Crystal Reports™ 10
User’s Guide
Crystal Decisions, Inc.
895 Emerson St.
Palo Alto
California, USA 94301

Copyright © 2003 Crystal Decisions, Inc., 895 Emerson St., Palo Alto, California,
USA 94301. All rights reserved.
Issue 1.
No part of this documentation may be stored in a retrieval system, transmitted or
reproduced in any way, except in accordance with the terms of the applicable
software license agreement. This documentation contains proprietary information
of Crystal Decisions, Inc., and/or its suppliers.
Trademark Acknowledgements
Crystal Decisions, Crystal Reports, Crystal Enterprise, Crystal Analysis, Crystal
Services, Crystal Care, Crystal Assist, Crystal Applications, Info and Holos are
trademarks or registered trademarks of Crystal Decisions, Inc. in the U.S. and/or
other countries. All other trademarks or registered trademarks referenced are the
property of their respective owners.

Contents
Chapter 1: Welcome to Crystal Reports 10
About Crystal Reports ....................................................................... 2
About this guide ................................................................................ 2
Chapter Contents .................................................................................................. 3
Online help ........................................................................................................... 7
Product registration .......................................................................... 7
Customer Handbook ......................................................................... 8
Crystal Care technical support ......................................................... 8
Crystal Training ................................................................................. 8
Crystal Consulting ............................................................................. 9
Document conventions ..................................................................... 9
Chapter 2: What’s New in Crystal Reports 10
Introduction .................................................................................... 12
Application developers ................................................................... 12
100% Java Reporting Component ........................................................................ 12
Custom Java tag library ........................................................................................ 13
Simplified .NET merge modules .......................................................................... 13
.NET to Crystal Enterprise upgrade ...................................................................... 13
Simplified Report Application Server APIs ........................................................... 14
Report designers ............................................................................. 14
Simplified data access (Business Views) ............................................................... 14
Repository ........................................................................................................... 15
Format Painter ..................................................................................................... 16
Funnel charts ...................................................................................................... 16
Information consumers ................................................................... 17
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Managed navigation between key report elements .............................................. 17
Excel export ........................................................................................................ 17
DHTML printing .................................................................................................. 18
Chapter 3: Installing Crystal Reports
Installing Crystal Reports ................................................................ 20
Installation requirements ................................................................ 20
Installing Crystal Reports on a local machine ................................. 20
Creating an installation point and installing from
a network server ............................................................................. 22
Creating an installation point for Crystal Reports ................................................. 22
Installing Crystal Reports from a network ............................................................. 22
Customizing your installation ......................................................... 23
Installing the Java Reporting Component ........................................ 25
Borland JBuilder 10 ............................................................................................. 25
BEA Weblogic Workshop 7 ................................................................................. 26
All other integrated development environments .................................................. 26
Upgrading Crystal Reports components .......................................... 27
Chapter 4: Quick Start
Learning how to use Crystal Reports ............................................... 30
Sample data - Xtreme.mdb .................................................................................. 30
Report Creation Wizards ................................................................ 30
Standard .............................................................................................................. 31
Cross-Tab ............................................................................................................ 31
Mail Label ........................................................................................................... 31
OLAP .................................................................................................................. 31
Quick start for new users ................................................................ 32
Before you begin ................................................................................................. 32
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Creating the report .............................................................................................. 33
Record Selection ................................................................................................. 43
Grouping and sorting .......................................................................................... 47
Completing the report ......................................................................................... 50
Quick start for advanced users ....................................................... 51
Chapter 5: Report Design Concepts
Basic report design .......................................................................... 56
Deciding on the content of the report ............................................ 56
Stating the purpose .............................................................................................. 56
Determining the layout of the report .................................................................... 57
Finding the data .................................................................................................. 58
Manipulating the data ......................................................................................... 59
Determining printing area characteristics ............................................................ 60
Developing a prototype on paper ................................................... 61
Chapter 6: Introduction to Reporting
Report creation options .................................................................. 64
Report Creation Wizards ..................................................................................... 64
Another report ..................................................................................................... 64
New report .......................................................................................................... 64
Choosing data sources and database fields ..................................... 65
The Database Expert ........................................................................................... 65
The Field Explorer ............................................................................................... 67
The Report Explorer ............................................................................................ 68
Opening and docking explorers .......................................................................... 69
About the report design environment ............................................. 70
Design tab ........................................................................................................... 70
Preview tab ......................................................................................................... 73
Creating a new report ..................................................................... 76
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Selecting the data source ..................................................................................... 76
Adding tables ..................................................................................................... 77
Linking multiple tables ........................................................................................ 78
Placing data on the report .................................................................................. 79
Formatting data .................................................................................................. 85
Record selection .................................................................................................. 85
Grouping, sorting, and summarizing data ............................................................ 86
Using the drill-down option on summarized data ................................................ 86
Using the zoom feature ....................................................................................... 87
Inserting page headers and footers ....................................................................... 88
Adding a title page to the report ......................................................................... 88
Adding summary information to the report .......................................................... 89
Beyond basic reports ....................................................................... 90
Chapter 7: Crystal Repository
What is the Crystal Repository? ..................................................... 92
Work flow ........................................................................................................... 92
Accessing the Crystal Repository .................................................... 93
Toolbar ............................................................................................................... 94
Adding folders to the repository ..................................................... 94
Adding items to the repository ........................................................ 95
Adding a text object or bitmap image .................................................................. 95
Adding a custom function .................................................................................. 96
Adding a command ............................................................................................ 96
Using repository objects in reports ................................................ 97
Adding a text object or a bitmap image to a report .............................................. 97
Adding a custom function to a report .................................................................. 97
Adding a command to a report ............................................................................ 98
Modifying objects in the repository ................................................ 98
Updating connected repository objects in reports ......................... 99
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Deleting items from the repository ............................................... 100
Using Undo in the repository ........................................................ 100
Chapter 8: Designing Optimized Web Reports
Overview ...................................................................................... 102
Scale with Crystal Enterprise ......................................................... 103
Evaluation times for date functions in Crystal Enterprise .................................... 104
Making the right design choices .................................................... 105
Using faster report formats ................................................................................. 105
Choosing between live and saved data .............................................................. 105
Designing summary reports ............................................................................... 107
Using subreports carefully ................................................................................. 108
Using other design elements effectively ............................................................. 109
Streamlining your reporting environment ..................................... 109
Selecting the fastest database and connection ................................................... 110
Using table indexes ........................................................................................... 110
Improving table-linking choices ........................................................................ 110
Using thread-safe database drivers .................................................................... 111
Using stored procedures for faster processing .................................................... 112
Using enhanced record selection formulas .................................. 112
Pushing down record selection—an example .................................................... 112
Record selection performance tips ..................................................................... 113
Strategies for writing efficient record selection formulas ................................... 114
Incorporating parameter fields into record selection formulas ........................... 116
Using SQL expressions where appropriate ......................................................... 117
Improving grouping, sorting, and totaling .................................... 118
Performing grouping on server .......................................................................... 118
Benefits of grouping on server—an example ...................................................... 119
Using SQL Expressions for groups, sorts, and totals ........................................... 120
Using SQL Expressions for Case Logic ............................................................... 120
Inserting summary and running total fields where possible ................................ 121
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Chapter 9: Record Selection
Selecting records ........................................................................... 124
Using the Select Expert ...................................................................................... 125
Using formulas .................................................................................................. 126
Interaction of the Select Expert and the Selection Formula Workshop ................ 126
Using formula templates ............................................................... 128
Record selection formula templates ................................................................... 128
Pushing down record selection to the database server .................. 130
Troubleshooting record selection formulas .................................. 131
Correcting selections that do not generate data ................................................. 132
Chapter 10: Sorting, Grouping, and Totaling
Sorting data ................................................................................... 136
Understanding sort options ................................................................................ 136
Sorting single and multiple fields ....................................................................... 137
Grouping data ............................................................................... 138
Creating custom groups ..................................................................................... 140
Sorting records within groups ............................................................................ 141
Group selection ................................................................................................. 142
Grouping data in intervals ................................................................................. 146
Grouping by the first letter of a company name ................................................. 148
Grouping data hierarchically ............................................................................. 149
Editing groups ................................................................................................... 150
Summarizing grouped data ........................................................... 151
Ordering groups by summarized values ............................................................ 152
Selecting top or bottom N groups or percentages ............................................. 153
Subtotaling .................................................................................... 154
Subtotaling data ................................................................................................ 155
Extending prices and subtotaling the extensions ................................................ 155
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Percentages ................................................................................... 157
Calculating a percentage .................................................................................. 157
Group headers .............................................................................. 158
Creating group headers .................................................................................... 158
Suppressing group headers ................................................................................ 161
Drilling-down on group headers ........................................................................ 161
Chapter 11: Running Totals
Understanding running totals ........................................................ 164
How running totals work ................................................................................... 164
Creating running totals ................................................................. 165
Creating running totals in a list ......................................................................... 165
Creating running totals for a group .................................................................... 166
Creating conditional running totals .................................................................. 167
Creating running totals in a one-to-many linking relationship ............................ 168
Creating running totals using a formula ........................................ 170
Chapter 12: Multiple Section Reports
About sections .............................................................................. 174
Working with sections .................................................................. 174
Inserting a section ............................................................................................. 174
Deleting a section ............................................................................................. 175
Moving a section ............................................................................................... 175
Merging two related sections ............................................................................. 176
Splitting and resizing sections ....................................................... 177
Splitting a section .............................................................................................. 177
Resizing a section ............................................................................................. 178
Using multiple sections in reports ................................................ 179
Keeping variable length objects from overwriting each other ............................. 179
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Eliminating blank lines when fields are empty .................................................. 180
Adding blank lines conditionally ...................................................................... 180
Form letters ................................................................................... 181
Working with text objects .................................................................................. 181
Creating a form letter using a text object ........................................................... 183
Printing conditional messages in form letters ..................................................... 188
Chapter 13: Formatting
Formatting concepts ..................................................................... 190
Using a template ........................................................................... 190
Applying a template .......................................................................................... 190
Removing an applied template .......................................................................... 191
Reapplying the last template selected ................................................................ 192
Using Template Field Objects ........................................................................... 192
Using the Report Design Environment .......................................... 193
Design solutions ................................................................................................ 193
Section characteristics ....................................................................................... 193
Making an object underlay a following section ................................................. 194
Pre-printed forms ............................................................................................... 196
Multiple columns .............................................................................................. 196
Hiding report sections ....................................................................................... 197
Hiding report objects ......................................................................................... 197
Placing text-based objects ................................................................................. 199
Placing multi-line, text-based objects ................................................................ 201
Importing text-based objects from a file ............................................................. 202
Spacing between text-based objects .................................................................. 202
Overflow Field Representation .......................................................................... 207
Selecting multiple objects .................................................................................. 208
Free-form placement ......................................................................................... 209
Vertical placement ............................................................................................ 211
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TrueType fonts .................................................................................................. 212
Page margins ..................................................................................................... 212
Default printer .................................................................................................. 213
Printer drivers .................................................................................................... 214
Formatting properties ................................................................... 215
Working with absolute formatting ............................................... 216
Adding borders, color, and shading to a field ................................................... 216
Making a report or object read-only .................................................................. 216
Locking an object’s size and position ................................................................ 217
Changing your default field formats ................................................................... 217
Adding and editing lines .................................................................................. 219
Adding and editing boxes .................................................................................. 220
Adding shapes to a report .................................................................................. 220
Using conventional accounting formats ............................................................. 221
Repeating report objects on horizontal pages ................................................... 222
Using white space between rows ..................................................................... 223
Working with conditional formatting ............................................ 225
Conditional on or off properties ........................................................................ 226
Conditional attribute properties ......................................................................... 226
Changing conditional fonts .............................................................................. 228
Creating footers after the first page ................................................................... 228
Using the Highlighting Expert ............................................................................ 229
Undo/Redo activities ......................................................................................... 232
Using the Format Painter ............................................................. 233
Chapter 14: Charting
Charting concepts ......................................................................... 236
Charting overview ............................................................................................. 236
Chart layouts .................................................................................................... 236
Chart types ........................................................................................................ 237
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Where to place a chart ..................................................................................... 240
Drill-down with charts ...................................................................................... 240
Drill-down with legends .................................................................................... 240
Creating charts .............................................................................. 241
Charting on details or formula fields (Advanced layout) .................................... 241
Charting on summary or subtotal fields (Group layout) ..................................... 243
Charting on Cross-Tab summaries (Cross-Tab layout) ....................................... 244
Charting on an OLAP cube (OLAP layout) ........................................................ 245
Working with charts ..................................................................... 246
Editing charts using the Chart Expert .................................................................. 246
Editing charts using the Chart Options menu items ............................................ 246
Using the zooming features with bar and line charts ......................................... 248
Auto-arranging charts ........................................................................................ 248
Formatting charts ............................................................................................... 249
Using the underlay feature with charts .............................................................. 250
Chapter 15: Mapping
Mapping concepts ......................................................................... 252
Mapping overview ............................................................................................ 252
Map layouts ...................................................................................................... 252
Map types ......................................................................................................... 253
Where to place a map ....................................................................................... 255
Drill-down with maps ....................................................................................... 256
Creating maps ............................................................................... 256
Mapping on details fields (Advanced layout) .................................................... 256
Mapping on group fields (Group layout) ............................................................ 258
Mapping on Cross-Tab summaries (Cross-Tab layout) ........................................ 259
Mapping on an OLAP cube (OLAP layout) ........................................................ 261
Working with maps ....................................................................... 262
Editing maps using the Map Expert .................................................................... 262
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Changing the map title ...................................................................................... 262
Changing the map type ..................................................................................... 263
Changing map layers ......................................................................................... 263
Resolving data mismatches ................................................................................ 264
Changing the geographic map ........................................................................... 265
Zooming in and out on a map ........................................................................... 265
Panning a map .................................................................................................. 266
Centering a map ................................................................................................ 266
Hiding and showing the Map Navigator ........................................................... 266
Formatting Maps ............................................................................................... 267
Using the underlay feature with maps ............................................................... 267
Chapter 16: OLE
OLE overview ................................................................................ 270
OLE terminology ............................................................................................... 270
Types of OLE objects ......................................................................................... 271
General OLE considerations .............................................................................. 271
Inserting OLE objects into reports ................................................. 271
How OLE objects are represented in a report ............................... 273
Editing OLE objects in reports ....................................................... 273
In-place editing ................................................................................................. 273
Dynamic OLE menu commands ........................................................................ 273
OLE and the Insert Picture command ................................................................ 274
Working with static OLE objects ................................................... 274
Working with embedded vs. linked objects ................................... 275
Embedded objects ............................................................................................. 275
Linked objects ................................................................................................... 276
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Chapter 17: Cross-Tab Objects
What is a Cross-Tab object? .......................................................... 280
Cross-Tab example ........................................................................ 281
Report of order data—no sorting/grouping ......................................................... 281
Report of order data—grouped by region .......................................................... 282
Report of order data—grouped by product ........................................................ 283
Report of order data—grouped by region and product ....................................... 284
Order data in a Cross-Tab object ....................................................................... 285
Creating a Cross-Tab report .......................................................... 286
Working with Cross-Tabs .............................................................. 290
Showing values as percentages .......................................................................... 290
Abbreviating large summarized fields ............................................................... 291
Customizing row/column labels ........................................................................ 292
Using running totals in Cross-Tabs .................................................................... 292
Printing Cross-Tabs that span multiple pages .................................................... 293
Formatting Cross-Tabs .................................................................. 294
Changing width, height, and alignment of Cross-Tab cells ................................ 294
Formatting background color of entire rows/columns ........................................ 294
Formatting fields individually ........................................................................... 295
Formatting several fields at one time ................................................................. 295
Suppressing Cross-Tab data ............................................................................... 295
Displaying summarized fields horizontally ........................................................ 296
Chapter 18: Creating and Updating OLAP Reports
OLAP reporting with Crystal Reports ............................................ 298
OLAP grid objects ............................................................................................. 298
Creating an OLAP report .............................................................. 299
Specifying the data source ................................................................................. 299
Defining the structure of the grid ....................................................................... 300
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Setting sliced dimensions and specifying the number of grids ............................ 301
Applying a predefined style ............................................................................... 302
Inserting a chart ................................................................................................ 303
Updating an OLAP report ............................................................. 303
Formatting data in an OLAP grid .................................................. 305
Changing the background color of a dimension ................................................ 306
Creating an alias for a dimension ...................................................................... 306
Formatting grid lines ......................................................................................... 306
Labelling dimensions ........................................................................................ 307
Changing the view of OLAP data ................................................. 307
Sorting and filtering OLAP grid data ............................................. 309
Sorting data in an OLAP grid ............................................................................ 309
Filtering data in an OLAP grid .......................................................................... 310
Adding calculations to OLAP grids ............................................... 311
Chapter 19: Distributing and Viewing Reports
Distributing reports ....................................................................... 314
Printing a report ................................................................................................ 314
Faxing a report .................................................................................................. 314
Exporting a report .............................................................................................. 315
Working with Web folders ................................................................................ 321
Working with Enterprise folders ........................................................................ 322
Viewing reports ............................................................................. 324
What are Report Parts? ...................................................................................... 324
What is navigation? ........................................................................................... 325
The Report Part Drilldown option ..................................................................... 327
The Another Report Object option .................................................................... 329
Hyperlinks displayed in the viewers .................................................................. 334
Using smart tags ............................................................................ 335
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Chapter 20: Report Alerts
About Report Alerts ..................................................................... 338
Working with Report Alerts .......................................................... 338
Creating Report Alerts ....................................................................................... 338
Editing Report Alerts .......................................................................................... 340
Deleting Report Alerts ....................................................................................... 340
Viewing Report Alerts ........................................................................................ 341
Referring to Report Alerts in formulas ................................................................ 341
Chapter 21: Creating Reports from Excel and Access
Overview of the Crystal Reports Add-Ins ...................................... 344
About the Microsoft Excel Add-In ...................................................................... 344
About the Microsoft Access Add-In ................................................................... 344
Working with the Microsoft Excel Add-In ..................................... 345
Using the Crystal Report Wizard to create a report in Excel ............................... 345
Working with the Microsoft Access Add-In .................................. 347
Using the Crystal Report Wizard to create a report in Access ............................ 348
Chapter 22: Using Formulas
Formulas overview ........................................................................ 352
What’s new in the formula language ................................................................. 352
Typical uses for formulas ................................................................................... 355
Formula components and syntax ................................................... 356
Formula components ........................................................................................ 356
Formula syntax .................................................................................................. 357
Specifying formulas ....................................................................... 358
Working with the Formula Workshop ................................................................ 359
Working with the Formula Editor ....................................................................... 360
Creating and modifying formulas .................................................. 362
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Creating a formula and inserting it into a report ................................................. 362
Creating a formula in the Formula Expert ......................................................... 362
Editing formulas ................................................................................................ 364
Searching and replacing text ............................................................................. 364
Copying formulas from online help ................................................................... 364
Copying formulas from one report to another .................................................... 365
Deleting formulas ......................................................................... 366
Removing the working formula from your report ............................................... 366
Deleting the formula specification ..................................................................... 367
Debugging formulas ...................................................................... 367
Debugging evaluation time errors ...................................................................... 367
Debugging tutorial ............................................................................................ 368
Chapter 23: Parameter Fields
Parameter overview ..................................................................... 374
Parameter field considerations ........................................................................... 374
Creating a parameter field ................................................................................. 375
Deleting parameter fields .................................................................................. 378
Responding to parameter field prompts ............................................................. 379
Advanced parameter features ............................................................................ 380
Chapter 24: Subreports
What are subreports? .................................................................... 390
Unlinked vs. linked subreports .......................................................................... 390
How subreport linking works ............................................................................ 391
Database links vs. subreports in one-to-many situations .................................... 392
Inserting subreports ...................................................................... 393
Previewing subreports ....................................................................................... 394
Saving a subreport as a primary report ............................................................... 394
Updating subreports .......................................................................................... 394
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Linking a subreport to the data in the primary report ................... 395
Linking a subreport to the main report without modifying
the selection formula ......................................................................................... 397
Combining unrelated reports by using subreports ........................ 397
Combining two or more unrelated reports ......................................................... 398
Using subreports with unlinkable data .......................................... 398
Linking to/from a formula field .......................................................................... 399
Linking unindexed tables ................................................................................... 400
Creating an on-demand subreport ................................................ 400
Adding captions to on-demand subreports ........................................................ 401
Showing different views of the same data in a report ................... 402
Chapter 25: Understanding Databases
Databases overview ...................................................................... 404
Relational database basics ................................................................................. 404
Aliases .............................................................................................................. 405
Locating files ..................................................................................................... 406
Indexed tables ................................................................................................... 407
Linking tables ................................................................................ 409
Link from and link to ......................................................................................... 409
Link relationships .............................................................................................. 410
Performance considerations in one-to-many links ............................................. 410
Data file considerations ..................................................................................... 413
SQL database considerations ............................................................................. 414
Performance considerations for all reports ......................................................... 415
The Database Expert Links tab ........................................................................... 417
Linking indexed tables ...................................................................................... 417
Link processing order ........................................................................................ 418
Linking options .................................................................................................. 419
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Using SQL and SQL databases ...................................................... 429
What is SQL? .................................................................................................... 429
SQL DBMS ........................................................................................................ 431
How does Crystal Reports use SQL? .................................................................. 432
The SQL language ............................................................................................. 433
Server-side processing ................................................................... 435
How server-side grouping affects the SQL query ............................................... 436
Mapping database fields ................................................................ 437
About the Map Fields dialog box ....................................................................... 438
Remapping processes ........................................................................................ 438
Remapping altered database fields .................................................................... 440
Saved Data Indexes ....................................................................... 441
How Report Indexing works .............................................................................. 441
Considerations for using Saved Data Indexes ..................................................... 442
Indexing the right field(s) ................................................................................... 442
Unicode support in Crystal Reports .............................................. 443
For additional information ............................................................ 443
Appendix A: Report Processing Model
Overview ..................................................................................... 446
What is a “pass”? ............................................................................................. 446
Pre-pass 1 ......................................................................................................... 446
Pass 1 ................................................................................................................ 446
Pre-pass 2 ......................................................................................................... 447
Pass 2 ................................................................................................................ 447
Pass 3 ................................................................................................................ 447
Multi-pass reporting flow chart .......................................................................... 448
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Appendix B: Creating Accessible Reports
About accessibility ....................................................................... 450
Benefits of accessible reports ............................................................................. 450
About the accessibility guidelines ...................................................................... 451
Accessibility and Crystal products ..................................................................... 452
Improving report accessibility ....................................................... 452
Placing objects in reports .................................................................................. 453
Text ................................................................................................................... 454
Color ................................................................................................................. 457
Navigation ........................................................................................................ 459
Parameter fields ................................................................................................. 460
Designing for flexibility ................................................................. 460
Accessibility and conditional formatting ............................................................ 461
Accessibility and suppressing sections ............................................................... 462
Accessibility and subreports .............................................................................. 463
Improving data table accessibility ................................................. 463
Text objects and data table values ..................................................................... 464
Other data table design considerations .............................................................. 468
Accessibility and Crystal Enterprise .............................................. 469
Setting accessible preferences for Crystal Enterprise .......................................... 469
Accessibility and customization .................................................... 470
Resources ...................................................................................... 471
Glossary ..........................................................................473
Index ..............................................................................499
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Welcome to Crystal Reports 10
1
Welcome! This chapter introduces you to Crystal Reports,
the world standard for desktop and web reporting, and
provides you with an overview of the contents of this
User’s Guide.
Crystal Reports User’s Guide
1
About Crystal Reports
About Crystal Reports
Crystal Reports is designed to work with your database to help you analyze and
interpret important information. Crystal Reports makes it easy to create simple
reports, and, it also has the comprehensive tools you need to produce complex or
specialized reports.
Create any report you can imagine
Crystal Reports is designed to produce the report you want from virtually any data
source. Built-in report experts guide you step by step through building reports and
completing common reporting tasks. Formulas, cross-tabs, subreports, and
conditional formatting help make sense of data and uncover important relationships
that might otherwise be hidden. Geographic maps and graphs communicate
information visually when words and numbers are simply not enough.
Extend reporting to the Web
The flexibility of Crystal Reports doesn’t end with creating reports — your reports
can be published in a variety of formats including Microsoft® Word and Excel, E-
mail and even over the Web. Advanced Web reporting lets other members of your
workgroup view and update shared reports inside their web browser.
Incorporate reports into applications
Application and web developers can save time and meet their users needs by
integrating the report processing power of Crystal Reports into their database
applications. Support for most popular development languages makes it easy to
add reporting to any application.
Whether it’s the web master in IT, the promotion manager in marketing, the database
administrator in finance or the CEO, Crystal Reports is a powerful tool designed to
help everyone analyze and interpret the information that’s important to them.
About this guide
This guide includes procedures for typical reporting tasks such as placing fields,
formatting reports, and sorting records. It also contains information on more
specific areas of interest such as advanced formula creation and accessing different
types of data. Use this guide as a reference for your basic reporting needs as well
as an introduction to new concepts in report creation.
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Crystal Reports User’s Guide
1 Welcome to Crystal Reports 10
Chapter Contents
The following is a short description of each chapter in this guide.
Chapter 1: Welcome to Crystal Reports 10
Welcome! This chapter introduces you to Crystal Reports, the world standard for
desktop and web reporting, and provides you with an overview of the contents of
this User’s Guide.
Chapter 2: What’s New in Crystal Reports 10
Building on the proven stability of its version 9 release, Crystal Reports now offers
new features and enhancements. This chapter introduces these features and
enhancements by providing a brief summary of each.
Chapter 3: Installing Crystal Reports
This chapter shows you how to install Crystal Reports locally from the product
CD. It also describes how to install Crystal Reports to a network server, and how
to install from a network server to a workstation machine.
Chapter 4: Quick Start
This chapter begins with an overview of the sample reports and data commonly
used with Crystal Reports. It then presents an overview of the Report Creation
Wizards—both new and advanced users can benefit from looking at the Standard
Report Creation Wizard as it has many steps in common with the other Report
Creation Wizards. Finally, the chapter offers two tutorials: one for new users and
another for more advanced users.
Chapter 5: Report Design Concepts
This chapter describes the basic concepts of report design and helps you decide
what information you want to include in your report.
Chapter 6: Introduction to Reporting
This chapter shows you the basics of creating a report in Crystal Reports. First
you’ll learn about the report design environment, then about how to select database
tables, place objects on a report, and how to sort, group, and total your report data.
Chapter 7: Crystal Repository
This chapter introduces you to the Crystal Repository. It shows you how to add
items to the repository, how to update existing items, and how to use repository
items in your Crystal reports.
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About this guide
Chapter 8: Designing Optimized Web Reports
This chapter suggests ways to enhance reports so they take advantage of
performance enhancements made to Crystal Reports. While the suggestions made
here are especially important for optimizing the performance of reports distributed
over the thin-wire environment of the Web, the majority of the guidelines and
procedures are applicable to all of your reports.
Chapter 9: Record Selection
This chapter shows you how to filter the records you want included in a report. For
example, using the record selection tools, you can limit the records in your report
to include only records for a specific group of customers, a specific range of
account numbers, or a particular date range.
Chapter 10: Sorting, Grouping, and Totaling
Sorting, grouping, and totaling are the steps that turn disorganized data into
useful information on a report. This chapter describes the types of sorting,
grouping, and totaling you can do within a report.
Chapter 11: Running Totals
Running totals are a flexible and powerful way to create specialized summaries
and continually incrementing totals.
This chapter shows you how to add a basic running total and a running total
within a group to your report. You will also learn how to create conditional
running totals and running totals using formulas.
Chapter 12: Multiple Section Reports
This chapter introduces the various types of sophisticated reports you can create
using the multiple section reporting capabilities in Crystal Reports. These capabilities
enable you to create reports that treat individual values differently based on sets of
criteria you establish. These concepts are then applied to the creation of Form Letters.
Chapter 13: Formatting
Formatting refers to changes in the layout and design of a report, as well as the
appearance of text, objects, or entire report sections. This chapter details methods
you can use to draw attention to data, change the presentation of dates, numbers,
and other values, hide unwanted sections, and perform a variety of other
formatting tasks to give a report a professional appearance.
4
Crystal Reports User’s Guide
1 Welcome to Crystal Reports 10
Chapter 14: Charting
Crystal Reports enables you to present summarized data in colorful, easy-to-read
charts. This chapter demonstrates how to create charts and how to use them in
reports to make report data more meaningful and easier to understand. You can
choose from a number of chart layouts and types, as well as drill down to see the
details behind the graphical summaries and format chart objects.
Chapter 15: Mapping
Crystal Reports enables you to include maps with reports made up of geographic
data. This chapter explains how to use maps in reports to make report data more
meaningful and easier to interpret. You can customize and rearrange the
appearance of a map and activate the drill-down mode to view the details behind
the graphical summaries.
Chapter 16: OLE
This chapter explains how Object Linking and Embedding (OLE) can be used to
edit graphics or other objects from within your report instead of opening an
additional application.
Chapter 17: Cross-Tab Objects
A Cross-Tab object is a grid that displays values that are grouped and summarized
in two directions. This chapter provides you with information about how you can
use Cross-Tab objects in your report.
Chapter 18: Creating and Updating OLAP Reports
This chapter describes how to create OLAP reports, how to update them when the
location of your data changes, and how to work with the data displayed in an
OLAP grid.
Chapter 19: Distributing and Viewing Reports
This chapter provides you with information about how to distribute finished
reports using a variety of methods (printing, faxing, exporting). It also includes
information about Report Parts and how to set up hyperlinks so you can see Report
Parts in various Report Viewers. Finally, it ends with information about using
smart tags with report objects in Office XP.
Chapter 20: Report Alerts
This chapter provides information about creating and using alerts in your Crystal
reports.
Crystal Reports User’s Guide
5
About this guide
Chapter 21: Creating Reports from Excel and Access
This chapter describes the Add-Ins for Microsoft Excel and Microsoft Access. It
explains how you create reports from an Access table or query and an Excel
spreadsheet with the Crystal Report Wizard.
Chapter 22: Using Formulas
This chapter explains the basics of formulas and introduces you to the Formula
Workshop in order for you to begin to create formulas.
Chapter 23: Parameter Fields
This chapter explains what parameter fields are and how they can be applied to
create a single report that can be used to access different types of data depending
on the user’s needs.
Chapter 24: Subreports
A subreport is a report within a report. With subreports, unrelated reports can be
combined into a single report. You can coordinate data that otherwise cannot be
linked and present different views of the same data in a single report. This chapter
shows you how to create and use subreports.
Chapter 25: Understanding Databases
This chapter describes the essentials you’ll need to know to understand database
design and use. After describing relational databases (including those from ODBC
data sources), indexing, and table linking, the chapter introduces the concepts of
server-side processing (pushing report processing to the server level) and field
mapping (re-establishing report and database field mappings after a database
changes).
Appendix A: Report Processing Model
This appendix provides you with in-depth information about the Report
Processing model. This model determines the order in which data is accessed and
manipulated during report generation.
Appendix B: Creating Accessible Reports
This appendix provides design recommendations to help you create Crystal
reports that are accessible to people with disabilities.
Glossary
This guide comes with a comprehensive glossary explaining basic database and
reporting concepts as well as terms specific to the program.
6
Crystal Reports User’s Guide
1 Welcome to Crystal Reports 10
Online help
Crystal Reports online help includes all topics within the user’s guide. It also
provides additional reference material ranging from specific information on the
function of a button to general information on how to create a report formula based
on a sample business scenario.
Locate information quickly
Access online help from the Crystal Reports help menu.
Use the Contents tab to view all major sections in the online help and drill down
to specific headings within each section, the Index tab to view topics in
alphabetical order, and the Search tab to enter a keyword to view all the sections
that relate to the keyword.
Sample Reports
Many topics in the Crystal Reports online help include a list of related sample
reports. Use these reports to illustrate concepts the topic describes. The sample
reports can be adapted to your own needs.
Sample reports are located in the Crystal Reports directory under
\Samples\En\Reports.
Product registration
There are several ways you can register your product:
• Fill out the Product Registration form on the Crystal Decisions web site at:
http://www.crystaldecisions.com/register/
• Print the Product Registration form and fax it to the registration fax number
closest to you. Crystal Decisions will then fax you a registration number that
can be entered into the product the next time you use it.
Registration fax numbers
USA/Canada +1 (604) 681-5147
United Kingdom +44 (0) 20 8231 0601
Australia +6 2 9955 7682
Germany +49 (0) 69 9509 6182
Hong Kong +852 2893 2727
Singapore +65 777 8786
Registration is required to access online or telephone technical support. In
addition, registering the product ensures that you are kept up-to-date with product
advancements.
Crystal Reports User’s Guide
7
Customer Handbook
Customer Handbook
For the latest details about product registration, maintenance, support, and
services, visit our web site and download the Customer Handbook that
corresponds to your region:
• North America:
http://www.crystaldecisions.com/about/loyalty/handbook.asp (English)
• Europe:
http://www.crystaldecisions.com/about/loyalty/handbook.asp (English)
http://germany.crystaldecisions.com/about/loyalty/handbook.asp (German)
http://france.crystaldecisions.com/about/loyalty/handbook.asp (French)
If a Crystal Decisions Customer Handbook is not available for your region, please
refer to the rest of this Welcome chapter, or contact your sales or support
representative for complete details.
Crystal Care technical support
To access Crystal technical support specialists, you must: register your software
online at:
http://www.crystaldecisions.com/register/
To find out about the technical support programs available for Crystal Reports:
• Go to our support web site at:
http://support.crystaldecisions.com/crystalcare/
• Contact your regional office. For details, go to:
http://www.crystaldecisions.com/contact/offices.asp
Crystal Training
Whether you’re a developer, information technology professional, or business
user, we offer a wide range of Crystal Reports training courses designed to build
or enhance your existing skills. Courses are available online, at certified training
centers, or at your own site:
• For a complete list of training courses and special offers, visit:
http://www.crystaldecisions.com/training/
• Or contact your regional office. For details, go to:
http://www.crystaldecisions.com/offices/
8
Crystal Reports User’s Guide
1 Welcome to Crystal Reports 10
Crystal Consulting
Our global team of certified consultants and consulting partners can guide you
through a corporate-wide solution—including strategy, design, integration and
deployment—for the fastest results, maximum performance, and increased
productivity.
• To learn more, visit:
http://www.crystaldecisions.com/consulting/
• Or contact your regional office. For details, go to:
http://www.crystaldecisions.com/offices/
Document conventions
This guide uses the following conventions:
• Commands and buttons
For easy recognition within procedures, User Interface (UI) features appear in
bold type. For example: On the File menu, click New.
• Keyboard shortcuts
Delete means the Delete key, or the Del key on your numeric keypad. Enter
means the Enter, Return, or CR key, depending on which of these keys appears
on your keyboard.
• Key combinations
CTRL+KEY, SHIFT+KEY, and ALT+KEY are examples of key combinations.
Hold down the first key in the combination and, at the same time, press the
second key in the combination (designated above as KEY). For example:
CTRL+C means hold the Control key down and press the letter C on your
keyboard (CTRL+C is the Windows Copy command).
• Monospaced font indicates file paths and names, lines of code, and data that
you enter using your keyboard (for example: In the Formula Editor, type If
Sales > 1000 Then crRed).
Crystal Reports User’s Guide
9
Document conventions

10
Crystal Reports User’s Guide
What’s New in Crystal Reports 10
2
Building on the proven stability of its version 9 release,
Crystal Reports
now offers
new
features
and
enhancements. This chapter introduces these features and
enhancements by providing a brief summary of each.
Crystal Reports User’s Guide
11
Introduction
Introduction
Crystal Reports® 10 extends its reporting platform to enable:
• A more efficient report design and maintenance process.
• Easier integration and deployment of enterprise web applications.
This release builds upon the significant feature set introduced in version 9 and
includes several refinements and new features that continue to address
productivity challenges in all elements of the reporting process. Tighter
integration with Crystal Enterprise™ is also a key focus area for this release.
This chapter examines each of the major new features in the context of the audience
they serve—application developers, report designers, and information consumers.
Note: Features vary by edition and some features are provided through the
Report Application Server which is included in specific editions of Crystal
Reports 10. To check your edition, click About Crystal Reports on the Help menu
in the report designer.
Application developers
For developers, Crystal Reports simplifies the process of integrating dynamic,
presentation-quality content into any .NET, Java, or COM application, thereby
reducing the amount of coding required and minimizing application maintenance.
With version 10, Crystal Decisions™ strengthens its commitment to cross-platform
development through the addition of several new features and easier migration to
Crystal Enterprise.
100% Java Reporting Component
Version 10 introduces a Java version of the powerful Crystal Reports reporting
engine, the Java Reporting Component, that takes full advantage of Java including
portability across operating systems and hardware platforms. Written in 100% Java,
this new reporting component provides a fast, codeless way for developers to
connect to data and to design dynamic, high-fidelity presentation layers for J2EE
applications. The engine supports basic Crystal Reports functions such as grouping,
sorting, filtering, expressions, basic formatting, and charting, as well as PDF and
Word exporting. It also enables integration with leading Java Integrated
Development Environments including Borland® JBuilder™ 10 and Crystal
Reports® for BEA WebLogic Workshop™.
Applications which use the new Java reporting component can also be seamlessly
upgraded in version 10 to use Crystal Enterprise and the Report Application
Server. By modifying only one line of code, applications can take advantage of off-
loaded report processing, programmatic report creation and modification, and
many other features.
12
Crystal Reports User’s Guide
2 What’s New in Crystal Reports 10
Custom Java tag library
Crystal Reports 10 introduces a custom JSP tag library to dramatically reduce the
amount of code required to integrate reporting into Java applications. Using
custom JSP tags, developers can now easily add a Crystal report viewer to their
web applications.
Simplified .NET merge modules
Crystal Reports 10 reduces the number of merge modules required for easier
deployment of .NET applications. Four core merge modules can be leveraged to
address eight specific deployment scenarios:
• Windows Thick-Client Applications
• Embedded Process Reporting
• Remote Process Reporting
• Web Service Reporting
• ASP .NET Web Applications
• Embedded Process Reporting
• Remote Process Reporting
• Web Service Reporting
• Web Service Applications
• Embedded Process Reporting
• Remote Process Reporting
These modules will be available shortly after the version 10 release through the
Crystal Decisions .NET Developer Zone at: http://www.crystaldecisions.com/
products/dev_zone/net/default.asp.
.NET to Crystal Enterprise upgrade
Crystal Reports 10 introduces a seamless upgrade solution to enable applications
which use the .NET reporting component bundled in Microsoft® Visual Studio®
.NET, Borland® C#Builder™, or in Crystal Reports 9/10 to access Crystal Enterprise
and the Report Application Server. By adding only one line of code, .NET developers
can take advantage of the benefits of a standalone report processing server. This
solution also enables an easy future upgrade to other Crystal Enterprise editions.
Scenario
Peter is a .NET developer in a large organization that has standardized on .NET.
His team has built a small departmental HR application to help recruiters better
manage the hiring process. Because this application required a few basic reporting
elements, Peter’s team chose to use the version of Crystal Reports that was bundled
in Microsoft Visual Studio .NET. Within six months, the application’s usage has
increased considerably and Peter needs to add new, larger reports to the
Crystal Reports User’s Guide
13
Report designers
application. The Report Application Server (versus the .NET reporting component)
is a preferred option because it enables Peter to separate report processing from his
web server. Because the application will also require additional interactivity over
the next 12 months, Peter needs a solution that can be expanded over time. By
adding only one line of code, Peter can reuse his existing work to leverage the
Report Application Server instead of the .NET reporting component. This
application can then be easily extended in the future to use additional Crystal
Enterprise services.
Simplified Report Application Server APIs
In Crystal Reports 10, the amount of code required to complete the most common
developer tasks has been significantly reduced for an easier integration process.
This enhancement applies specifically to the Report Application Server bundled in
Crystal Reports and focuses on tasks such as setting parameters, logon, printing,
and so on.
Report designers
From increased flexibility in report creation to support for a fully managed
reporting system, Crystal Reports 10 helps report designers to be more productive
through all stages of the report development and maintenance cycle.
Simplified data access (Business Views)
Crystal Reports 10 enables report designers to create reports based on Business
Views for faster development and reduced maintenance.
A new feature in Crystal Enterprise 10, Business Views provide a new data
abstraction layer that simplifies the process of connecting to enterprise data
sources. This new central data access model also exposes pre-defined, domain-
specific data sources, eliminating the need for complex joins, filters, or formulas. It
can seamlessly manage access to multiple, disparate data sources, combining these
into a single data source for the report designer.
Using Business Views in the report development and maintenance process
removes the need to redefine reports if the underlying data structure changes. This
results in a more efficient report-development process because reports can be
easily transitioned from development to production.
Scenario
Christine is a report analyst in the IT department of a large organization. She is
responsible for addressing a long list of report requests from various departments.
Because Christine is fairly new to the organization, she is still trying to sort out
where all the data is located. Thankfully, the DBA team in IT has already created
14
Crystal Reports User’s Guide
2 What’s New in Crystal Reports 10
various Business Views that Christine can connect to. These Business Views
already integrate various enterprise data sources and abstract the complex data. All
Christine has to do is indicate what View she needs for the report and then format
the information accordingly. Getting the resulting set of reports into production is
very straightforward. Once the report has been tested, the underlying data
structure can be re-pointed in the Business View by the DBA team in one step.
Repository
Introduced in version 9, the Repository is a central library for storing common
report objects (images, text objects, SQL commands, and Custom Functions) for
use across multiple reports and single point updating. This marquee feature has
been refined in version 10 to support usage across large enterprise deployments.
Managed Repository
To enable customers to create a managed system for report design and
maintenance, the Repository in version 10 has been included as a robust part of the
Crystal Enterprise infrastructure. Repository objects can be secured and shared
through Crystal Enterprise and are made available through the Crystal Reports
designer. A Migration Tool is also included for easy transition from the version 9
Repository to the new Managed Repository.
Scenario 1
Steve works in the IT department of a large organization and is responsible for
maintaining over 100 corporate reports. One of his biggest concerns is in ensuring
these reports are based on accurate information. Prior to version 10, if the database
schema changed, Steve would have to spend hours updating the database
connectivity for each report and double-checking that the data is accurate. “There’s
nothing worse than having a report run and it doesn’t break even though it’s not
based on my new database schema.” With version 10, Steve can now base all
multiple reports on a single Business View. If the database changes, only the
Business View needs to be updated, thereby ensuring that all reports are running
correctly based on accurate data.
Scenario 2
Karen is one of several hundred report designers in her organization who is
helping to define a center of excellence for reporting. She is especially skilled at
building reports for the marketing department, but doesn’t have a good grasp of
the Crystal Formula Language. Luckily, one of the inventory analysts has already
built a number of complex run rate and inventory turnover functions, and Karen
is able to easily pull in the functions she needs from Crystal Enterprise.
Crystal Reports User’s Guide
15
Report designers
Repository Explorer
To support extensive use of the Repository by multiple report designers, the
Repository Explorer in version 10 includes a toolbar for easier navigation through
objects based on type and/or text value. Tooltips may also be added to repository
objects for easier identification of the required element to be added to a report.
Related topics
• “Crystal Repository” on page 91
Format Painter
Similar to Microsoft Office’s Format Painter, this new feature in Crystal Reports 10
enables the copying of full formatting options between objects through a single
click. A report designer simply selects a formatted object and clicks on any other
objects that require the same formatting, thereby greatly reducing the amount of
time spent in object formatting.
Scenario
Sally is a report designer for a regional hospital and is responsible for creating and
maintaining over 80 reports. Each of these reports must adhere to strict formatting
standards including the use of specific fonts, colors, size, and so on. For Sally, this
formatting can be very time consuming and mundane. With Crystal Reports 10,
Sally is able to format reports in record speed. She simply formats a single object
in one report and then applies it with one click to all other applicable objects in all
the reports she is working on.
Related topics
• “Using the Format Painter” on page 233
Funnel charts
A key requirement for many Customer Relationship Management applications,
the funnel chart type is now available in Crystal Reports 10. Similar to pie charts,
a funnel chart provides an interesting way to display data that adds up to a 100%
total. This chart type is particularly useful in conducting pipeline analysis for sales
forecasts.
Related topics
• “Chart types” on page 237
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Crystal Reports User’s Guide
2 What’s New in Crystal Reports 10
Information consumers
Crystal Reports 10 enables information consumers to easily navigate information
delivered in a Crystal Report through familiar devices or software including
Microsoft Office.
Managed navigation between key report elements
Crystal Reports 10 extends Report Parts and Guided Navigation to Crystal
Enterprise to enable groups of reports to be used across many end-user scenarios
and workflows.
Report parts—within either the same report or in another report—can be easily
linked together as groups to simplify navigation for report consumers. Consumers
can click from one hyperlinked piece of information in a report to another part
while data context is preserved. This feature can reduce the need for subreports
and can improve report processing performance. Using Crystal Enterprise, Report
Parts can be easily scheduled and managed so that the underlying data between
linked objects has the same refresh date. This is especially useful when updating
information on a regular basis, for example, when updating quarter-end financial
information.
Scenario
A sales manager needs to better understand the health of his pipeline. Rather than
create one unwieldy report that contains all the possible information, he has
designed five different reports, each of which study the pipeline at a different level
of detail. Using Managed Hyperlinks, Frank can define click paths through each of
these reports to allow sales managers to drill right down to the individual deal
level to monitor their pipeline.
Related topics
• “Viewing reports” on page 324
Excel export
Crystal Reports 10 introduces more flexible options and greater control in exporting
fully formatted reports to Microsoft Excel. For example, users can select to export
all or some of page headers/footers and choose to whether to display gridlines.
Related topics
• “Exporting a report” on page 315
Crystal Reports User’s Guide
17
Information consumers
DHTML printing
Crystal Reports 10 includes an updated DHTML report viewer control that
simplifies the printing process. With just one click, users print a report. There’s no
need to export to PDF to use the printing features in Adobe Acrobat. This new one-
click printing feature is provided through a small ActiveX control that is
downloaded to the client machine.
18
Crystal Reports User’s Guide
Installing Crystal Reports
3
This chapter shows you how to install Crystal Reports
locally from your product distribution. It also describes
how to install from a network server to a workstation
machine.
Crystal Reports User’s Guide
19
Installing Crystal Reports
Installing Crystal Reports
The Crystal Reports Installation Wizard works with Microsoft Windows Installer to
guide you through the installation process. The Installation Wizard automatically
recognizes your computer’s operating system and updates files as required.
This chapter provides step-by-step instructions for installing Crystal Reports and
shows how to customize your installation. The main topics are:
• Installation requirements
• Installing Crystal Reports on a local machine
• Creating an installation point and installing from a network server
• Customizing your installation
• Installing the Java Reporting Component
• Upgrading Crystal Reports components
As one of the final steps in the installation process, you’ll be asked if you want to
register the product. Follow the on-screen instructions to complete this process.
Installation requirements
Minimum installation requirements
Installing Crystal Reports on a local machine
If you are installing Crystal Reports on a computer running any of the supported
operating systems (see Minimum installation requirements above), you must have
Administrator privileges. The installation process creates registry entries and may
update some system files that require Administrator rights.
Close all currently running programs and stop as many services as possible when
installing Crystal Reports.
If you want to limit the features you install, see “Customizing your installation” on
page 23.
Operating Systems
Windows 2000
Windows XP Professional
Windows 2003 Server
Computer/Processor
133 MHz or higher Pentium-compatible CPU
Memory
At least 128 megabytes (MB) of RAM. 256 MB
recommended. 4 gigabytes (GB) maximum
Disk space
320 Megabytes
Drive
CD-ROM or DVD drive
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Crystal Reports User’s Guide
3 Installing Crystal Reports
To install on a local machine
1 Unless Autoplay is enabled for your CD-ROM drive, run setup.exe from the
win32 directory of your product distribution.
Note: Depending on the configuration of your current system, you may receive
a dialog box informing you to update existing files. If this happens, click Yes and
restart your machine. The Installation Wizard updates the required files.
2 Read and accept the License Agreement to proceed with the installation.
3
In the User Information dialog box, type your name, organization, and the
product activation keycode.
4 Click Next.
The Select Installation Type dialog box appears.
5 Choose the type of installation that you want to perform:
• Typical installs the most common application features.
• Custom enables you to choose the features that you want installed, to specify
where they will be installed, and to check the disk space required by each
feature. For details, see “Customizing your installation” on page 23.
6 Click Browse if you want to install Crystal Reports to a directory different
from the default location.
The default is C:\Program Files\Crystal Decisions\Crystal Reports 10\
7 Click Next.
The Start Installation dialog box appears.
8 Click Next to begin copying files to your local drive.
Crystal Reports User’s Guide
21
Creating an installation point and installing from a network server
Creating an installation point and installing from
a network server
Installing Crystal Reports from a central network location involves two steps:
1 Make a copy of your Crystal Reports product distribution on a server machine
on the network (this copy becomes your installation point). See “Creating an
installation point for Crystal Reports” on page 22.
2 Access the server machine from a workstation, and run Setup.exe to install
Crystal Reports on the workstation. See “Installing Crystal Reports from a
network” on page 22.
Creating an installation point for Crystal Reports
This procedure must be performed by a network administrator who has write access
and network privileges. When this procedure is complete, end users will be able to
access Setup.exe from the network to install Crystal Reports onto their local machines.
Note: If users do not have the Microsoft Windows Installer configured on their
machines, the setup process detects the workstation’s operating system and
installs the appropriate Microsoft Windows Installer package.
To create an installation point
1 Create a folder on your network, and share this folder for the users who need
to run the setup.exe.
2 Copy the entire contents of your Crystal Reports product distribution to the
folder that you created in step 1.
3 Assign rights to the users who need to install Crystal Reports from this folder.
Note: Restricting access to this folder lets you stay within your license limit.
Installing Crystal Reports from a network
If your network administrator has copied Crystal Reports to the network, make
sure you have read privileges to that network before beginning this process.
If you are installing Crystal Reports on a computer running any of the supported
operating systems (see “Minimum installation requirements” on page 20), you
must have Administrator privileges on the computer. The installation process creates
registry entries and may update some system files that require Administrator rights.
Close all currently running programs and stop as many services as possible when
installing Crystal Reports.
To install Crystal Reports from a network
1 Access the folder on the network that contains the Crystal Reports installation files.
2 Double-click Setup.exe.
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Crystal Reports User’s Guide
3 Installing Crystal Reports
Note: Depending on the configuration of your current system, you may
receive a dialog box informing you to update existing files. Click Yes and
restart your machine. The Installation Wizard updates the required files.
3 Read and accept the License Agreement to proceed with the installation.
4
In the User Information dialog box, type your name, organization, and the
product activation keycode.
Tip: You may need to contact your Administrator for the product activation
keycode.
5 Click Next.
The Select Installation Type dialog box appears.
6 Choose the type of installation that you want to perform:
• Typical installs the most common application features.
• Custom enables you to choose the features that you want installed, to specify
where they will be installed, and to check the disk space required by each
feature. For details, see “Customizing your installation” on page 23.
7 Click Browse if you want to install Crystal Reports to a directory different
from the default location.
The default is C:\Program Files\Crystal Decisions\Crystal Reports 10\
8 Click Next.
The Start Install dialog box appears.
9 Click Next to begin copying files to your local drive.
Customizing your installation
Selecting the Custom installation option invokes the Select Features dialog box,
which allows you to install specific features, to change the default location of
various features, and to check the amount of disk space required by each feature.
Crystal Reports User’s Guide
23
Customizing your installation
The icons in the feature tree indicate whether the feature and its subfeatures will
be installed or not:
• A white icon means that the feature and all its subfeatures will be installed.
• A shaded icon means that the feature and some of its subfeatures will be installed.
• A yellow 1 means that the feature will be installed when required (installed on
demand).
• A red X means that the feature or subfeature is either unavailable or will not be
installed.
Crystal Reports uses an “install on-demand” technology for some of its features.
As a result, the very first time a particular feature is used after being installed, there
may be an extra wait for the “install on-demand” to complete. This behavior will
affect new installations only once and will not occur when features are restarted.
To select the configuration and location of a feature or subfeature, click its icon.
Note: Each feature or subfeature can have its own configuration and location.
Use the following table to determine your installation options for each feature or
subfeature:
Type of feature installation
Description of what is installed
Will be installed on local
hard drive
• Installs the feature on the local hard drive.
• Uses the Typical install settings to install
some of the feature’s subfeatures to the local
hard drive.
Entire feature will be
installed on local hard drive
• Installs the feature and all of its subfeatures
on the local hard drive.
Will be installed to run from
product distribution/
network
• Runs the feature and its Typical subfeatures
off the product distribution/network.
Note: Some subfeatures are not set up to run
from the product distribution/network. These
subfeatures will be installed on your local hard
drive.
Entire feature will be
installed to run from
product distribution/
network
• Runs the feature and all of its subfeatures off
the product distribution/network.
Note: Some subfeatures are not set up to run
from the product distribution/network. These
subfeatures will be installed on your local hard
drive.
Feature will be installed
when required
• Installs the feature or subfeature from the
product distribution/network when first
used.
Entire feature will be
unavailable
• Neither the feature nor its subfeatures are
installed.
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Crystal Reports User’s Guide
3 Installing Crystal Reports
Note: Subfeatures are listed below each feature. A subfeature can have a different
type of installation than its parent feature.
Installing the Java Reporting Component
Crystal Reports 10 introduces a Java version of the powerful Crystal Reports
reporting engine. The Java Reporting Component takes full advantage of Java’s
portability across operating systems and hardware platforms. It also provides a
fast, codeless way for developers to connect to data and to design dynamic, high-
fidelity presentation layers for J2EE applications.
The Java Reporting Component is provided with the Developer and Advanced
Developer distributions of Crystal Reports 10. The version of the Java Reporting
Component files that you need varies, depending on the integrated development
environment (IDE) that you are using.
Borland JBuilder 10
The Java Reporting Component is bundled with some editions of Borland JBuilder
10. The latest version of the Java Reporting Component for JBuilder is also provided
with the Developer and Advanced Developer distributions of Crystal Reports 10.
To install Crystal Reports for Borland JBuilder on Windows
1 Run CR10_Autorun_ENENT.exe from the Crystal Reports product distribution.
2 Click Add Java Components.
3 Click Crystal Reports for Borland JBuilder, and follow the instructions on the
screen.
Crystal Reports for Borland JBuilder is installed. The jar files for Crystal Reports
for Borland JBuilder are found in C:\Program Files\Common Files\Crystal
Decisions\2.5\java\lib.
To install Crystal Reports for Borland JBuilder on Solaris or Linux
1 At a command prompt, change your current directory to the
Crystal_Report_Java_Components/IDE_Integration/Borland_JBuilder/platform/
NoVM directory in the Crystal Reports product distribution (where platform is
either Solaris or Linux).
2 Run install.bin, and follow the instructions on the screen.
Crystal Reports for Borland JBuilder is installed. The jar files for Crystal Reports
for Borland JBuilder are found in $HOME/Crystal Reports for Borland JBuilder/
java/lib.
Crystal Reports User’s Guide
25
Installing the Java Reporting Component
BEA Weblogic Workshop 8.1 SP2
The Java Reporting Component is bundled with some editions of BEA Weblogic
Workshop 8.1 SP2. The latest version of the Java Reporting Component for BEA
Weblogic Workshop is also provided with the Developer and Advanced
Developer distributions of Crystal Reports 10.
To install Crystal Reports for BEA Weblogic Workshop on Windows
1 Run CR10_Autorun_ENENT.exe from the Crystal Reports product distribution.
2 Click Add Java Components.
3 Click Crystal Reports for BEA Weblogic Workshop, and follow the instructions
on the screen.
Crystal Reports for BEA Weblogic Workshop is installed. The jar files for
Crystal Reports for BEA Weblogic Workshop are found in C:\Program
Files\Common Files\Crystal Decisions\2.5\java\lib.
To install Crystal Reports for BEA Weblogic Workshop on Linux
1 At a command prompt, change your current directory to the
Crystal_Report_Java_Components/IDE_Integration/BEA_WLW/Linux/NoVM
directory in the Crystal Reports product distribution.
2 Run install.bin, and follow the instructions on the screen.
Crystal Reports for BEA Weblogic Workshop is installed. The jar files for
Crystal Reports for BEA Weblogic Workshop are found in $HOME/Crystal
Reports for BEA Weblogic Workshop/java/lib.
All other Integrated Development Environments
For all other integrated development environments (including development with
text editors), a standalone version of the Crystal Reports 10 Java Reporting
Component is provided with the Developer and Advanced Developer
distributions of Crystal Reports 10.
To install Crystal Reports 10 Java Reporting Component on Windows
1 Run CR10_Autorun_ENENT.exe from the Crystal Reports product distribution.
2 Click Add Java Components.
3 Click Crystal Reports 10 Java Reporting Component, and follow the instructions
on the screen.
Crystal Reports 10 Java Reporting Component is installed. The jar files for the
Java Reporting Component are found in C:\Program Files\Common
Files\Crystal Decisions\2.5\java\lib.
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3 Installing Crystal Reports
To install Crystal Reports 10 Java Reporting Component on Solaris or Linux
1 At a command prompt, change your current directory to the
Crystal_Report_Java_Components/platform/NoVM directory in the Crystal Reports
product distribution (where platform is either Solaris or Linux).
2 Run install.bin, and follow the instructions on the screen.
Crystal Reports 10 Java Reporting Component is installed. The jar files for the
Java Reporting Component are found in $HOME/Crystal Reports Java Reporting
Component/java/lib.
Upgrading Crystal Reports components
If you have purchased an upgrade product activation keycode, you will find that
the installation program does not remove your previous version of Crystal
Reports. In general, upgrading Crystal Reports components provides you with a
side-by-side installation (that is, an installation in which you can run either your
old or new version of Crystal Reports).
Note: Crystal Reports 10 side-by-side installation is supported when upgrading
from Crystal Reports 9 or Crystal Reports 8.5.
This side-by-side behavior applies to Crystal Reports and the various Software
Development Kits (SDKs). Crystal Reports 10 for Visual Studio .NET can be used
in side-by-side mode at runtime (that is, applications written using Crystal Reports
9 for Visual Studio .NET will continue to run with Crystal Reports 9 for Visual
Studio .NET assemblies). However, Visual Studio integration is not side by side;
only one version of Crystal Reports can be integrated into the Visual Studio .NET
IDE at any given time. The same thing applies to the Report Designer Component
(RDC): the RDC can be used in side-by-side mode at runtime, but IDE integration
is not side by side.
Note:
• When you upgrade Crystal Reports 9 components, the Crystal Repository
presents a special case. You must install the Crystal Repository from the
Crystal Enterprise Standard product distribution (see the Crystal Enterprise 10
Installation Guide for information). You must then move repository content that
you added in Crystal Reports 9 to the new repository. See the chapter called
“Migrating the Crystal Repository” in the Business Views Administrator’s Guide
for information about how to do this.
• For further information that may pertain to your reporting environment, consult
the Release Notes included with your product distribution (release.htm).
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Upgrading Crystal Reports components

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Crystal Reports User’s Guide
Quick Start
4
This chapter begins with an overview of the sample reports
and data commonly used with Crystal Reports. It then
presents an overview of the Report Creation Wizards—
both new and advanced users can benefit from looking at
the Standard Report Creation Wizard as it has many steps
in common with the other Report Creation Wizards.
Finally, the chapter offers two tutorials: one for new users
and another for more advanced users.
Crystal Reports User’s Guide
29
Learning how to use Crystal Reports
Learning how to use Crystal Reports
You can teach yourself how to use Crystal Reports by choosing from the methods
available in this chapter:
• You can study the sample reports and sample database included with Crystal
Reports.
• You can use the detailed descriptions and instructions in the “Quick start for
new users” on page 32.
• You can use the summaries and topic cross-references in the “Quick start for
advanced users” on page 51—especially useful if you’re already familiar with
reporting concepts.
Each method is a helpful way to learn and understand Crystal Reports and,
although any one might be enough to get you up and running, you can always
come back to this chapter and consult the other methods as you need them.
Sample data - Xtreme.mdb
Crystal Reports comes with Xtreme.mdb, a sample database you can use when
learning the program. Xtreme.mdb is a Microsoft Access database and all of the
necessary drivers are included. You should be able to open the database directly
and begin designing reports. Virtually all of the examples in this manual are based
on Xtreme.mdb data.
Xtreme.mdb is a database that contains data for Xtreme Mountain Bikes, a
fictitious manufacturer of mountain bikes and accessories.
Note: The sample data has been designed to illustrate various reporting concepts
in a training environment, not to teach database design. While there are
alternative ways of designing a database, this design was selected to keep the
tutorials and examples focused on reporting, not on data manipulation.
Report Creation Wizards
The tutorials in this chapter show you how to build a report from scratch. As a
complement or an alternative, however, you may want to use the Report Creation
Wizards available through the Crystal Reports Gallery. There are four Report
Creation Wizards:
• Standard
• Cross-Tab
• Mail Label
• OLAP
Each wizard guides you through the creation of a report by providing a series of
screens. Many of the wizards have screens unique to a specific type of report. For
example, the Mailing Labels Report Creation Wizard has a screen that allows you
to specify the type of mailing label you want to use.
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Crystal Reports User’s Guide