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Transcript of Meehan joe crystal reports 2010
Crystal Reports: Your New Best Friend?Joe Meehan
Joe Meehan : Crystal Reports | Page #2
Things about the next 75 minutes…
Hashtag #bbcrystal - #bbcon
Joe Meehan : Crystal Reports | Page #3
What IS Crystal Reports?
A Report Writing program – Contains No Data Mail Merge on Steroids Does your organization have Crystal Reports? Most reports in Raiser’s Edge use Crystal Reports
Does Word save you $? Raise $ for you?
Does Excel save you $? Raise $ for you?
ROI with Crystal Reports: Is your time worth $?
What is your ROI?
Joe Meehan : Crystal Reports | Page #4
When to use Crystal Reports? You keep exporting to
Microsoft Excel and having to re-format the report each time
Especially when you’ve done 30 minutes of formatting only to find out… there’s a problem with your data?!?
Joe Meehan : Crystal Reports | Page #5
Why use Crystal Reports?
1,000,000 reports in Raiser’s Edge; no report that is “just right” listed. Fields you don’t need or want… appear on reports. Fields that you DO need or want… aren’t available.
Joe Meehan : Crystal Reports | Page #6
I’ve always wanted a custom report that can… Format consistency across departments Insert graphics (logos, pictures, links)
Save your reports as CUSTOM REPORT Run CUSTOM REPORTS with 1-click
Export it as a ADOBE PDF document
Joe Meehan : Crystal Reports | Page #7
Where to start? Query, of course
Query: WHO
Export: WHAT
Crystal: WOW
Create Query
Joe Meehan : Crystal Reports | Page #8
Create a New Export
Use Blackbaud Report Writer Database (MDB) Format
Joe Meehan : Crystal Reports | Page #9
New Export - Select Query – Select Report Fields
Select which query to base your Export on
Select the fields you need for your Report
Create Control Report to help map fields
Joe Meehan : Crystal Reports | Page #10
Exporting the Data File
Save the Data File
Joe Meehan : Crystal Reports | Page #11
Export Control Report – Your Roadmap to the Report
Field = Raiser’s Edge
Header = Crystal Report
Helpful to match fields when creating report layout
Joe Meehan : Crystal Reports | Page #12
Attaching the export data file to a Crystal ReportIf you are using Crystal 11
1. Select Blank Report
2. Select the "+" next to Create New Connection.
3. Select the "+" next to Database Files.
4. Browse out and select appropriate data file.
5. Highlight all of the tables and add them all to the "Selected Tables" column on right.
6. Select the "Links" tab.
7. Double click on each link/line between the tables and change the Join Type from Inner Join to Left Outer Join.
8. After changing all of the links to Left Outer Join select the OK button on the Database Expert dialog box.
If you are using Crystal 8.5
1. Select Blank Report.
2. Select "+" next to Database Files.
3. Double Click on Find Database File.
4. Browse out and select appropriate data file.
5. Using the Shift key highlight all of the tables in data file and then select the "Add" and then the "Close" button.
6. Select the "Tables..." button.
7. Move any tables from Invisible Tables box to Visible Tables box and select OK.
8. Select OK on the Visual Linking Expert dialog box.
Joe Meehan : Crystal Reports | Page #13
Standard Report Creation Wizard (Crystal XI) The Data Exports
out as 1 file (data.mdb)
But in several different tables
Your job is to make sure you have it “linked” correctly.
Not much harder than Mail Merge in Word
Joe Meehan : Crystal Reports | Page #14
Choosing the fields to display
• Click on the “+” to expand the table to see the fields
• This is where the Export Control Sheet can be helpful
• You only need to bring over fields you want to display
Joe Meehan : Crystal Reports | Page #15
Simple Preview of Crystal Reports with 3 fields Data
Joe Meehan : Crystal Reports | Page #16
Breakdown of Each Section of Crystal Reports
Report Header (appears once at top of report)
Page Header (appears at top of each page)
Details (THE DATA!!!)
Report Footer (appears once at the end of the report)
Page Footer (appears at bottom of each page)
You can add multiple instances of each sectionAdd a second or third instance of the Details section
You can Suppress sections to not display altogether
Joe Meehan : Crystal Reports | Page #17
Insert Special Fields into the Report
Page N of M
Print Date/Time
File Path and Name
Data Date and Time
Drag and Drop Fields into Headers / Footer
Joe Meehan : Crystal Reports | Page #18
Insert Text Object & Formatting Fields
Add a Text Object to Label you Fields, Report Name & Column Headers
Format Text: Bold, Color, Underline, Italic, Currency, Font Size, Font, Insert Graphics
Similar Toolbar to Microsoft Office Products
Joe Meehan : Crystal Reports | Page #19
Your Secret Weapon – Right Click on a Field
Right Click on Any Field
Format Editor
• Suppress fields
• Suppress if Duplicated
• Add Borders
• Make a field a hyperlink (URL, MailTo:)
• Write formulas for each field
(ex. If Gift Amount > $100, change to RED font)
Joe Meehan : Crystal Reports | Page #20
Let the fields of data work for you Any field can be sized to a specific length Remember that at times fields can overlap each other
You can create a text box to combine fields
Example: [Organization_Name] (space)(-)(space) [Name]
Microsoft – Bill Gates
Use the CAN GROW feature on any field No more reports where the field cuts off the end of the information
Example:
The Brad Pit
The Brad Pitt & Joe Meehan New Orleans Beverage Foundation
Joe Meehan : Crystal Reports | Page #21
SortingSort by any field exported in the data file – not just ones displayed
Let’s see you do THAT in Excel
Joe Meehan : Crystal Reports | Page #22
Inserting Multiple Details Section Multiple lines of data in additional details section
– Name– Organization– Position– Line (Insert – Line --- to act as a divider)
Joe Meehan : Crystal Reports | Page #23
Multiple Details Sections Preview
• Details A: Name
• Details B: Position
• Details C: Primary Business Name
• Details D: divider line
Joe Meehan : Crystal Reports | Page #24
Formatting Sections… Click on Format
Click on Sections…
Highlight the Section you
want to format
• Select the “Suppress Blank Section” checkbox
Joe Meehan : Crystal Reports | Page #25
Suppressed Blank Detail Section - ExampleDetails sections with no
position, no primary business name are now
removed
As a result of the “Suppress Blank Section” Formatting,
no more blank lines
Joe Meehan : Crystal Reports | Page #26
Sample Two: Adding Campaign Totals
We want to see total giving PER CONSTITUENT
– for two separate Campaigns
Requires two separate export fields
– (Gift Summary 1, Gift Summary 2)
We want to have a Total per Campaign
– To appear at the bottom of the report
Joe Meehan : Crystal Reports | Page #27
Gift Summary Export – Tab 1
Determine Gift Date Range
Decide on Soft Credit Option
Decide on MG Option
Joe Meehan : Crystal Reports | Page #28
Gift Summary Tab 2 –Gift Summaries Exported
Export All Gifts from the
ANNUAL
Campaign
Export All Gifts from the
CAPITAL
Campaign
This creates two separate fields for the reports
Joe Meehan : Crystal Reports | Page #29
Insert Additional Fields – Gift Summaries• Click on VIEW…
• [Field Explorer] (dialog window should appear to your right)
• Refer to Export Control Sheet to figure out Fields
• Choose the Field you want to see on the report
Drop and Drag
Joe Meehan : Crystal Reports | Page #30
Showing Giving Totals Per Constituent
Joe Meehan : Crystal Reports | Page #31
Inserting (Gift) Grand TotalsFrom the INSERT Menu
Insert SUMMARY…
Do this for both gift fields
Joe Meehan : Crystal Reports | Page #32
Grand Totals Show as Report Footer
Gift Fields
Gift Field Total
Joe Meehan : Crystal Reports | Page #33
Daily Gift Report Export ExampleLet’s Export out all the fields you’ve ever
wanted to see on a Gift Report!
Joe Meehan : Crystal Reports | Page #34
All the Fields you’d ever want to see in a gift report…but were afraid to ask
• Gift Date
• Donor Name
• Contact Details
• Campaign
• Fund
• Appeal
• Package
• Solicitor
• Soft Credit Name
• Gift Notes
• Amount
• Gift Type
Joe Meehan : Crystal Reports | Page #35
Insert Group Menu and Options
Click on INSERT…GROUP…
Choose which field to group by from
your drop down
(the field does NOT have to appear in the
report)
Choose HOW it should be sorted
Joe Meehan : Crystal Reports | Page #36
Group Sections – Design View
A Group Section is inserted
Think of you GROUP as your sub-headings
Joe Meehan : Crystal Reports | Page #37
Final Report with Groups, Multi-detail, & Totals
Allows you to
keep similar
records
together
Group
Sections can
be formatted
like all other
sections
What are
fields that you
want to
GROUP by?
Joe Meehan : Crystal Reports | Page #38
Make a great event report for your needs Export out the fields you need to see to
make better decisions for the event
Add color & logos
Group by table, by last name, table name
Sort alphabetically in each group
No more tables in Word
No more “private” multi-saved lists in Excel
Joe Meehan : Crystal Reports | Page #39
Let Crystal Reports Design Report with Templates
Bring all your fields into a standard report, Add Totals
Click on Report… Template Expert…, Pick a Style… Click OK
Joe Meehan : Crystal Reports | Page #40
Templates in Crystal Reports with YOUR data
Joe Meehan : Crystal Reports | Page #41
Saving your Custom Reports
Once you’ve got a set report,
save it as a CUSTOM REPORT
inside Raiser’s Edge ReportsCreate export/report prior to this step
Base the query (used with export) & include the <ASK> field.
Let the report be used for all your event, solicitor, gift reports.
Save it as a Favorite on your HOME Screen
Joe Meehan : Crystal Reports | Page #42
Advantages of Crystal Report
Use the same template / report for different queries
No need to re-format, re-sort fields
No need to re-create totals
Consistent Report use amongst staff
Export Report as a PDF (Send Externally)
Can be setup as CUSTOM REPORT with Raiser’s
Edge Reports
Save you time… and Advil
Joe Meehan : Crystal Reports | Page #43
Things to Remember
Rome wasn’t build in a day neither are great Crystal Reports
Formatting a report takes time – breathe
Have an idea / layout of the report ahead of time
Don’t forget to export Sorting fields
Ask for help
– Blackbaud Support
– Knowledgebase & Forums
– Blackbaud Report Writing Services
If you made it this far – you can do ANYTHING!
Joe Meehan : Crystal Reports | Page #44
Joe Meehan
Associate Director of Database Marketing & Information, Milken Institute
[email protected] Twitter.com/JoeMeehan
Yes… I use Crystal for all my reports…
unless she’s sick.
Then, I call Dwight.