8192010
1
Crystal Reports Beginner Training Part I
August 13 2010
Tom Bedall Pro Seniors Inc
8
Crystal Report Trainings
Intro to Crystal Reports ndash TODAY
Will be recorded and made available for FREE
Crystal Reports Basic Training Part I
Friday August 13th 11am Pacific 2pm Eastern
Crystal Reports Basic Training Part II
Friday August 20th 11am Pacific 2pm Eastern
9
Purchasing Crystal Reports
Free 30 day trial
httpwwwsapcomsolutionssapbusinessobjectssmefreet
rialsindexepx
Crystal Reports - $55 for nonprofits
httpwwwtechsouporgstockcategoryaspcatalog_name=
TechSoupMainampcategory_name=Business+Objects+Softwar
eampPage=1ampCat1=business+objectsampCatCount=1
8192010
2
10
Designing A Crystal Report
Choose the database amp tables to include
Choose the fields to display in the report
Record Selection
bull Select a subset of the database data for inclusion in the report
Group the data
bull If you are designing a grouped report
11
Designing A Crystal Report
Sort Summarize and Suppress the data
bull Add grand totals sub-totals percentages and suppress immaterial data
Add additional information
bull Running Totals Formulas amp Text Boxes
Add parameters
bull End-user can choose what data to include
Format the report
bull Add color lines boxes hyperlinks etc
12
Designing A Crystal Report
bull Choose the database amp tables to include
ndash Start Page gt Blank Report gt Database Expert
ndash Double Click Cases Table gt OK
bull Choose the fields to display in the report
ndash View gt Field Explorer
ndash Double Click Database Fields
ndash Double Click Cases1
8192010
3
13
Designing A Crystal Report
bull Right Click Database Fields
ndash Grouped order vs alphabetical order
ndash Show Field Type
bull Click amp Drag Cases1 Fields Into Details Section
bull case_id
bull number
bull user_id
bull open_date
bull close_date
14
Designing A Crystal Report
bull Right Click Section Label
ndash Expanding a section
ndash Splitting a section
ndash Inserting a sub-section
ndash Deleting a sub-section
ndash Suppressing sections
ndash Fit section
ndash Changing section order
15
Designing A Crystal Report
bull Refresh Report
ndash Report gt Refresh Report Data (F5)
ndash Note number of records in status bar
bull No filter means every database record included
bull Note zoom controls on status bar
8192010
4
16
Designing A Crystal Report
bull Record Selection
ndash Report gt Select Expert gt Record
ndash Limit data to Open Attorney Cases
bull Choose field Double click cases1close_date
bull Click Formula Editor button
bull Type IsNull(cases1close_date)
bull Save and close gt Ok gt Refresh Data
17
Designing A Crystal Report
bull The IsNull function ndash Boolean value
ndash The Pika database supports null data values but others may not
ndash Some databases default all empty field values to zero If so the IsNull function will not work if the active database does not support null values
ndash Note Zero and blank (empty or ) are not null values
18
Designing A Crystal Reportbull The IsNull function ndash Boolean value
ndash Note This function must be used first in a formula for it to be evaluated properly
ndash In general when Crystal Reports encounters a null valued field in a formula it immediately stops evaluating the formula and produces no value
ndash If you want to handle null field values in your formula you must explicitly do so using one of the special functions designed for handling them IsNull PreviousIsNull or NextIsNull
8192010
5
19
Designing A Crystal Report
How many records now
bull Too many Includes non-attorney cases
bull Switch to Design tab
bull Drag cases1office into Detail section
bull Switch to Preview Tab
bull Note non-attorney cases in report
20
Designing A Crystal Report
Edit Record Selection Formula
bull Report gt Select Expert gt Record
bull Include only Attorney cases in report
bull Click New button gt double click cases1office
bull Choose Is Equal To from drop-down
bull Choose ATTY from drop-down
bull Click formula window at bottom of dialog box
bull Note formula Click Ok button Refresh data
21
Designing A Crystal Report
How Many Records Now
bull Now we have correct cases in report
bull Save report frequently
bull File gt Options gt Reporting Tab gt Auto Save Reports After ____ Minutes
8192010
6
22
Designing A Crystal Report
bull Group the data by user_id
ndash Report gt Group Expert gt double click cases1user_id gt Ok
bull Click Design Tab
ndash Note new sections
bull Group Header 1amp Group Footer 1
ndash Note Group Tree in Preview Panel
23
Designing A Crystal Report
bull Insert Summaries
ndash Right click cases1case_id field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
bull Repeat above and also check Show as a percentage of checkbox
24
Designing A Crystal Report
bull Suppress Detail Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Add User Table to Report
ndash Then can add user name fields to report
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
2
10
Designing A Crystal Report
Choose the database amp tables to include
Choose the fields to display in the report
Record Selection
bull Select a subset of the database data for inclusion in the report
Group the data
bull If you are designing a grouped report
11
Designing A Crystal Report
Sort Summarize and Suppress the data
bull Add grand totals sub-totals percentages and suppress immaterial data
Add additional information
bull Running Totals Formulas amp Text Boxes
Add parameters
bull End-user can choose what data to include
Format the report
bull Add color lines boxes hyperlinks etc
12
Designing A Crystal Report
bull Choose the database amp tables to include
ndash Start Page gt Blank Report gt Database Expert
ndash Double Click Cases Table gt OK
bull Choose the fields to display in the report
ndash View gt Field Explorer
ndash Double Click Database Fields
ndash Double Click Cases1
8192010
3
13
Designing A Crystal Report
bull Right Click Database Fields
ndash Grouped order vs alphabetical order
ndash Show Field Type
bull Click amp Drag Cases1 Fields Into Details Section
bull case_id
bull number
bull user_id
bull open_date
bull close_date
14
Designing A Crystal Report
bull Right Click Section Label
ndash Expanding a section
ndash Splitting a section
ndash Inserting a sub-section
ndash Deleting a sub-section
ndash Suppressing sections
ndash Fit section
ndash Changing section order
15
Designing A Crystal Report
bull Refresh Report
ndash Report gt Refresh Report Data (F5)
ndash Note number of records in status bar
bull No filter means every database record included
bull Note zoom controls on status bar
8192010
4
16
Designing A Crystal Report
bull Record Selection
ndash Report gt Select Expert gt Record
ndash Limit data to Open Attorney Cases
bull Choose field Double click cases1close_date
bull Click Formula Editor button
bull Type IsNull(cases1close_date)
bull Save and close gt Ok gt Refresh Data
17
Designing A Crystal Report
bull The IsNull function ndash Boolean value
ndash The Pika database supports null data values but others may not
ndash Some databases default all empty field values to zero If so the IsNull function will not work if the active database does not support null values
ndash Note Zero and blank (empty or ) are not null values
18
Designing A Crystal Reportbull The IsNull function ndash Boolean value
ndash Note This function must be used first in a formula for it to be evaluated properly
ndash In general when Crystal Reports encounters a null valued field in a formula it immediately stops evaluating the formula and produces no value
ndash If you want to handle null field values in your formula you must explicitly do so using one of the special functions designed for handling them IsNull PreviousIsNull or NextIsNull
8192010
5
19
Designing A Crystal Report
How many records now
bull Too many Includes non-attorney cases
bull Switch to Design tab
bull Drag cases1office into Detail section
bull Switch to Preview Tab
bull Note non-attorney cases in report
20
Designing A Crystal Report
Edit Record Selection Formula
bull Report gt Select Expert gt Record
bull Include only Attorney cases in report
bull Click New button gt double click cases1office
bull Choose Is Equal To from drop-down
bull Choose ATTY from drop-down
bull Click formula window at bottom of dialog box
bull Note formula Click Ok button Refresh data
21
Designing A Crystal Report
How Many Records Now
bull Now we have correct cases in report
bull Save report frequently
bull File gt Options gt Reporting Tab gt Auto Save Reports After ____ Minutes
8192010
6
22
Designing A Crystal Report
bull Group the data by user_id
ndash Report gt Group Expert gt double click cases1user_id gt Ok
bull Click Design Tab
ndash Note new sections
bull Group Header 1amp Group Footer 1
ndash Note Group Tree in Preview Panel
23
Designing A Crystal Report
bull Insert Summaries
ndash Right click cases1case_id field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
bull Repeat above and also check Show as a percentage of checkbox
24
Designing A Crystal Report
bull Suppress Detail Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Add User Table to Report
ndash Then can add user name fields to report
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
3
13
Designing A Crystal Report
bull Right Click Database Fields
ndash Grouped order vs alphabetical order
ndash Show Field Type
bull Click amp Drag Cases1 Fields Into Details Section
bull case_id
bull number
bull user_id
bull open_date
bull close_date
14
Designing A Crystal Report
bull Right Click Section Label
ndash Expanding a section
ndash Splitting a section
ndash Inserting a sub-section
ndash Deleting a sub-section
ndash Suppressing sections
ndash Fit section
ndash Changing section order
15
Designing A Crystal Report
bull Refresh Report
ndash Report gt Refresh Report Data (F5)
ndash Note number of records in status bar
bull No filter means every database record included
bull Note zoom controls on status bar
8192010
4
16
Designing A Crystal Report
bull Record Selection
ndash Report gt Select Expert gt Record
ndash Limit data to Open Attorney Cases
bull Choose field Double click cases1close_date
bull Click Formula Editor button
bull Type IsNull(cases1close_date)
bull Save and close gt Ok gt Refresh Data
17
Designing A Crystal Report
bull The IsNull function ndash Boolean value
ndash The Pika database supports null data values but others may not
ndash Some databases default all empty field values to zero If so the IsNull function will not work if the active database does not support null values
ndash Note Zero and blank (empty or ) are not null values
18
Designing A Crystal Reportbull The IsNull function ndash Boolean value
ndash Note This function must be used first in a formula for it to be evaluated properly
ndash In general when Crystal Reports encounters a null valued field in a formula it immediately stops evaluating the formula and produces no value
ndash If you want to handle null field values in your formula you must explicitly do so using one of the special functions designed for handling them IsNull PreviousIsNull or NextIsNull
8192010
5
19
Designing A Crystal Report
How many records now
bull Too many Includes non-attorney cases
bull Switch to Design tab
bull Drag cases1office into Detail section
bull Switch to Preview Tab
bull Note non-attorney cases in report
20
Designing A Crystal Report
Edit Record Selection Formula
bull Report gt Select Expert gt Record
bull Include only Attorney cases in report
bull Click New button gt double click cases1office
bull Choose Is Equal To from drop-down
bull Choose ATTY from drop-down
bull Click formula window at bottom of dialog box
bull Note formula Click Ok button Refresh data
21
Designing A Crystal Report
How Many Records Now
bull Now we have correct cases in report
bull Save report frequently
bull File gt Options gt Reporting Tab gt Auto Save Reports After ____ Minutes
8192010
6
22
Designing A Crystal Report
bull Group the data by user_id
ndash Report gt Group Expert gt double click cases1user_id gt Ok
bull Click Design Tab
ndash Note new sections
bull Group Header 1amp Group Footer 1
ndash Note Group Tree in Preview Panel
23
Designing A Crystal Report
bull Insert Summaries
ndash Right click cases1case_id field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
bull Repeat above and also check Show as a percentage of checkbox
24
Designing A Crystal Report
bull Suppress Detail Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Add User Table to Report
ndash Then can add user name fields to report
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
4
16
Designing A Crystal Report
bull Record Selection
ndash Report gt Select Expert gt Record
ndash Limit data to Open Attorney Cases
bull Choose field Double click cases1close_date
bull Click Formula Editor button
bull Type IsNull(cases1close_date)
bull Save and close gt Ok gt Refresh Data
17
Designing A Crystal Report
bull The IsNull function ndash Boolean value
ndash The Pika database supports null data values but others may not
ndash Some databases default all empty field values to zero If so the IsNull function will not work if the active database does not support null values
ndash Note Zero and blank (empty or ) are not null values
18
Designing A Crystal Reportbull The IsNull function ndash Boolean value
ndash Note This function must be used first in a formula for it to be evaluated properly
ndash In general when Crystal Reports encounters a null valued field in a formula it immediately stops evaluating the formula and produces no value
ndash If you want to handle null field values in your formula you must explicitly do so using one of the special functions designed for handling them IsNull PreviousIsNull or NextIsNull
8192010
5
19
Designing A Crystal Report
How many records now
bull Too many Includes non-attorney cases
bull Switch to Design tab
bull Drag cases1office into Detail section
bull Switch to Preview Tab
bull Note non-attorney cases in report
20
Designing A Crystal Report
Edit Record Selection Formula
bull Report gt Select Expert gt Record
bull Include only Attorney cases in report
bull Click New button gt double click cases1office
bull Choose Is Equal To from drop-down
bull Choose ATTY from drop-down
bull Click formula window at bottom of dialog box
bull Note formula Click Ok button Refresh data
21
Designing A Crystal Report
How Many Records Now
bull Now we have correct cases in report
bull Save report frequently
bull File gt Options gt Reporting Tab gt Auto Save Reports After ____ Minutes
8192010
6
22
Designing A Crystal Report
bull Group the data by user_id
ndash Report gt Group Expert gt double click cases1user_id gt Ok
bull Click Design Tab
ndash Note new sections
bull Group Header 1amp Group Footer 1
ndash Note Group Tree in Preview Panel
23
Designing A Crystal Report
bull Insert Summaries
ndash Right click cases1case_id field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
bull Repeat above and also check Show as a percentage of checkbox
24
Designing A Crystal Report
bull Suppress Detail Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Add User Table to Report
ndash Then can add user name fields to report
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
5
19
Designing A Crystal Report
How many records now
bull Too many Includes non-attorney cases
bull Switch to Design tab
bull Drag cases1office into Detail section
bull Switch to Preview Tab
bull Note non-attorney cases in report
20
Designing A Crystal Report
Edit Record Selection Formula
bull Report gt Select Expert gt Record
bull Include only Attorney cases in report
bull Click New button gt double click cases1office
bull Choose Is Equal To from drop-down
bull Choose ATTY from drop-down
bull Click formula window at bottom of dialog box
bull Note formula Click Ok button Refresh data
21
Designing A Crystal Report
How Many Records Now
bull Now we have correct cases in report
bull Save report frequently
bull File gt Options gt Reporting Tab gt Auto Save Reports After ____ Minutes
8192010
6
22
Designing A Crystal Report
bull Group the data by user_id
ndash Report gt Group Expert gt double click cases1user_id gt Ok
bull Click Design Tab
ndash Note new sections
bull Group Header 1amp Group Footer 1
ndash Note Group Tree in Preview Panel
23
Designing A Crystal Report
bull Insert Summaries
ndash Right click cases1case_id field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
bull Repeat above and also check Show as a percentage of checkbox
24
Designing A Crystal Report
bull Suppress Detail Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Add User Table to Report
ndash Then can add user name fields to report
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
6
22
Designing A Crystal Report
bull Group the data by user_id
ndash Report gt Group Expert gt double click cases1user_id gt Ok
bull Click Design Tab
ndash Note new sections
bull Group Header 1amp Group Footer 1
ndash Note Group Tree in Preview Panel
23
Designing A Crystal Report
bull Insert Summaries
ndash Right click cases1case_id field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
bull Repeat above and also check Show as a percentage of checkbox
24
Designing A Crystal Report
bull Suppress Detail Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Add User Table to Report
ndash Then can add user name fields to report
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
7
25
Designing A Crystal Report
bull Database gt Database Expert
ndash Double-click users table
ndash Note new tab Links
ndash Note Automatic Smart-Linking links the tables
bull Toggle on or off via File gt Options gt Database Tab gt Last Checkbox Automatic Smart-Linking
26
Designing A Crystal Report
Linking Very important
bull Join direction From Table (on Left) to the To Table (on Right)
bull Inner Join Default (only include records with data from both tables) (records drop out when you add To table fields to the report)
bull Left Outer Join (includes all records in the From table whether or not that record has corresponding data in the To table)
27
Designing A Crystal Report
Linking Very important
bull Do Left Outer Join Same of records 161
bull Do Inner Join 160 records ndash drops the ldquono-atty-assignedrdquo case Why No corresponding record in the To table
bull Two aspects of report that limit Db records Record Selection Criteria (intentional) and Table Joins (unintentional)
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
8
28
Designing A Crystal Report
bull Adding Activity Records (Time) to the report
ndash Build report from the smallest common denominator
bull Each case has multiple time records
bull Each attorney has multiple cases
ndash Activity Table (link to) Cases Table (link to) Users Table
29
Designing A Crystal Report
bull Add activities1act_date and activities1hours to Details Section
bull Group all time records into a case
ndash Report gt Group Expert gt double click activities1act_date gt Ok
bull Save the report
30
Designing A Crystal Report
bull In Design Tab add the summary information to Group Footer 2 that we want to show for each case
ndash Add Case Number and Open date to Group Footer 2
bull Add activities1act_date to Group Footer 2
ndash Note that because activities1act_date is sorted ascending activities1act_date in Group Footer 2 is the latest activity date
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
9
31
Designing A Crystal Report
bull Add total case time to Group Footer 2
bull Insert Summary
ndash Right click activities1hours field in Details Section gt Insert gt Summary
ndash Calculate this summary Sum
ndash Summary Location Group 2 cases1case_id - A
ndash Click Ok
32
Designing A Crystal Report
bull Suppress Details Section
ndash Right click Detail Section label gt Suppress (No Drill-Down)
bull Suppress Group Header 2
ndash Right click Group Header 2 Section label gt Suppress (No Drill-Down)
33
Designing A Crystal Report
bull Add Legal Problem and Client First Name to Group Footer 2
ndash Database gt Database Expert
ndash Double-click Contacts Table and Menu Legal Problem Table
ndash Click on Links tab
ndash Join with Left Outer Join cases1problem to menu_problem_20081value
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
10
34
Designing A Crystal Report
ndash Join with Inner Join cases1client_id to contacts1contact_id
ndash Ok out of Database Expert
bull Add contacts1first_name and menu_problem_20081label to Group Footer 2
35
Designing A Crystal Report
bull Add Time period Aged61To90 to reportndash Field Explorer gt Right Click Formula Fields gt New gt Type
Time 61 to 90 gt Okndash Type the following formula
IF activities1act_date = Aged61To90Days
THEN activities1hours ELSE 0
ndash The IF expression is one of the most useful control structures It allows you to evaluate an expression if a condition is true and evaluate a different expression otherwise
36
Designing A Crystal Report
bull Note The correct Crystal syntax for IF statements is IF ltconditiongt THEN lt expression1gt ELSE lt expression2gt where lt condition gt lt expression1gt and lt expression2gt are all single expressions
bull If you have multiple conditions convert them into a single expression by surrounding them in parentheses
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
11
37
Designing A Crystal Report
bull Save and Close Formula Editor
bull Click and drag Formula Time 61 to 90into Detail Section of Report
bull Insert Summary of Time 61 to 90 (sum) into Group Footer 2
bull Create two more formulas by repeating the above for the functions Aged31To60Days and Aged0To30Days add them to the report and insert summaries
38
Designing A Crystal Report
bull Suppress time period summaries when they equal zero
ndash Right Click Time in 0 to 30 formula summary in Group Footer 2 gt Format Field gt Common Tab gt Suppress checkbox conditional formula button gt Type Sum (Aged 0 to 30 cases1case_id) = 0
ndash Repeat for other two time period summaries
39
Designing A Crystal Report
Change report to display only one attorney at a time
Add Attorney Parameter to Report
bull Field Explorer gt Right Click Parameter Fields gt New
bull Name Attorney
bull List of Values Dynamic
bull Click here to add item users1user_id
bull Description users1last_name
bull Parameters Click to create parameter
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
12
40
Designing A Crystal Report
Add Attorney Parameter to Report (contrsquod)
bull Prompt Text Choose Attorney Name
bull Sort Order Ascending by description
bull Prompt With Description Only True
Click Ok
Drag and drop Attorney Parameter Field into Report Header Section to view the Parameter Value
41
Designing A Crystal Report
bull Add Attorney Parameter to Record Selection Formula to only include cases of the Attorney selected via the Parameter
ndash Report gt Select Expert gt Record gt Formula Editor button
ndash Type (
ndash cases1user_id = Attorney or
ndash cases1cocounsel1 = Attorney or
ndash cases1cocounsel2 = Attorney)
ndash )
42
Designing A Crystal Report
ndash Save and Close
ndash Ok and Refresh Data
bull Note that report is listing all cases where the Parameter Attorney is listed as either Primary Counsel Co-Counsel1 or Co-Counsel2
bull However the cases are still grouped by Primary Counsel so we need to change the grouping formula to group by the field containing the Parameter Attorney
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
13
43
Designing A Crystal Report
bull Create a Grouping Formula
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Grouping Formula gt Ok
ndash Type the following formula
If IsNull(contacts1first_name) then Projects else
If cases1user_id = Attorney then Primary Counsel else
If cases1cocounsel1 = Attorney then Co-Counsel 1 else
If cases1cocounsel2 = Attorney then Co-Counsel 2
ndash Click the Close and Save button
44
Designing A Crystal Report
bull Delete Group-by cases1user_id and add Group-by Grouping Formula
ndash Report gt Group Expert
ndash Group by window remove cases1user_id field
ndash Add Grouping Formula field gt Move Grouping Formula field above cases1cases_id by using blue arrow in top right corner gt Ok button
45
Designing A Crystal Report
bull Note order of groups in report are ascending Create specific grouping order
ndash Report gt Group Expert gt double click Grouping Formula in Group by window gt change ldquoin ascending orderrdquo to ldquoin specified orderrdquo gt Drop down Named Group and choose specified group order gt Ok gt Ok
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
14
46
Designing A Crystal Report
bull Add Sub-Totals to groups
ndash Right click cases1number field in report gt Insert gt Summary
ndash Calculate this summary Distinct Count
ndash Summary Location Group Footer 1 cases1user_id - A
ndash Click Ok
47
Designing A Crystal Report
bull Add Hyperlink from Case Number Field to Pika Case Note Screen
ndash Right Click Case Number Field in Report gt Format Field gt Hyperlink Tab gt Hyperlink Type Click ldquoA Website on the Internetrdquo gt Hyperlink Information Website Address Delete ldquohttprdquo gt Click Formula Editor Button
ndash Type the following formula
httpspikaproseniorsorgproseniors307 +
casesphp + ToText (cases1case_id0)
ndash Click the Close and Save button
48
Designing A Crystal Report
ndash Click the Close and Save button
bull Font Tab
ndash Style Bold
ndash Color Blue
ndash Effects Check Underline box
bull Ok button
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
15
49
Designing A Crystal Report
bull Add Months Open to Group Footer 2
ndash Field Explorer gt Right Click Formula Fields gt New gt Type Months Open gt Ok
ndash Type the following formula
(CurrentDate - cases1open_date) (36512)
ndash Click the Close and Save button
ndash Drag and drop the Months Open Formula field into Group Footer 2
50
Designing A Crystal Report
bull Add Alternate Row Background Color
bull The easiest way to accomplish this is to create a Running Total count of Group Footer 2
ndash The first GF2 is 1 the second is 2 etc
ndash Then create a formula that makes the odd Group Footers one color and the even Group Footers another color
51
Designing A Crystal Report
bull Add Running Total
ndash Field Explorer gt Right Click Running Total Fields gt New gt
bull Running Total Name GF2 Running Total
bull Field to Summarize cases1case_id
bull Type of Summary Distinct Count
bull Ok
ndash Drag and drop GF2 Running Total field into Group Footer 2
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
16
52
Designing A Crystal Report
bull Add Conditional GF2 Background Color using an even-odd formula
ndash Right Click Group Footer 2 Label gt Section Expert gt Click Color Tab in right window gt Click Formula Editor button
ndash Type
If Remainder (GF2 Running Total2) = 0
then Color (255 255 155) else NoColor
ndash Click Save and Close button gt Ok
53
Designing A Crystal Report
bull The Remainder Function has the following components (numerator denominator)
bull Crystal Reports performs the division internally determines the whole number quotient and the remainder and returns only the remainder
bull In our case the remainder is zero for an even number and 5 for an odd number
54
Designing A Crystal Report
bull Add No ndashTime Warning Box to Report
ndash Field Explorer gt Right Click Formula Fields gt New gt
bull Formula Name Warning Box
Type the following
If
(Sum (Aged 0 to 30 cases1case_id) +
Sum (Time 31 to 60 cases1case_id) +
Sum (Time 61 to 90 cases1case_id))
= 0 then No Time In 90 Days
else
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
17
55
Designing A Crystal Report
If (Sum (Aged 0 to 30 cases1case_id) +Sum (Time 31 to 60 cases1case_id))
= 0 then No Time In 60 Dayselse
IfSum (Aged 0 to 30 cases1case_id) = 0
then No Time In 30 Dayselse
ndash Save and close
ndash Drag and drop Warning Box formula field into Group Footer 2
56
Designing A Crystal Report
bull Crystal Reports stops when it encounters a True statement so it is important to make sure the order of the expressions within the formula is correct
bull if expression 2 and 3 is a subset of expression 1 then the correct order is set subset sub-subset
Note that Formulas
are Hierarchical
57
Designing A Crystal Report
bull Format Different Formula Background Colors for Different Warning Messages
ndash Right Click Warning Box Formula Field in Report gt Format Field gt Boarder Tab gt Background gt Background Conditional Formula Button
ndash Type the following
If Warning Formula = No Time In 90 Days then crRed else
If Warning Formula = No Time In 60 Days then crBlue else
If Warning Formula = No Time In 30 Days then crSilver else
crNoColor
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
18
58
Designing A Crystal Report
bull Save and Close
bull Font Tab
ndash Style Bold
ndash Color White
bull Border Tab
ndash Left Right Top amp Bottom Single
bull Ok button
59
Designing A Crystal Report
bull Add Report Title
ndash Insert gt Text Object gt Click and drag Cursor cross across Report Header Section to create a text box
ndash Double click inside text box gt Type Open Case Data of
ndash Field Explorer gt Double Click Special Fields gt Drag and drop Data Date field into text box in Report Header and drop following text
60
Designing A Crystal Report
ndash Double click Text box to get to text and click Data Date field to highlight it then right click Data Date field gt Format Data Date gt Choose ldquoMonday March 1 1999rdquo gt Ok
ndash Click text box and using small blue square handles click and drag text box so that it stretches from left to right report margins and is about 5 inches in height
ndash Click on text box and use buttons on formatting menu bar to increase font to 28 point type and center the text
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg
8192010
19
61
Designing A Crystal Report
bull Right click Report Header Section label gt Insert Section Below
bull Repeat text box creation above but leave text box content empty
bull Field Explorer gt Database Fields gt users1 table gt Drag and drop first_name and last_name fields into text box in Report Header and separate them by a space
Add Attorney Name to Report
Title
62
Designing A Crystal Report
bull Right click Group 1 Name field in Group Header 1 Section gt Format Field gt Border Tab gt Check Background checkbox gt Choose Silver from the drop-down gt Paragraph Tab gt Indentations First Line 01 gt Ok
Format Group Name Fields
63
Designing A Crystal Report
bull Add small text box to Page Header Section
bull Add text and format background color font color
bull Copy text box by right clicking text box gt copy gt right click Page Header Section Paste gt change background color gt change text
bull Repeat above for other Column Titles
Add Column
Titles
8192010
20
QUESTIONS
Thank You - Donrsquot forget to complete our survey
Contact Information
Kathleen Brockel ndash Email kathleenlsntaporg
Tom Bedall ndash Email tbedallproseniorsorg