meehan joe crystal reports 2010

Crystal Reports: Your New Best Friend?Joe Meehan

Joe Meehan : Crystal Reports | Page #2

Things about the next 75 minutes…

Hashtag #bbcrystal - #bbcon


What IS Crystal Reports?

A Report Writing program – Contains No Data Mail Merge on Steroids Does your organization have Crystal Reports? Most reports in Raiser’s Edge use Crystal Reports

Does Word save you $? Raise $ for you?

Does Excel save you $? Raise $ for you?

ROI with Crystal Reports: Is your time worth $?

What is your ROI?


When to use Crystal Reports? You keep exporting to

Microsoft Excel and having to re-format the report each time

Especially when you’ve done 30 minutes of formatting only to find out… there’s a problem with your data?!?


Why use Crystal Reports?

1,000,000 reports in Raiser’s Edge; no report that is “just right” listed. Fields you don’t need or want… appear on reports. Fields that you DO need or want… aren’t available.


I’ve always wanted a custom report that can… Format consistency across departments Insert graphics (logos, pictures, links)

Save your reports as CUSTOM REPORT Run CUSTOM REPORTS with 1-click

Export it as a ADOBE PDF document


Where to start? Query, of course

Query: WHO

Export: WHAT

Crystal: WOW

Create Query


Create a New Export

Use Blackbaud Report Writer Database (MDB) Format


New Export - Select Query – Select Report Fields

Select which query to base your Export on

Select the fields you need for your Report

Create Control Report to help map fields


Exporting the Data File

Save the Data File


Export Control Report – Your Roadmap to the Report

Field = Raiser’s Edge

Header = Crystal Report

Helpful to match fields when creating report layout


Attaching the export data file to a Crystal ReportIf you are using Crystal 11

1. Select Blank Report

2. Select the "+" next to Create New Connection.

3. Select the "+" next to Database Files.

4. Browse out and select appropriate data file.

5. Highlight all of the tables and add them all to the "Selected Tables" column on right.

6. Select the "Links" tab.

7. Double click on each link/line between the tables and change the Join Type from Inner Join to Left Outer Join.

8. After changing all of the links to Left Outer Join select the OK button on the Database Expert dialog box.

If you are using Crystal 8.5

1. Select Blank Report.

2. Select "+" next to Database Files.

3. Double Click on Find Database File.

4. Browse out and select appropriate data file.

5. Using the Shift key highlight all of the tables in data file and then select the "Add" and then the "Close" button.

6. Select the "Tables..." button.

7. Move any tables from Invisible Tables box to Visible Tables box and select OK.

8. Select OK on the Visual Linking Expert dialog box.


Standard Report Creation Wizard (Crystal XI) The Data Exports

out as 1 file (data.mdb)

But in several different tables

Your job is to make sure you have it “linked” correctly.

Not much harder than Mail Merge in Word


Choosing the fields to display

• Click on the “+” to expand the table to see the fields

• This is where the Export Control Sheet can be helpful

• You only need to bring over fields you want to display


Simple Preview of Crystal Reports with 3 fields Data


Breakdown of Each Section of Crystal Reports

Report Header (appears once at top of report)

Page Header (appears at top of each page)

Details (THE DATA!!!)

Report Footer (appears once at the end of the report)

Page Footer (appears at bottom of each page)

You can add multiple instances of each sectionAdd a second or third instance of the Details section

You can Suppress sections to not display altogether


Insert Special Fields into the Report

Page N of M

Print Date/Time

File Path and Name

Data Date and Time

Drag and Drop Fields into Headers / Footer


Insert Text Object & Formatting Fields

Add a Text Object to Label you Fields, Report Name & Column Headers

Format Text: Bold, Color, Underline, Italic, Currency, Font Size, Font, Insert Graphics

Similar Toolbar to Microsoft Office Products


Your Secret Weapon – Right Click on a Field

Right Click on Any Field

Format Editor

• Suppress fields

• Suppress if Duplicated

• Add Borders

• Make a field a hyperlink (URL, MailTo:)

• Write formulas for each field

(ex. If Gift Amount > $100, change to RED font)


Let the fields of data work for you Any field can be sized to a specific length Remember that at times fields can overlap each other

You can create a text box to combine fields

Example: [Organization_Name] (space)(-)(space) [Name]

Microsoft – Bill Gates

Use the CAN GROW feature on any field No more reports where the field cuts off the end of the information

Example:

The Brad Pit

The Brad Pitt & Joe Meehan New Orleans Beverage Foundation


SortingSort by any field exported in the data file – not just ones displayed

Let’s see you do THAT in Excel


Inserting Multiple Details Section Multiple lines of data in additional details section

– Name– Organization– Position– Line (Insert – Line --- to act as a divider)


Multiple Details Sections Preview

• Details A: Name

• Details B: Position

• Details C: Primary Business Name

• Details D: divider line


Formatting Sections… Click on Format

Click on Sections…

Highlight the Section you

want to format

• Select the “Suppress Blank Section” checkbox


Suppressed Blank Detail Section - ExampleDetails sections with no

position, no primary business name are now

removed

As a result of the “Suppress Blank Section” Formatting,

no more blank lines


Sample Two: Adding Campaign Totals

We want to see total giving PER CONSTITUENT

– for two separate Campaigns

Requires two separate export fields

– (Gift Summary 1, Gift Summary 2)

We want to have a Total per Campaign

– To appear at the bottom of the report


Gift Summary Export – Tab 1

Determine Gift Date Range

Decide on Soft Credit Option

Decide on MG Option


Gift Summary Tab 2 –Gift Summaries Exported

Export All Gifts from the

ANNUAL

Campaign

Export All Gifts from the

CAPITAL

Campaign

This creates two separate fields for the reports


Insert Additional Fields – Gift Summaries• Click on VIEW…

• [Field Explorer] (dialog window should appear to your right)

• Refer to Export Control Sheet to figure out Fields

• Choose the Field you want to see on the report

Drop and Drag


Showing Giving Totals Per Constituent


Inserting (Gift) Grand TotalsFrom the INSERT Menu

Insert SUMMARY…

Do this for both gift fields


Grand Totals Show as Report Footer

Gift Fields

Gift Field Total


Daily Gift Report Export ExampleLet’s Export out all the fields you’ve ever

wanted to see on a Gift Report!


All the Fields you’d ever want to see in a gift report…but were afraid to ask

• Gift Date

• Donor Name

• Contact Details

• Campaign

• Fund

• Appeal

• Package

• Solicitor

• Soft Credit Name

• Gift Notes

• Amount

• Gift Type


Insert Group Menu and Options

Click on INSERT…GROUP…

Choose which field to group by from

your drop down

(the field does NOT have to appear in the

report)

Choose HOW it should be sorted


Group Sections – Design View

A Group Section is inserted

Think of you GROUP as your sub-headings


Final Report with Groups, Multi-detail, & Totals

Allows you to

keep similar

records

together

Group

Sections can

be formatted

like all other

sections

What are

fields that you

want to

GROUP by?


Make a great event report for your needs Export out the fields you need to see to

make better decisions for the event

Add color & logos

Group by table, by last name, table name

Sort alphabetically in each group

No more tables in Word

No more “private” multi-saved lists in Excel


Let Crystal Reports Design Report with Templates

Bring all your fields into a standard report, Add Totals

Click on Report… Template Expert…, Pick a Style… Click OK


Templates in Crystal Reports with YOUR data


Saving your Custom Reports

Once you’ve got a set report,

save it as a CUSTOM REPORT

inside Raiser’s Edge ReportsCreate export/report prior to this step

Base the query (used with export) & include the <ASK> field.

Let the report be used for all your event, solicitor, gift reports.

Save it as a Favorite on your HOME Screen


Advantages of Crystal Report

Use the same template / report for different queries

No need to re-format, re-sort fields

No need to re-create totals

Consistent Report use amongst staff

Export Report as a PDF (Send Externally)

Can be setup as CUSTOM REPORT with Raiser’s

Edge Reports

Save you time… and Advil


Things to Remember

Rome wasn’t build in a day neither are great Crystal Reports

Formatting a report takes time – breathe

Have an idea / layout of the report ahead of time

Don’t forget to export Sorting fields

Ask for help

– Blackbaud Support

– Knowledgebase & Forums

– Blackbaud Report Writing Services

If you made it this far – you can do ANYTHING!


Joe Meehan

Associate Director of Database Marketing & Information, Milken Institute

[email protected] Twitter.com/JoeMeehan

Yes… I use Crystal for all my reports…

unless she’s sick.

Then, I call Dwight.

meehan joe crystal reports 2010

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