preview the report. It is in hierarchical form, Region first then Country… see
note, please:
Note: Click Record Sort Order on the toolbar to see that the
grouping order is Region then Country. Or Select Group right
click in the gray area on the left → Change Group as shown:

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17. Reorder the groups so that the records are grouped by Country then by
Region.
Note: To reorder groups, do it from design gray area on

the Left as shown on step 18 below :
18. (Drag Group Header # 2 (the group you want to move and drop it over Group
Header #1 in its new location) as shown below:
19. Preview the report.

20. Click on the Save button or press CTRL-S.

21. Insert a Grand Total of Last Year’s Sales. To do this, Select Last year’s
Sales from Details section → Insert → Summary →Sum → Grand Total →
OK)
Note: Grand Total will appear in the Report Footer. See last
page of the report.
22. Insert the following Summary fields using (Insert  Summary ): Based
on groups already created:
(a) Count of the Companies (Customer Name) in each Region; format to

include no decimal places.
To do this, (Insert → Summary → Select Count from Calculate this
Summary field drop down list → Customer Name→ select Country-A group
from Summary location field) → OK ..as shown below:
Note: Your count will appear in Group Footer #2
B. To find out the Subtotal of each Region’s Sales for Last Year’s Sales:
Insert Summary → Sum → Last year’s Sales → Customer. Region-A
group → OK).
Note: Users may select the field they are basing their
calculations on from the Details section to save
them the first three steps which will default
automatically)
Note: Result will appear in Group Footer # 1. of the
report.
23. To format the Subtotal to include a dollar sign and no decimal places:

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(Select Last Years Sales to the right of Group Footer # 1 → Right Click →
Format Field) → As shown below:

25. In the Number tab → Select Decimal:1 from the drop down list.
26. In the Currency Symbol Tab → Enable Currency Symbol by

checking it in → Select Floating dollar sign if it is not selected by default → OK→
OK.
C. To find out a Percentage Summary for each Region’s Sales (based On

Country total) for last Year Sales, and format it to use 4 decimal places:
(Insert Summary → Sum → Last Year’s Sales → Customer. Region-A
→ Check in Show a Percentage of ) → Group #1 Sum of Last Year’s
Sales → OK) as shown:

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Note : Result will appear over the previous Group Footer
#2 so, from design screen drag it to the right a
little or below in a second line.
Note: To format the percentage to 4 decimal: ( right click

on Last Years Sales % Summary to the right of
Group Footer # 1 → Format field →Customize
→ Number → Decimal 4).
Note: You can format the decimal places from the

Preview screen. Select any % from the % column
in the preview screen, then click on the Increase
decimal Places as shown below:

Increase
decimal Places Decrease
Decimal
Places
27. To find out a Percentage Summary for each Country’s Sales for last Year’s
Sales based on the Entire report or (Grand total); and format it to 4 decimal
places, follow this menu path:
(Insert Summary → Sum → Last year’s Sales → Customer. Country A →

Check in Show a Percentage of ) → Grand total: Sum of Last Year’s Sales →
OK). Please see section C: above.
28. To format to 4 decimal: ( Right click on Last Years Sales % Summary to the right
of Group Footer # 2 → Format field

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29. Click on Customize button:

30. Click on the drop down menu to the right of Decimals field. Then select 1.0000
which means that there are 4 decimal places added to the number.
31. Create a text object as a label for each of the summary fields; make it stand out:
To do this click on the Text Object button and place it to the left of each
Summary that you have created already for :
*Count of Companies per region
*Subtotal
*% of each region’s sales
*% of each country’s sales
As shown below in the rectangles on the design screen below:
18. Save the report.

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Exercise 5: Formatting, Sorting, Creating Hyperlinks, Text Objects
and Adding Supplementary Objects: Lines, Boxes and Images.
Table: Customer
Fields: Country, City, Customer Name, Last Year’s Sales
1. To Format column headers and change point size to 12 and bold:

Select all Column Headers → Right Click → Format Object. Then click on
the Font tab to change it to Bold and Size 12.
2. Sort the report in Ascending order by country and city: To do this click on
Record Sort Expert button then from the Available fields section, select
the fields you want to sort and take them to the right in the Sort Fields section
→ OK as shown below:
Note: Sort defaults as Ascending. To Change to Descending

Click in the Descending radio button → OK
3. Format Last Year’s Sales with no decimal places, with a thousands
separator and a floating currency symbol ($)
4. This is the same as you did it in Exercise 2 Steps 9-14. In Brief:

Right-click Last Year’s Sales and select Format Field…
In the Number tab click on Customize
Switch to the Currency Symbol tab
In the Currency Symbol field ensure Enable Currency Symbol is checked and
floating radio button is selected. As shown
5. Click OK twice
Note: The currency symbol is attached to the sales
figure with no space between them.
7. Click OK twice
9. Save the report
10. Open the Field Explorer *(it is already open in version 10). If it
disappeared for one reason or another click on the Field Explorer button.
11. Under Special Fields at the end of Field Explorer components drag and drop
the Print Date and Print Time into the Report Header. To do this expand the

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Special Fields then drag and drop the necessary fields in the specified
sections:
12. Format the date to print like Monday, February 2, 2004

To do this select Print Date in the Report Header → Right click → Format
field → select Monday, March 1, 1999 from the list as shown below:
13. Print Page N of M at the bottom right hand corner of each page (in the Page
Footer).

14. Rotate Country and Last Year’s Sales column headers by 90 degrees. To do
this select Country → right click → Format Text then from the dialog box that
displays select 900 from the Text rotations field options.
Note: The text needs more resizing vertically to appear clearly
as shown:
15. Click on Insert Text Object button on the toolbar and place it in the
Report Header
16. Type Home Page in the text object as shown below:
17. In Design view highlight the Home Page text object: highlight Text Object
→ Right click → Format Text → hyperlink .
Note: Or Just click on the Hyperlink Icon without going to the

format Editor.
18. Click in A Website on the Internet radio button as shown below:

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19. In the Website Address enter http://home.aramco.com.sa
20. Click OK
21. Preview the report and test the link
22. Click the Insert Box button to (draw a box around each country) on the
Supplementary toolbar or click Insert  Box by drawing a box around the
country in the details section as shown below:
Note: If the Supplementary toolbar is

not showing click on: View  Toolbars → Insert Tools…as shown:
23. A pencil cursor appears. Use the tip of the pencil to draw a box around each
country
24. Click the Insert Picture button on the Supplementary toolbar

To do this go to Insert Picture → and past it in the Page Header section.
Note: If the image is too large, you need to resize it to fit

in the area you specify.
25. Go to the following location My Document → My Pictures

26. Insert any picture in the Report Header as shown below:
27. Place a colored border around it with a drop shadow. Select the picture →
Right click → Format Graphic → Border
To draw a border around the picture with drop down shadow: select Border from
Format Editor → Click on the sides of the border to select type → Then check in
the With Drop Shadow box as shown below:
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28. Preview
29. Save the report

Exercise 6: Creating a Mailing Label Report from the Report wizard
Table: Customer
Fields: Text Objects database
The Mailing Label report wizard guides you through the creation of a report that
prints labels. It will help you visualize the size of the label and format it as necessary
to
print the label type you choose.
The Mail Label wizard will create a report where each record is printed in a
rectangular area rather than in rows. Crystal Reports is still using bands, but the
bands are narrower and can repeat across the page in columnar format. The Mail
Label wizard can be used for any report that requires this type of formatting and not
only for label creation. It might be used to create postcards, name tags, and so on.
1. Open Crystal Reports, choose Using the Report Wizard from the welcome
dialog box, and click OK. If Crystal Reports is already open, choose File | New,
or click the New button on the toolbar.
The following Screen is displayed:

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18. Click in Using the Report Wizard the click on OK.

3. Select Mail Label and click on OK button.
The following Screen is displayed:

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4. Open the Tables folder. Move the Customer table to the Selected Tables list,
and click Next.
5. In the Fields screen, move Contact First Name, Contact Last Name, Customer
Name, Address1, Address2, City, Country, and Postal Code to the Fields to
Display list and click Next.

6. From the Label screen, choose Address/Shipping (Avery 5163) as the
Mailing Label Type.
Note : The are a lot of Mailing Report Types to select from:
7. Click on Finish button.

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Note: The report will be processed and then displayed in the
Preview window. The Mail Label wizard puts each field in
a separate detail section so that they are stacked one on
top of the other. Obviously that is not what we really want
our mailing label to look like, but it is a good start.

Note: There are address2 gaps in some of the labels. To

find out whose arrdess2 was not supplied in the
database, count how many lines are in each
group and you will discover the difference.
8. To Find out the gaps, you can Delete Address2 and insert a new one in a Text
Object in Details E.
Note: In exercise 18 the gap or blank lines issue will be

discussed in details.

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9. To suppress gaps in the addresses select all the Address 2 in the Details E→
Right click → Format Text as shown below:

10. From the Common Tab→ Check in Suppress Embedded Fields Blank
Lines → Click on OK …
11. Finally, create a title to the report. Insert a Text Object in the Page Header :
a) Before Typing a title: “Company Contact Information” in the text

object we have to unsuppress Report Header and Page Header.
b) Format the title as follows: bold, 12, red, underline
c) Make sure the all objects are aligned. See step 13 below.
To unsuppress Report Header and Page Header ,right click the left side of
the design screen in the gray area of the Report Header and Page Header
→ Don’t Suppress as shown below:
13. Next, drag and drop a Text object in the Page Header and enter the title”
Company Contact Information”.
14. Preview
15. Insert two more text objects in the Report Header: Details are on page 60 below.
Note: Follow the above procedure in step # 3 to

unsuppress report Header and drag and
drop Text Objects and the Special
Fields. Your Report will look like this:

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a) First text object should say “Printed: “ followed by the Print Date.
b) Make the Print Date 12 point and bold
c) The second text object should say “Last Modified: “ followed by the
Modification Date and Modification Time
16. Preview :
17. To print each person’s information on a separate page select New Page After
from Section Expert. To do this: Right click on the Details on the gray area of the
design screen → Section Expert.
18. Check in New Page After → Ok

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The following screen is the final output:

Exercise 7: Smart Linking (Creating Links Between Tables)
Tables: Customer, Orders, Orders_Details,

Fields: Customer Name, Order ID, Order Amount
Linking Tables
When users use more than one table in a report, they must tell Crystal Reports how
to link the tables. Tables are usually linked in Crystal Reports in the same way that
they are linked in the underlying database. A field from one table is linked to a field in
another table that contains identical field values. For example, the sample data
contains an Employee table that has an Employee ID field. It also has an Employee
Addresses table that has an Employee ID field. Employee can be linked to
Employee Addresses using the Employee ID field. Links are represented by lines
drawn between the linked fields. Users can create links for the XTREME sample
data by clicking the Link button. Links can also be created by selecting a field in one
table, pressing and holding down the mouse button, and then selecting a field in
another table:
Note: For more Information about Smart Linking, Please read

Crystal Reports Help.

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1. You should be on the Links tab with Customer, Orders, and Orders_Detail
displayed. Click the Clear Links button, and notice that the links are removed.
(If you are asked whether you are sure you want to remove the links, click Yes.)
2. Select By Name in the Auto-Link panel, and then click the Link button. Notice
that the links reappear.
3. Clear the links again, and then manually create a link from Customer.Customer
ID to Orders.Customer ID.
4. Remove all the links again, and then re-create them using the Auto-Link By
Name
option.
5. Click OK to close the Database Expert. The Design tab will display with a blank
report.
6. Save the report.

Exercise 8: Creating Formula Fields
Table: Customer, Orders
Fields: Order ID, Order date, Order amount
In this exercise, you will learn some techniques for working with different type of
formulas including the use of functions and operators.
Part A: Using a Number Formula
1. Create a new report based on the Customer and Orders table of the Xtreme
Sample Database 10.
Follow the menu path:
From the Database Expert Screen → Make New Connections → Xtreme Sample
Database 10 → Tables → Customer → Drag Customer table and Orders table
to the Selected Tables: area as shown below:

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3. Add the following fields from the Orders table to the Details section of the report:
Order ID, Order Date and Order Amount as shown below:
4. Format the Order ID to show without the thousand separator.
5. Preview the report by clicking on Preview button.

Note: if you think there are Zeros in your database, then you can
suppress the zeroes by selecting the Order Amounts in the
Details section → right click → Format Field → Customize
→ Numbers → Check in Suppress if zero
Value as shown below:

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6. Format the Order Date to show only the date portion (do not show time).
From the design screen in the details section, select Order ID → right click
7. Select Format Field as shown below:


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9. Uncheck Thousands Separator check box and click on OK button → Click

on OK again.

Note: The comma is no longer existing in the Order ID.
10. Format the Order Date to show only the date portion (without time).
From the design screen in the Details section, select Order Date → right click
→ Format field as shown below:

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11. Select the preferred date format that you like. For the purpose of this exercise
select 03/01/1999 as shown.
12. Group the data by Customer Name.
13. From the design screen click on Insert group icon.
14. Click on the drop down arrow in the upper field and select Customer Name from
the list as shown below:

Note: By default grouping is in Ascending Order.
The following Group Name is inserted in Group Header#1 and shown in the design
view:

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Note: whenever a group is created , the system creates a group name in the
Group Header section and created a Group Footer section as well.
16. Create a formula and call it Total Order / Customer that calculates the Sum of
Order Amounts for each customer.
17. In the Formula Editor expand Functions → Expand Summary → double click on
Sum (fld) → double click on Order Amount from the Report Fields List → ,
(comma) → Customer Name Field. The formula will look like this:
Note: It is a good idea to check if the syntax of the formula is

correct or not before saving and closing the Formula
Editor. To check the syntax, click on the Check
button. The following little box is diaplayed:

18. To have more space in you design screen, go to File → Printer Setup →
Paper Size → Landscape

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20. Click on the Preview tab.
Note: The Customer name grouping is in bold font by default.

21. Save the report as “Using Formulas Part A – Begin.rpt”. Your report should
look like the following:
22. From the View Menu, select the Field Explorer option, if it is not
displayed.
23. Right-click on Formula Fields and select the New… option as shown below:

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24. In the Formula Name field, type Order Plus Tax and click on Use Editor.

Note: There are five sections by default in the Formula

Workshop, Formula Editor. The first section on the
left is for the server Custom Functions; The next
one contains the Report Fields that are already
selected on your report. However. You can include
any field that is not added in the design of the
report, from the Extreme Sample Database 10
(ODBC RDO) tables that you have already
selected from the Database Expert. The
Functions pane is to include the functions you
want to create the formula. The Operators pane
also help you include the necessary Operators to
create your formula. The bottom pane is where
you enter and edit your formula.
26. Type the following formula in the Formula Workshop editor:
{Orders.Order Amount} * 1.09

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From the Report Fields pane, expand the Orders table fields list and double
click on the Oder Amount field.
Note: The Order Amount Field will drop in the Formula Editor
pane as shown below:
27. To add a 9 % per cent to the Order Amount, click on * Multiply sign followed
by the number you want. For this example it is 1.09
Your Formula Workshop screen should look like the following:

Note: it would be a good practice to check the syntax of your
formula if it is correct or not by clicking on Check
button or press on ALT+ C.
28. Click on the Save and close button to close the Formula
Workshop editor.
29. Drag the newly created formula Order Plus Tax from the Field Explorer to the
Details section of your report to the right of the Order Amount filed. Your report
should look like the following:
30. Click on Preview tab.

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Note: The following screen is displayed with a new

column with the Header Order Plus Tax added to
the report as a result of the formula dragged and
dropped in the Details section.
31. Define a formula and call it Total Order Plus Tax / Customer that calculates the
sum of Order Amount Plus Tax for each customer
32. From the Functions menu, expand Summary → double click Sum {fld}.
Then from the Report Fields in the Formula Editor, double click on the Order
Plus Tax Formula as shown below:

33. Enter a , (comma) → double click on Customer Name from the Report Fields
list
34. Define a Text Object and place it in the Group Footer.
The text object should display two sentences as follows

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-The Total Order Amount for {Customer Name} is $ ……Total Order
Amount/Customer (Formula)
-The Total Order Amount Plus Tax for {Customer Name} is $ …Total Order
Amount Plus Tax/Customer (formula)
35. To create a Text Object, click on the Text Object button and drop it in the
Group Footer section. To Resize and Enlarge it to accommodate two sentences
of 0.350 in height and 6 inch in length, click on the Text Object → right click →
Select Size and Position → in Height enter 0.350 and in Length enter 6 as
shown below:
Note: To enter/edit text in the Text Object, double click inside

the Text Object, and start entering text and spaces. You
need also to drag and drop database fields/ formulas
from the Field Expert in the Text object. All the fields that
are enclosed in { } are dragged and dropped from the
Field Explorer Fields. Formulas are also enclosed in { }
and start with @ as shown: {@Total Order /Customer} :
36. Enter the following text in the text Object:
The total Order Amount for {Customer Name} is {@Total Order /Customer}
The Total Order Amount Plus Tax for {Customer Name} is {@Total Order Plus
Tax/ Customer}

Preview the report and the following screen is displayed:
37. Save the report as “Using Formulas Part A – End.rpt”.

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Part B: Using String Formulas
1. Continuing with the report in Part A above, save the report as “Using Formulas
Part B – Begin.rpt”.
2. Right-click on Formula Fields and select the New… option. (See steps 18-21
above for reference)
3. In the Formula Name field, type First Letter of Customer Name
4. Click on the Use Editor button.
5. Expand the Report Fields list and double click on Customer Name as shown
below:
{Customer.Customer Name}[1]
Note: Subscript [ ] should have a value that grips how many

characters out of the customer name. you can put a range [1 to
3 ] to grip 3 characters out of the customer name.
Subscript is used to extract one or more characters from a text

string or to extract an element from an array. Example:
LNAME [1]
Returns "S", where LNAME = "Smith".
{Customer. Country. CODE} [1 to 3]

Returns "966", where Postal Code = "966 3 874 1519".
Note: Space is counted in the subscript extraction.

Workshop editor.
8. We will now use this formula to group the data first on this formula and then
on the complete Customer Name. Click on the Group Expert button.
9. Double-click on the First Letter of Customer Name formula to add grouping by

this field. Use the arrow keys at the top to re-arrange the groups so the
@First Letter of Customer Name appears first then the Customer.Customer
Name. Your Group Expert screen should look similar to the following:

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Note: How the grouping is done first: by the first letter of the
customer name and then by the full customer name.
There are two groups created so far. One group for the
Customer Name then a group on the Formula (first
Letter of Customer name).

11. Save the report as “Using Formulas Part B – End.rpt”.
Part C: Using Date Formulas
1. Continuing with the report in Part B above, save the report as “Using Formulas
Part C – Begin.rpt”.
2. Right-click on Formula Fields and select the New… option.
3. In the Formula Name field, type Order Month.
4. Click on Use Editor button..

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Monthname(Month({Orders.Order Date})) as shown below:
a. From the Functions pane expand Functions → Date and Time → Month
name → Month as shown below:
b. Double click on Monthname [Month] this returns
c. With the insert still blinking in the (I), double click on Month [x] this returns
d. With the insert point still blinking in the (I) double click on Order date from the
Report Fields pane
e. This returns
6. Click on the Save and close button to close the Formula Workshop editor.

7. Drag the newly created formula Order Month from the Field Explorer to the
Details section of your report to the right of the Order Plus Tax field. Your report
should look like the following:
9. In the Formula Name field, type Process Time.
{Orders.Ship Date} - {Orders.Order Date}
Note: The sign __ between the two fields of the formula means minus.

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The two fields are taken from the Orders table from the Report Fields
pane.
12. Click on the Save and Close button to close the Formula
Workshop editor.
13. Drag the newly created formula Process Time from the Field Explorer to the
Details section of your report to the right of the Order Month filed

14. Format this field to show with No Decimals places by selecting the Process
Time database in the preview screen, then click on Decrease Decimals twice in
the right of Formatting tool bar..
Your report should look like the following:
15. Save the report as “Using Formulas Part C – End.rpt”.
Part D: Using Boolean Formulas
1. Continuing with the report in Part C above, save the report as “Using Formulas
Part D – Begin.rpt”.
3. In the Formula Name field, type Apply Discount.

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5. Create the following formula in the Formula Workshop editor:
{Orders.Order Amount} > 5000
To create the formula, double click the Order Amount field from the Orders
Table from the Report fields List in the Formula Workshop. → Enter > 5000
6. Click on the Save and close button to close the Formula Workshop editor.
7. Drag the newly created formula Apply Discount from the Field Explorer to the
Details section of your report to the right of the Order Month filed.

8. Format the field to show “Yes” or “No” values. To do this select your Apply
Discount formula in the Details section, → Right click → Format Field

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9. Select Yes/No from the list → Ok
Your report should look like the following:
10. Save the report as “Using Formulas Part D – End.rpt”.

Exercise 9: Highlighting, Conditional Formatting, and Alert
Monitoring
Table: Customer, Orders
Fields: Customer Name, Order Amount, Last Year’s Sales
In this exercise, you will learn how to use the Highlighting Expert, Create Conditional
Formatting and Trigger Alert Monitoring to show certain trends or deviations in your
reports.
Part A: Using the Highlighting Expert
1. Create a new report based on the Customer and Orders tables of the Xtreme
Sample Database 10.
2. Add the following fields to the Details section of the report: Customer Name
from the Customer table and Order Amount from the Orders table. Delete the
column headings from the Page Header.
3. Group the data by Order Date (for each month) and format the group name to
show the full month name and year like February 2003.
Click on the Insert Group button → Select Order Date from the Order Table
List from the drop down menu from When the report is printed, the records
will be sorted and grouped by: as shown below:
4. From the Design screen, click on Preview button.
The following screen will be displayed:

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5. In the Report Header section, add a title to your report such as “Monthly
Customer Order Amounts”. Format the title as you like.
6. Click on Text Object button and place it in the center of Report Header
section as a title. Format it to bold, 14 point font size and blue ,double line
boarder with shadow around it .
7. To draw a border around the title, select the tile → right click → Format text →
Border as shown below:

8. Select Double line style for all sides of the border and check in the Drop
Shadow box as shown below:
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10. Make sure to double click inside the Text Object, highlight the title and click on
the Align Center button.
11. Preview.
12. To format the group name to show the full month name and year like February
2003, Click on the Group # 1 Name from the Group Header # 1 Section on the
design Screen → right click → Format field
13. Select a date Like February 2003. In this case select March 1999.

14. Save the report as “Highlighting – Begin.rpt”. Your report should look like the
following:
15. To highlight the sales amount differently based on the amount value, start by
right-clicking on the Order Amount field in your report and select the
Highlighting Expert button.

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16. Click on the New button.
17. In the Value of field, leave the option to: this field.
18. In the second field (Operator/Condition), select: is less than or equal to.

19. In the Value field, type: 100.00.
20. In the Font Style field, select: Bold.
21. In the Font Color field, select: Red as shown below:
22. Click on the New button to add another value.
23. In the Value of field, leave the option to this field.
24. In the Condition field, select is greater than.
25. In the Value field, type 5,000.00.
26. In the Font style field, select Bold, Green font color.

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Your Highlighting Expert window should look like the following:
Note: Please check how the Order Amount values are formatted (Highlighted)
differently based on the Order Amount value. Your report should look
like the following:
28. Save the report as “Highlighting – End.rpt”.

Part B: Using Conditional Formatting
1. Continuing with the report you created in Part A above, click the Undo button or
go to Highlighting Expert and remove your entries. We will now use conditional
formatting to achieve the same highlighting effects.
2. Save the report as “Conditional Formatting – Begin.rpt”.
3. To highlight the sales amount differently based on the amount value, start by
right-clicking on the Order Amount field in your report and select the Format
Field… option.
4. Click on the Font tab.
5. Click on the Conditional Formatting button next to the Color option as shown
below:
6. From the Operator pane in the Formula Workshop Editor expand Control
Structures and double click on If x then y else z as shown below:

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7. In the Formula Editor, place the insert point of the mouse after IF, then double
click on the Order Amount field from the Report Fields List as shown below:
After that, enter <= 100 →Following then enter crRed

In the second line continue as shown below:
else if {Orders.Order Amount} > 5000 then crGreen
In the third line continue as show below.
else DefaultAttribute as shown:
if {Orders.Order Amount}<=100 then red else
if {Orders.Order Amount}>5000 then green else

defaultattribute
Note: you can manually type the color (red) or (crred.)

“cr” means Crystal or search for it using the search tool
as show below:
8. Click on Find button.

9. In the Find what field enter color.
Note: Users have to decide on the option they are searching for
whether it is a Field, a Function, an Operator etc.
Colors are Functions therefore the Functions radio
button is selected.
Users may look for defaultattribute function in the same

way as shown below:

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Your formula should look like the following:
10. Click on Save and close button.

Note: Please notice how the conditional formula
button is changed. The pencil is diagonal…which means
there is a formula attached to this button.

12. Save the report as “ Conditional Formatting- End.rpt”.
Part c: Alert monitoring

In this exercise, you will learn how to use the Alerts feature of Crystal Reports to
display some notification messages to users based on some criteria you set in your
reports. If the values displayed are below the threshold you predefined as a target,
the system will pop up a message screen urging you to take action.
1. Make sure you delete any Conditional Formatting Formula you created in
section b of this exercise as shown below:
2. From the design screen, right click on the Order Amount → Format Field →
Font → Click on the
Conditional formula
button to the right of
Color:
3. Highlight the formula in the formula editor and click on Delete on the keyboard
as shown below:

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4. Delete the first group you created on Order Date before.
5. To do so, In the gray area on the left, of the Group #1 Name in the Design
screen, right click and select
Delete Group as shown below:
6. From the Customer table, add the following fields in the Details section of the
report: City and Last Year’s Sales as shown below:

7. Group the data by Country as shown:
8. Apply a record selection on Country to show customers from USA only.

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To do this click on Selection Expert button and select Country as shown
below.
The following Select expert dialog box is displayed:
10. Click on the drop down arrow below Customer. Country then select is one of
operator as shown below:

11. In the second drop down menu to the right, type USA and click enter on the
keyboard or click on Add button as shown below:
13. Click on Refresh Data button.
14. To group data by Region, from the design screen click on Insert Group
button as shown below:

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14. Select Region from the When the report is printed, the records will be sorted
and grouped by above.

15. There is a lot of repetition under Customer Name. To remove repetition,

select Customer Name in the details section, right click → Format Field
→ Common → Check in the Suppress if Duplicated Display String box
as shown below:

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16. Ensure that the Highlighting Condition on Order amount that you created before
is deleted. To do so, select Order Amount from the Details section → right click
→ Highlight Expert as shown below:

17. Click on Remove button twice.


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19. To create an Alert Monitoring to warn about Sales below 5000 follow the menu
path:
From the design screen in the Details section, select Last Year’s Sales →
Report → Alerts → Create or Modify Alerts as shown below:
The following Dialog box is displayed:
20. Click on New button. The following dialog box is displayed:

21. In the Alert Name field, type Sales Warning.
22. In the Message field, type Sales below 5000.
23. Make sure the Enabled checkbox is selected.
24. Click on the Condition button.
25. Enter the following formula in the Formula Workshop Editor:
{Customer.Last Year's Sales}<=5000

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Your Formula Workshop window should look like the following:
Workshop.
28. Click on the Report Refresh button. The below Alert window appears as there
are some records that satisfy the alert condition:
29. Click on the View Records to see the records causing the alert.
30. To highlight this Alert result in red font color, select Last years Sales from
Details section → right click and select Highlighting Expert

31. Click on New button.
32. Enter the following parameters that are reflected on the dialog box below and
click OK.
33. Click on Refresh button.
34. Click on View Records button

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35. Save the report as “Report Alerts – End.rpt”.

Exercise 10: Formatting Sections within Sections Expert
Table: Customer
Fields: Country, Region, Customer Name, Last Years Sales
A report consists of several sections, including the Report Header, Page Header,
Group Header, Details, Group Footer, Page Footer, and Report Footer.
Each report section is made up of a series of lines. When a text-based object is
placed in a section, it is placed on a line in such a way that the text is aligned to the
baseline. The line's height is then adjusted by the printer driver so that it is high
enough to accommodate the object.
• If a report contains many objects, suppressing sections may require fewer
conditional formulas.
• Not all settings and features can be formatted conditionally. By suppressing
sections, however, you can make any formatting changes you want.
• You may want to provide completely different types of information for people
viewing the accessible version of the report. For example, you may want to
split visual and audio objects into two different sections and conditionally
suppress them based on the parameter value the user chooses.
Design Tab Areas

When you first begin creating a report, Crystal Reports automatically creates five
areas in the Design tab.
• Report Header
This section is generally used for the report title and other information you
want to appear at the beginning of the report. It can also be used for charts
and cross-tabs that include data for the entire report.
• Page Header
This section is generally used for information that you want to appear at the
top of each page. This can include such things as chapter names, the name of
the document, and other similar information. This section can also be used to
display field titles above the fields on a report.
• Details
This section is used for the body of the report, and is printed once per record.
The bulk of the report data generally appears in this section.
• Report Footer

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This section is used for information you want to appear only once at the end of
the report (such as grand totals) and for charts and cross-tabs that include
data for the entire report.
• Page Footer
This section usually contains the page number and any other information you
want to appear on the bottom of each page.
If a group, summary, or subtotal is added to the report, the program creates two
additional sections:
• Group Header
This section typically holds the group name field, and can be used to display
charts or cross-tabs that include data specific to the group. It is printed once at
the beginning of a group.
• Group Footer
This section generally holds the summary value, if any, and can be used to
display charts or cross-tabs. It is printed once at the end of a group.
When a group, summary, or subtotal is added, the Group Header area appears
directly above the Details area and the Group Footer area appears directly below the
Details area.
If you set up additional groups, the program creates new group areas between the
Details area and the existing Group Header and Group Footer area(s).
Like the original areas, each of these newly added areas can contain one or more
sections. By default, they each contain a single section.

1. Group Ascending by Country then Sort Ascending by Region and

Customer Name.
To do so, click on Insert Group → Select Country from the upper drop
down list, as shown:
2. To sort Region and Customer Name, click on the Records Sort Expert
button. Select Region, Customer Name and add them to the Sort Fields in the
right using the > arrow, then Press OK as shown below:

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3. Preview the report and the following screen is displayed:
4. Include a Summary showing Total Sales per country

To do this click on Insert SummaryLast Year’s SalesSum →
Group#1 Country… as shown below:

6. Make sure each country prints on a separate page. To do so go to the gray area
on the Left of Group Header #1 Right ClickSection Expert
as shown below:

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7. Check in New Page Before and click on OK button.

Note: Each Country Group is printed on a separate
page. New Page After option allows a blank page
at the end, While New Page Before allows a blank
page in the front.
8. Select only records for France and England.

Select Country in Details section (Select Expert) Is one of 
France/England →Add or Enter → OK.
9. Click on Save button.
10. Shade the background of every other line in the Detail section
Tip: use the Remainder and RecordNumber functions. To do so click on the

Section Expert button or right click from the gray area on the left 
Section Expert → Select Details  Color Check in the Background
color Silver as shown below:

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11. Click on the Formula button to the right of Background and enter the
formula with the following two functions:
A. Remainder is found under Functions → Math.. as shown:
B. RecordNumber is found under Functions → Print State as shown:
Note: Concept of Remainder Function depends on the

division of First record by Second record . 1/2= ?
remainder; 2/2= no remainder… If the remainder = 0 then
white, if there is a remainder 3/2=1.5 then silver.

Note For the purpose of this exercise we are going to apply
Remainder in highlighting records greater than 0
remainder in Silver else no color.
This is how your formula looks in the formula editor:
12. Uncheck the Print After from the Group Header #1 Section.
Note: Country field in the details section can now be

deleted because a group is already created.
13. Format the Group Footer to print with a red color background if the country’s
total sales were under $600,000. To do so select Group Footer #1 in the Section
Expert Color Check in the Background Color  Select Red as shown:

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14. Then click on the Formula to add the following formula in the formula editor:
if Sum ({Customer.Last Year's Sales},{Customer.Country})<=600000 then crred else
blue
16. Remove the selection condition so that all countries are shown in the report by
going to Select Expert and pressing on Delete twice :

17. Remove all Background colors from the report. To do so reverse the activity or
suppress Group Footer #1 Section as shown:

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18. Format the report so only the summary information is displayed and drilldown is
available. To do so hide the details section from the gray area on the left of
Details section as shown:
Note: You have two options either to hide the

details information and there is a possibility
of drilling down details…or suppress details
section but in this case you are not allowed
to view details.

This is how your design should look when the Group Footer # 1 and details sections
are suppressed.

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Exercise 11: Using Group Layout Charts and Creating Top N
Reports
Table: Customer
Fields: Include Region (delete it later) , City, Customer Name, Last Year’s Sales
Group LayOut Charts

The Group layout is a simplified layout in which you show a summary on change of
field for topics such as Country.
Note: In order to create a chart using the Group

layout, you must have at least one group
and at least one summary field for that
group.
1. Design a report showing: Region, City, Customer Name and Last Year’s
Sales.
Your design should look like this:
2. Group by Region. To do so select Region → Insert Group → Options as

shown below:

3. Sort Ascending by City and Customer Name as shown:
4. Set a record selection to show the Regions FL, CA, OH, PA… to do so, select
Regions in the Details section → Select Expert → Is one of → FL, CA,
OH, PA (adding them one by one) and clicking on Enter on the keyboard each
time as shown:
5. Include in your report the following Summary fields :

 Count of customers: To do so select Customer Name from the Details
section then click on Insert Summary → Count → Customer
Name → Customer. Region A → OK as shown:

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 Subtotal of Last Year’s Sales (by region): To do so select last Year’s

Sales from the Details section then click on Insert Summary →
Last Year’s sales → Sum → Customer .Region A → OK ..as shown:

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 Subtotal of Last Year’s Sales as a Percentage of Total .To do select

last Year’s Sales from the Details Section then click on Insert
Summary  Sum last Year’s Sales Customer Region
A>Check in Show as a Percentage of check box Grand Total :
Sum of last Year’s Sales → OK ..as shown:

Note: The % result in Group Footer #1 comes above

Sum of Last Year’s Sales in the design screen.
Please make sure you press the down arrow
twice.
6. Hide the Details section. To do so, select the details in the gray area on the
left of the design screen→ Right Click → Hide (Drill down OK) as shown:

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The following screen is displayed with the details section hidden:
7. Create a Pie Chart comparing Total Sales (Sum of Customer last Year’s
Sales) for each Region: to do so click on (Insert  Chart ) as shown:
8. Select Data tab .

9. Give your chart the title “Sales by Region”: To do so, click on Text → Title
→ enter text → OK
or Highlight the chart by clicking on the white area around the chart → right
click → Chart Options → Title as shown:

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10. Preview your report

11. Now change the record selection to show a different set of regions. For
example, you can include NJ. To do so click on the Select Expert → Add NJ
from the list → OK as shown:

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12. Click on Refresh Data button.
The following screen is displayed with the newly added region reflected on the
chart.
13. Drilldown on different chart values

14. Delete the Chart by clicking on the white area of the chart and clicking on
delete button on the keyboard.
15. Delete Selections.
16. Show Details Section by right clicking on the Details section on the left side
and selecting Show from the list.

17. Apply the Top N criteria to show the top-selling three

regions for each country with the remaining records in a group called Others.
To do so click on Group Sort Expert button. Under For this Group Sort
select Top N ..as shown:

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18. Under based on option below, select Sum of Customer Last Year’s Sales as
shown
19. In the Where N is: enter the value 3 as shown:

20. Check in Include Others, with the Name: as shown:

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Note: The result above represents the top three values in

the Sum of Last Year’s Sales.
22. Add a title to the report – North American Sales: Top 3 Regions by
Country
23. Preview.
24. Save.
25. Remove the Top N settings. To do so click on Group Sort Expert button.

26. Under for this Group sort select No Sort .

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28. Change the report to show only those groups whose sales exceed $300,000.
To do so click on Last Year’s Sales in the details section of the design Screen
→ Select Expert as shown:
29. In the drop down list select is Greater than or Equal to and enter 300000 in
the second field as shown:

30. Click on OK.
31. Save the report

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Exercise 12: Review (Optional)
Tables: Customer, Orders

Fields: Order ID, Order Date, and Order Amount
1. Group on Customer Name

2. Enter a formula to convert all customer name to uppercase
and drag it in place of Customer name in Details Section..
Formula:
Uppercase ({Customer.Customer Name})
3. Suppress all duplicates in the Customer names.
4. Select only records from BC region and only records with Order Amount > 0
5. Delete the previous selection
6. Format Order ID to eliminate the commas.

7. Format the Order Date to only display the date (no time).
8. Insert a Subtotal on Order Amount per Customer
9. Insert a Grand Total: Insert Summary → Order. Order Amount → Sum →
Grand Total.
10. Sort on Order Date (ascending) and then on Order ID (ascending)
11. Insert a title on the report Customer Order Report and format it with a border
and drop shadow.
12. Insert the Print Date and Time in a text object with the word “Printed:”
13. Format the Subtotal to have a line above the number.
14. Preview
15. Save
This is how the report design looks:
This is how the Preview looks:

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Exercise 13: Creating an Employee Salary Report
Table: Employee
Details Section: Text Object: First initial. Last Name. Then outside the text
Object add the following formulas :Years of Service, Age, Salary Increase by
certain %
1. In a Text Object in Details section, drag and drop the Formula named First
Initial followed by Last Name .
Text
Object
Note: Employee Name: (in the Text Object → combine the first
letter of the first Name and last name of each employee).
The formula is {Employee. First Name}[1]..as shown:

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2. Click on Formula in the Field Explorer →
Right Click → New formula → Name it: First Initial → select Use Editor as
shown:
3. In the Text Object that you created already, drag and drop the formula that you
named @ First Initial → Space → Period → followed by <Employee Last
Name> field from database fields in the Field Explorer.

This is how your design screen looks after finishing step 3 above:
4. Years of Service: format with No decimal. To create a formula that calculates

Years of Service, right click on Formula Fields in the Fields Explorer → New
→ Call it Years of Service → Use Editor..as shown:
Enter the formula in the Formula Editor:
Note: Year is a Function that can be found under Date and

Time.
5. After saving and closing the formula Editor, drag the Years of Service in the
Details just outside the Text box you created before.
6. To format the years without decimals, select the results column from the preview
screen, then click on Decrease Decimals option from the

formatting toolbar twice as shown:

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7. Hire Date: display only the year (not date). To display only Year, create a formula
and call it Hire Year as shown:
Note: Another method to format Hire date by right Clicking on

Hire date, → Format field → Customize →
Select Date and Time and select Date from Order Field.
Click on the Date tab and Select None for Month and
Day. For the Year select 1999.
8. After saving and closing your formula, drag and drop it in the details just to the
right of Years of service.
9. Preview

Note: The Hire Year above needs formatting. It shouldn’t

include commas or decimals.
9. Click on the Hire Year result in the Preview screen, and click on the comma
on the formatting toolbar
and click twice on Decrease Decimals button.

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10. Age Formula: (calculated in years). To Calculate Age, create formula and call it
Age as follows:
Note: The blue font that you see while creating the
formula represents a function or operator
syntax by the system.
11. Drag and drop Age formula in the Details section as shown:

Note: The purpose of this report is to add 5.5% to the

employee salary as of next year (2007) if his
current salary is 50000 or less. All others will
receive 2 % if their salaries are above 50000.

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13. Let’s presume that 2006 is the Current Salary: an increase of 5.5% for all
employees whose 2006 salary was 50000 or less. All others will receive a 2%
salary increase
To add 5.5 to those employees whose current salaries are 50000 or less, we
have to create a formula and call it Salary Increase and this formula will read as
follows:
14. Drag and drop the X-1 2007 Salary formula to the Details section to the right of
current 2006 Salary to help create a comparison.
Note: You can edit column headers by double clicking the

headers name.
15. let’s check and proof who received 5.5% and who received 2%. To do this we
have to create a formula and call it % which read as follows:

16. Drag and drop this formula to the right of 2007 Salary in the details section.
17. Let’s Insert a Grand Total for 2006 Salary : Insert>summary→ Sum → 2006
Salary and Grand total for 2007 Salary at the bottom of the report:
To do so just select current salary or just Salary as it is called in the database
Insert Summary → Sum → 2007 Salary Formula as shown:

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18. Click on OK
19. Select 2007 Salary in the details, and click on Insert Summary → Sum →
as shown:
20. Add a title using Text Object ,

21. Add print date and time to your report with appropriate formatting: Using Special
Fields from the Field Expert at the end: Just drag and drop the item to the
section desired:

Note: This is how it looks when you drag special fields to
the Report Header section:
22. Preview and Save.

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Exercise 14: Specified Order Grouping
Table: Customer
Fields: drag and drop the following fields in the details section of the design screen:
Region, City, Customer Name, Last Year’s Sales
Grouping data
Grouped data is data that is sorted and broken up into meaningful groups. In a
customer list, for example, a group might consist of all those customers living in the
same Zip Code, or in the same Region. In a sales report, a group might consist of all
the orders placed by the same customer, or all of the orders generated by a
particular sales representative.
Group and sort direction

When data is grouped, four sort and group direction options are available. Direction
refers to the order in which the values are displayed.
• Ascending
Ascending order means smallest to largest (1 to 9, A to Z, False to True). The

program sorts the records in ascending order and then begins a new group
whenever the value changes.
• Descending
Descending order means largest to smallest (9 to 1, Z to A, True to False).

The program sorts the records in descending order and then begins a new
group whenever the value changes.
• Specified order :

Specified order is a user-defined order. The program places each record into
the custom group you specify, leaving the records in each group in original
order or it sorts them in ascending or descending order, depending on your
instructions.
• Original
Original order is the order the data was originally saved in the
database. The program leaves the records in the order in which they
appear in their originating database table, and begins a new group
whenever the value changes in the group field you select.
Step by step Activities:
1. Include a group by Country : to do so click on Insert Group →

Country.
2. Select only Canada and USA : To do so, click on Select Expert button →
New → select Country from the drop down list → OK ..as shown:

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3. From the first drop down list, select is one of and the next field, select France
→ Add, then select England → Add → OK as shown:
Note: Look at the Navigation pane on the left of the

design screen to see how your selection looks.
4. Sort the Region alphabetically : Click on Record Sort Expert → Select

Region from the Available Fields List → Take it to the right pane using take
to the right arrow.
5. Add a Specified Grouping by Region to include the following
To do so, select Region from details section → Insert Group → from the
When the report is printed, the records will be sorted and grouped by
list, select → In specified Order as shown:

6. Click on New button.
7. In Group Name field, enter the first name: Western Sales Territory and select
is one of from the drop down list as shown:
8. In the field to the right of is one of
either select the Regions CA, ID, NV and BC one by one from the drop down list
or type them and using enter after each entry as shown:

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9. Click on OK.
10. Click on New again and repeat steps 6 to 9 to enter the second Region group
name Eastern Sales Territory and the list of regions: FL, OH, ON, and PA.

11. Click on Others tab.
12. In the field below Put all Others together, with the name: Unassigned
Regions as shown above.
13. OK
14. Preview

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15. Insert a Group subtotal for the Region group and a Group subtotal for each
Country group. To do so, select Last Year’s Sales in the Details section of the
design view → Insert Summary → the following dialog box is displayed:
16. Select as shown in the screen above the click on OK.

17. To find out the a group subtotal for each country group, do the same thing but the
Summary Location option, select Group # 1 Customer. Country.. as shown:
18. Preview.
19. Save
20. To delete the specified grouping, right click on the gray area on the left of Group
# 2 Name → right click → and choose Delete Group as shown:

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Or click on the Section Expert button → select the section to suppress →
Suppress (No Drill down) shown:
21. Click on OK . The section that you suppressed will not print with the report.
22. To suppress Group Header, right click on the gray area to the left of Page
Header → Section Expert → Check in Suppress on the right side as shown:

23. Click on OK.
Note: The hashed lines represent suppression of data.

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Exercise 15: Cross-Tab Wizard Data Summary
In this exercise, you will learn how to use Cross-Tabs Wizard as an efficient and
concise way to summarize large data.
1. From the File menu, select the New  Cross-Tab Report as shown
Note: Make sure you select and

.

3. On the Data screen, select the Customer, Orders, Order Details and Product
and Product Type tables from the Xtreme Sample Database 10 as shown
below:
4. Click on the Next button.

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5. On the Link screen, check to make sure that the Product table is linked back to
the Customer table through the Orders and Orders Details tables as shown
below:

7. On the Cross-Tab screen, drag the Customer Country fields from the Customer
table to the Rows area or select the table and click on .
8. Drag the Product Name field from the Product table to the Columns area.
9. Drag the Order Amount field from the Orders table to the Summary Fields
area.

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10. Leave the default summary operation as Sum. Your completed Cross-Tab screen
should look like the below:

12. On the Chart screen, select Pie Chart and leave the default charting options as
suggested by the Wizard as shown below:

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14. Optional: On the Record Selection screen, do a record selection on the
Customer.Country to restrict it to the four countries: Austria, Canada, Costa
Rica, Spain and USA as shown below:
15. On the Record Selection screen, do a record selection on the Product-Name to

restrict it to the four countries: Nicros, Vespar Comfort ATB Saddle, Extreme
Adult Helmet, Extreme Youth Helmet as shown below:


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Note: On the Grid Style screen, leave the default Original style.
17. Click on the Finish button. The Cross-Tab is displayed in the Report Header.
18. Refresh your report.


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19. Save the report as “Cross-Tabs – Start.rpt”.
20. To Pivot the table; i.e. swap the rows and columns, right-click on your Cross-Tab
table and select the Pivot Cross-Tab option. Note
how the Countries are shown on the Columns and the Product Classes are
shown on the Rows:
21. Optional: To re-invoke the Cross-Tab Expert (Wizard), right-click on you Cross-
Tab table and select the Cross-Tab Expert… option.
22. Optional: To change the formatting of the Cross-Tab, right-click on you Cross-
Tab table and select the Format Cross-Tab… option.
23. Save the report as “Cross-Tabs – End.rpt”.

Exercise 16: Grouping Data Hierarchically
Table: Employee
Fields: Last Name, First Name in a text Object, Position
Grouping data hierarchically

You have the option to group data in a report to show hierarchical relationships.
When you group data hierarchically, you sort information based on the relationship
between two fields.
For example, if you want to show the hierarchical structure of a department, you
could group data by employee ID and specify the hierarchy using the data field listing
whom the employee reports to.
1. Design a report showing Last Name, First Name in a text box into the Details
section and remove the column headings: as shown

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2. Insert the Position field into the Details section and remove the column
heading as shown:
3. Insert a Group on Employee ID. Customize the Group Name to display as

Last Name :
Note: In the Insert Group dialog box, select the field to be

the basis of your hierarchy.
For example, if you want to view the hierarchical
structure of a company's employees, select the
employee ID data field. If you want to view the
hierarchical structure of region sales offices, select
office names.
To do this Insert Group → Common→ Employee ID → Options →
Check in Customize Group Name Field: select Employee Last Name from
Choose from Existing Field after selecting the radio button and → Ok.. as
shown as shown

Note: Select in ascending order.
By default, the group header of the report
will display the value of the field you are
grouping on.
Note: Click the Options tab and select the

Customize Group Name Field check box if
you want to show a different value in the
group header.

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For example, if you grouped by
{Employee.EmployeeID}, at each change of
a group you will see the corresponding
employee ID. If you want to display a
different value (employee name instead of
employee ID), customize the group name
field by choosing an alternate data field, or
creating a formula.
4. Click Report  Hierarchical Grouping Options as shown

Note: In the Available Groups list, select the group you want to
organize hierarchically.
5. Check in Sort Data Hierarchically

6. Instance ID should be Employee ID.
Note: The Instance ID Field and Parent ID Field must be of the same
data type. For example, if the Instance ID Field holds string
data, then the Parent ID Field must also hold string data
7. Select Supervisor ID as the Parent ID field in the Hierarchical Options

dialog box.
Note: In the Parent ID Field list, select the field by which you want the
Instance ID Field organized.
For instance, for a company hierarchical report, you might select
the data field listing the supervisor to whom the employee
reports.
8. Set a group indentation of 0.5 as shown:

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Employee ID
Note: In the Group Indent field, enter the amount you

want to indent for each subgroup.
9. Preview and Save.

Exercise 17: Underlay an Image as Watermark Background
Table: Orders
Fields: Order ID, Order Amount, Shipped, Payment Received.
Underlay
The ability of an object (a bitmap, a graph, and so on) to print beneath multiple
sections which follow the section in which it was placed. For example, you can place
a bitmap in one section, format the section to underlay the following sections and
then expand the bitmap so it appears as a background for the entire page of your
report.
1. Remove all column headings as shown:
1. Prepare a washed out image via PowerPoint or any graphic tool. In PowerPoint
follow the menu path Insert → Picture → From File and place it in the page
header section as shown:
2. To format the picture to watermark, right click on the picture and select Format
Picture as shown:

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3. Select Washout in the Color field and click OK.

4. Right Click on the picture → Save as Picture on Desktop as shown:
5. From Crystal Reports, Insert Picture → Place it on the Page Header

section of the design screen. Your picture should look like this:
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6. From the design screen, on the gray left area of the Page Header right click →
Section Expert.

Note: Users may get to the Section Expert from the design
screen by clicking on Section Expert button.
7. While the Page Header is selected, check in the Underlay Following Section
and click OK as shown:

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8. Click on Preview tab to display the background then click on Design tab.
9. Expand the picture so it can be a background for the full page.
10. save
Note: Column Headers can be moved to Report Header for

better results.

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Exercise 18: Form Letters
Table: Customer
Fields: In a text Object in Details A Section: Customer Name, Address1,
Address2, City, Region, Postal Code
Creating a form letter using a text object

The following section shows you how to create a form letter.
You are going to use a text object to create a form letter. The form letter you create
will be tied to a database table so that each letter will be customized with company
information from a different record.
1. Create a Text Object in the Details section with the following information as
shown below:
 Customer Name: From the Fields Explorer, drag and drop
Customer Name to the top left hand corner of the text object
rectangle as shown:
 Customer Name
Step 1 step 2
 Address 1
Step 3 Step 4

 Address 2
Step 5 Step 6
 City, Region
Step 9 Step 10
Step 11 Step 12
• Postal Code
2. To type a letter, we need another details section created. Right-click on the

gray area on the left of Details section and select Insert Section Below as
shown:

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The following screen is displayed with the new details section:
3. Create a Text box Object in section Details (b) with the following Thank You
message: As shown below:
Dear <Contact First Name> :
We would like to thank <Customer Name>.
With total sales of $ <Last Year’s Sales> , <Customer Name> played a
significant part in making this last year a successful one.
Sincerely,
Note: all data in { } is drag and drop from the Field `

Explorer list.
Note: all customers will receive this message.
4. Create a third Details section (C). See steps 2-3. As shown:
5. Create a Text Object Box in section Details c with an Encouraging

Message as follows:
Dear <Contact First Name> :
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Our sales support team will be contacting <Customer Name>. We’re sure
that together we can improve upon last year’s sales of $ <Last Year’s
Sales>.
Sincerely,
As shown:
6. Preview
7. Save
Note: Every customer will receive both messages.
8. Make sure that you send the Thank You message to distributors with sales
greater than $25,000.
To show Results, we have to create a formula to suppress Sales amount less

than 25000 $. To do this, From Details B Section on the gray area : Right click→
Section Expert → To the right of Suppress → click on Formula sign to
suppress <= 25000 dollars.
9. In the formula Editor enter this formula:
10. Save and Close

11. OK
Note: Only customers whose sales are greater than

25000 will receive this message.
12. Repeat this from Section Expert to suppress values greater than 25000 $
13. Click on Section Expert button

14. Select Details C and to the right of Suppress click on the Formula
button. As shown:
Note: It would be a good idea to check in the Suppress
( No drill-Down).

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Note: It would be a good idea to check in the Suppress
( No drill-Down) box.
15. Enter the following formula in the Formula editor:
16. Save and Close

17. OK
Note: Only customers with sales less than or equal to 25000
will receive this message.

The following Preview screen is displayed:
19. Go to the Section Expert button and select the Details area.
20. Turn on the New Page After check box to print each customer message on a
separate page as shown:

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23. Click OK
24. Preview
25. Note that some Address 2 fields are blank (have a Null value). Use a condition
so that the Address 2 field will not print if it is blank:
Highlight the Text Object in Details A Section → Right Click → Format Text as
shown:

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26. Check in Suppress Embedded Field Blank Lines as shown above.

27. Click OK

Note: All blank gaps in the address label have

disappeared.
28. Save the report

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Exercise 19: Variables
Table: Product
Fields: Product ID, Product Name, Price(SRP)
Objectives
Variables in Formulas: (Crystal syntax)

This section describes the key components of variables and shows you how to
create variables and assign values to them.
Variables overview
A variable represents a specific data item, or value, and acts as a placeholder for that
value. When a formula encounters a variable, the formula searches for the value of
the variable and uses it in the formula. Unlike a constant value, which is fixed and
unchanging, a variable can be repeatedly assigned different values. You assign a
value to a variable and the variable maintains the value until you later assign a new
value. Because of this flexibility, it is necessary for you to declare variables before
you use them so that Crystal Reports is aware of them and understands how you
intend to use them.
Example
If you wanted to report on customers by area code, you could create a variable that
extracts the area code from a customer fax number. The following is an example of a
variable called areaCode:
Local StringVar areaCode;

areaCode := {Customer.Fax} [1 To 3];
The first line of the variable example is the variable declaration; it gives the variable
a Scope (local) name (areaCode) and type ( StringVar). The database field
{Customer.Fax} is a String field and [1 To 3] extracts the first three characters from
its current value. The variable areaCode is then assigned this value. Note, the
declaration lines should end with a semicolon ;

Variable Declaration
Scope: Data Type Variable
Name
Any
name of
your
choice.
Example:
Global Stringvar Plocation ;
Global stringVar plocation;

plocation:= left(ToText({Product.Product ID}),1);
If plocation= "1" then "Chicago" else
If plocation= "2" then "New York" else
If plocation= "3" then "Vancouver"
Else "Others"
The variable scopes available are:

• Global
The variable is available to formulas throughout the entire current report.

Global NumberVar Amount;
Declares a global variable named Amount that can hold any value of an integer or
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decimal data type. This variable would be available to formulas throughout the
current report
• Shared
The variable can be shared with a subreport as well as the entire current
report.
• Local
The variable is specific and can only be used in the formula in which it is
defined
1. The first character of the Product ID determines the location of the product
as follows:
If Product ID starts with 1 location is Chicago
If Product ID starts with 2 location is New York
If Product ID starts with 3 location is Vancouver
If Product ID starts with 4 location is Riyadh
2. Edit product ID to show no commas.

3. Create a formula using a global variable plocation to test the first character of
Product ID: to do so create a variable formula in the Formula Fields under
Field Explorer: As shown.
4. The formula should look like the following in the formula editor:

Note: Use this function to obtain a certain number of characters
from the left end of a text string. For instance, you could
use the Left function to obtain just the area code from the
values in a field containing phone numbers.
Example: . Left ({customer.FAX}, 3)

Retrieves the area code of each fax number when the
first three characters of the Fax field contains the area
code.

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This is how the report looks after preview:

Exercise 20: Parameters
Table: Customer
Fields: Customer Name, Last Year’s Sales
1. From the Field Explorer, Highlight [?] Parameter Fields as shown:
2. Click New button.
3. Fill in the Parameter fields as reflected in the dialog box above.

4. In the Parameter Field Name enter SalesAbove
5. Prompting text : Enter Sales Above Amount

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6. Value type: Number
7. Options: Discrete value
8. Click OK
The following Field Explorer has a new parameter added to it.
9. To activate this parameter we have to define the value of this parameter in the
Select Expert .
10. Select Last Year’s Sales in the details on the design screen → Select Expert
button
11. Select the data in the fields as shown above

12. Select is greater than from the first list on the left.
13. From the next field on the right select { ?SalesAbove} then click on OK.
14. Click OK

15. Preview
16. Click on Refresh button to preview the report with the following values
for the parameter field: 20000, 50000, and 100000
17. Select the Prompt for new parameter values radio button.
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19. In the Discrete Value, enter 50000 and click on OK.

20. Add a title to your report such as Customer Listing – sales Over Followed
by [?]SalesAbove parameter so that it reflects the change in the parameter
value as shown:
21. Preview
22. Save
23. Add a string parameter RegionValue that will allow you to determine which
region to display, in addition to the SalesAbove parameter as shown:

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24. In the Prompting Text above enter : Which Region.
25. In the Value type select String.
26. Click on Default Values button.

27. In the Browse Table field make sure it is Customer by default.
28. In the Browse Field select Region from the list.
29. You can take all regions by their full name or filter using the minimum
maximum Length Limit. For the sake of the exercise check in the Length Limit
Check box and enter 2 in the Min Length and 2 in the Max Length then click
on the Take to the right arrow button:

32. To activate the [?]RegionValue parameter, it should be defined in the select
expert first.
33. Click on Select Expert button → New → Region → is equal to → ?
RegionValue as shown:

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35. Adjust the title of the report so that it now displays Customer Listing – Sales
over ?SalesAbove for ?RegionValue by dragging and dropping
parameters as shown:
36. Preview
37. Refresh
38. Prompt

The following dialog box displays two parameters to use
40. Select ?RegionValue for CA ?SalesAbove 10000 as shown above:

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41. Try Dublin, Eastern Province, Lazio, and Warsaw > 50000

Exercise 21: Exporting a Crystal Report
Export command
Use the Export command to export your report in one of several popular word
processing, database, and spreadsheet formats, in HTML or ODBC format, or in one
of a number of standard data interchange formats. For example, you can export your
report in Microsoft Excel format and then open it in Excel as a spreadsheet file.
You can export to a disk file, to an application, to a Lotus Notes database, to an
Exchange Folder, or to email.

1. Open any existing crystal report.
2. Select the Export button from the Standard toolbar or click File  Export
Note: You have several formats to choose from such as PDF
, CSV , Excel , Text , XML etc.

3. Select a format type from the Format drop-down list

Choose Text:
Note: The are a lot of format options .
Crystal Reports provides you with many different export

format types. They include:
• Adobe Format (PDF)
• Crystal Reports (RPT)
• HTML 3.2
• HTML 4.0
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• MS® Excel 97-2000
• MS® Excel 97-2000 (Data only)
• MS® Word
• ODBC
• Record style (columns no spaces)
• Record style (columns with spaces)
• Report Definition
• Rich Text Format
• Separated Values (CSV)
• Tab-separated text
• Text
• XML
.
4. Select a destination type from the Destination drop-down list

Choose Disk File.
Note: There a lot of possible destinations for your report. Select the
destination you want from this list.
You can export to:
• An application
• A disk file
• An Exchange folder
• Lotus Notes database

• Microsoft Mail
5. Click OK
6. Enter any additional information you are prompted for and save

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Exercise 22: Crystal Enterprise
Crystal Enterprise (Optional Demo)

Demo: (Because of access restriction to Crystal Enterprise)
Crystal Enterprise (CE) is a web-based report management tool that is used

to manage the access and delivery of Crystal Reports.
Crystal Enterprise features include:
• Folder management so all users can share reports across the enterprise
• Web administration to manage viewing, accessing and running reports
• Publishing of reports using the Report Publishing Wizard
• Scheduling of reports
Activities: saving a report on the Crystal Enterprise Server
a. After designing the report on the Crystal reports design go to File → Save as,
and → select Enterprise from the Save as dialog box as shown below:
b. Select your folder to save the report in.

c. In the File name, enter the report name as shown:
d. Click on the Save button

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e. To display the report from the Enterprise server, Click on the Internet explorer
button Start the Internet Explorer and access the website
http://crystald.aramco.com.sa
( Development environment).

The following Crystal Enterprise Report Solution web page is displayed:
f. Click on the Management Console

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The following Log On screen is displayed:
g. Enter use Internet password and ensure the Authentication Type is LDAP
h. To display the report in different format: HTML or ActiveX, Advanced HTML or
Java click on Preferences tab.

i. From the Viewer field, select DHTML the click on OK.

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j. Click on Folders icon as shown below:
k. The following screen is displayed with all the folders you are authorized to see.

l. Click on your user your folder. In the example above it is the instructor’s ID
(allanamk).

Reports10
m. Click on the report name to display: For the purpose of this Exercise I will click on
: My Second Web Report

n. Click on Preview button

Reports10
The following Crystal Report’s Viewer screen is displayed:
o. Click on Go to Next Page button

p. Click on the URL address and right click to copy.

Follow the menu path to send the link by Email: File → Send → Link by email
Note: This is a development environment

Production access is through
http://crystal.aramco.com.sa/ as shown below:

Reports10
http://reporter.aramco.com.sa as shown below
- Click on Management Console.
-Enter your Internet ID and password to logon
Thank You for Your Patience

Instructor’s tel 8741519
allanamk@aramco.com.sa

Reports10

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Crystal Reports I0 – Table of Contents

Exercise 2: Accessing Data Sources, Record Selection Criteria and Formatting

Exercise 4: Organizing: Grouping, Sorting, and Summarizing ................................33

Exercise 5: Formatting, Sorting, Creating Hyperlinks, Text Objects and Adding

Exercise 6: Creating a Mailing Label Report from the Report wizard........................52

Exercise 7: Smart Linking (Creating Links Between Tables).....................................64

Exercise 8: Creating Formula Fields..........................................................................66

Exercise 9: Highlighting, Conditional Formatting, and Alert Monitoring......................98

Exercise 10: Formatting Sections within Sections Expert.......................................124

Exercise 12: Review (Optional)................................................................................155

Exercise 13: Creating an Employee Salary Report.................................................158

Exercise 14: Specified Order Grouping...................................................................169

Exercise 15: Cross-Tab Wizard Data Summary ....................................................179

Exercise 16: Grouping Data Hierarchically..............................................................190

Exercise 17: Underlay an Image as Watermark Background..................................196

Exercise 18: Form Letters........................................................................................203

Exercise 19: Variables..............................................................................................215

Exercise 20: Parameters..........................................................................................220

Exercise 21: Exporting a Crystal Report..................................................................230

Saudi Aramco Training 10/14/2008 updated on 03/31/2007 1

Crystal Reports I0 - Step by Step Exercises

Exercise 1: Starting the Crystal Reports Program, Exploring the

The following items will be highlighted:

• The Main Components of the Design Window.

• Exploring the Toolbars .

• Connect ODBC Extreme Sample data base.

• Placing Fields on the Report

• Managing Resources with Explorers

• Changing System default Setting: File → Options → Layout

Step by Step Activities

Starting Crystal Reports

1. To start Crystal Reports, follow the menu path:

2 Saudi Aramco Training 10/14/2008 Crystal Reports10

2. Click in the As a Blank Report radio button.

3. Click on the OK button.

The following “Database Expert” dialog box is displayed:

Saudi Aramco Training 10/14/2008 Crystal Reports10 3

• To choose the Data Source Type from SAP BW Query,

5. Click on the + sign to the left of ODBC to expand it.

The following dialog box is displayed:

5. Select Xtreme Sample Database 10 to expand it .

4 Saudi Aramco Training 10/14/2008 Crystal Reports10

The following screen is displayed:

7. Click on the + sign to the left of Tables .

The following screen is displayed:

Saudi Aramco Training 10/14/2008 Crystal Reports10 5

The following Design screen is displayed:

Note: The display of your design screen with/without

6 Saudi Aramco Training 10/14/2008 Crystal Reports10

Note: The Design tab is automatically revealed with five default

Saudi Aramco Training 10/14/2008 Crystal Reports10 7

at the bottom left

The Design Window Includes :

8 Saudi Aramco Training 10/14/2008 Crystal Reports10

Saudi Aramco Training 10/14/2008 Crystal Reports10 9

The following screen is displayed with the active buttons:

Note: To continue next exercise, please delete the customer ID in

Insert Insert Insert Insert Cross- OLAP Sub- Insert Insert

10 Saudi Aramco Training 10/14/2008 Crystal

The objective of this exercise is to familiarize users with the followings:

Step by step Activities

1. To go to your database from the design screen click on Database Expert

The following screen is displayed: