Creating Basic Reports


Concept


Steps:

  1. The Crystal Reports window is displayed for you. Create a new document.

     

    Click the New button.

    Step 1
  2. You can create a Crystal Report using the predefined report templates in the Report Expert. In this example, you will start by creating a blank report.

     

    Click the As a Blank Report option.

    Step 2
  3. Click the OK button.

    Step 3
  4. The Database Expert dialog box appears. You use this dialog box to search for and select the PeopleSoft query that you are going to use for the report.

     

    Click the expand button.

    Step 4
  5. You can click the expand icon next to the ODBC folder or double-click the ODBC folder label to open it.

     

    Click the expand button.

    Step 5
  6. Use the ODBC (RDO) dialog box to connect to the required data source. Locate the PeopleSoft PeopleTools option.

     

    Click the vertical scrollbar.

    Step 6
  7. Click the PeopleSoft PeopleTools list item.

    Step 7
  8. Click the Next > button.

    Step 8
  9. You are prompted to log on to PeopleSoft the first time you create a new report or run a report in Crystal Reports. The User ID and Password fields are case-sensitive in the application.

     

    Enter the desired information into the User ID field. Enter

     a valid value
     e.g.
     "PS"
    .

    Step 9
  10. Click in the Password field.

    Step 10
  11. Enter the desired information into the Password field. Enter

     a valid value
     e.g.
     "PS"
    .

    Step 11
  12. Click in the Database field.

    Step 12
  13. Specify the database name. For the purpose of this example, use the ADNTTP08 database.

     

    Enter the desired information into the Database field. Enter

     a valid value
     e.g.
     "ADNTTP08"
    .

    Step 13
  14. Click the Finish button.

    Step 14
  15. The connection to the database has been made. Next, select a query that you will use to retrieve data for the report.

     

    Click the expand button.

    Step 15
  16. Users have access to different queries depending on their security level. This dialog box contains a list of all the PeopleSoft queries from which you can create a report based on your access.

    Step 16
  17. You can double-click a query name to select it, or click the query name and then click the Add button to select it. In this example, you want to use the AD705__REGION_TABLE query.

     

    Click the AD705__REGION_TABLE list item.

    Step 17
  18. Click the Add button.

    Step 18
  19. Click the OK button.

    Step 19
  20. The Crystal Reports window is divided into two major components, the Design page and the Preview page.

     

    The Design page is where the majority of report creation takes place. PeopleSoft recommends that you perform most operations from the Design page because it is easier to work with representations of the data on this page instead of the actual data displayed on the Preview page.

    Step 20
  21. The Design page consists of five major sections: Report Header, Page Header, Details, Report Footer, and Page Footer. Each section serves a specific purpose in the creation of a finished report.

     

    The page components are labeled to designate various sections of your report. Where you place objects in these sections is determined by where you want them to appear in the printed report. From this page, you can perform various tasks such as specifying sort options, creating groups, and formatting fields.

    Step 21
  22. Information placed in the Report Header section of the Design page appears only once at the top of the first page of the report. This section is typically for the report title, company logo, and any other information you want only at the beginning of the report.

    Step 22
  23. Information placed in the Page Header section of the Design page appears at the top of each page of the report and follows the Report Header information on the first page. This section typically contains header information, such as column headings.

    Step 23
  24. Information placed in the Details section of the Design page appears in the main body of the report after the Page Header information. The majority of the report data should be placed here.

    Step 24
  25. Information placed in the Report Footer section of the Design page appears at the bottom of the last page and follows the last detail row. This section typically holds information you want only at the end of the report, such as summary information.

    Step 25
  26. Information placed in the Page Footer section of the Design page appears at the bottom of each page of the report and follows the Report Footer information on the last page. This section typically contains footer information, such as page numbers.

    Step 26
  27. A connection to the selected query has been made. The next step is to add fields to the Crystal Reports document.

     

    Click the Field Explorer button.

    Step 27
  28. Open the Database Fields folder.

     

    Click the expand button.

    Step 28
  29. Open the AD705__REGION_TABLE folder.

     

    Click the expand button.

    Step 29
  30. The application displays the fields for this table. You select the fields for the report, using one of the following methods:

    • Double-click the field name and move the Insert cursor to the Details section of the Design page. Click the mouse to insert the field.

    • Click and drag the field name to the Details section. Release the mouse to insert the field.

    • Select a field, click the Insert to Report button, and move the Insert cursor to the Details section of the Design page. Finally, click the mouse to insert the field.

    Step 30
  31. For the first field, you will use the Insert to Report button to add the field to the report.

     

    Click the SETID list item.

    Step 31
  32. Click the Insert to Report button.

    Step 32
  33. Move the cursor to the highlighted area of the report in the Details section, and click the mouse to position the field.

     

    Click the Details cell.

    Step 33
  34. Use the double-click method to add the second field to the report.

     

    Double-click the REGION list item.

    Step 34
  35. Move the cursor to the highlighted area of the report in the Details section and click the mouse to position the field.

     

    Click the Details cell.

    Step 35
  36. For the purposes of this example, the remaining fields will be entered for you to avoid repetition.

    Step 36
  37. Notice that all the fields have been added.

     

    Click the Close button.

    Step 37
  38. The fields are now placed on the report. When you place a field in the Details section on the report, the system automatically adds a column heading to the Page Header section. Save the report.

     

    Click the Save button.

    Step 38
  39. Enter the desired information into the File name field. Enter

     a valid value
     e.g.
     "region"
    .

    Step 39
  40. Click the Save button.

    Step 40
  41. After you create the template on the Design page of the report and link to the query, you click the Refresh button to preview the report. Crystal Reports opens PeopleSoft Query and runs the report containing data retrieved from the query.

     

    Click the Refresh button.

    Step 41
  42. The results are displayed on the Preview page.

     

    The Preview page enables you to view the finished product prior to printing so that you can see the results of the formatting, sorting, and grouping from the Design page. The Design and Preview pages are interconnected, so whatever changes you make on one page are reflected on the other.

    Step 42
  43. The Preview page of the report window consists of four major sections: Group Tree View, Report View, Date Age Indicator, and Navigation buttons. Each section serves a specific purpose in the viewing of a finished report. This page does not appear until Crystal retrieves data from PeopleSoft Query. The report data then appears on the Preview page.

    Step 43
  44. If data is grouped in the report, the group headings appear in the Group Tree View. The group tree view also serves as a navigation option. To move to a group within the report, click the group heading in this view and the corresponding data appears on the right (the Report View). You can toggle this option on and off, using the Group Tree button on the toolbar.

    Step 44
  45. In the Report View, the system displays each report page one page at a time. Use the navigation buttons to move through the report.

    Step 45
  46. The Data Age Indicator displays the date that the data was last retrieved. If the report data was retrieved today, the indicator displays Today and the time of retrieval. This allows the user to determine if a refresh is required to retrieve the most current data for reporting accuracy.

    Step 46
  47. The navigation buttons move you through the report pages on the Preview panel.

    Step 47
  48. Displayed between the buttons is the current page number with respect to the last page you viewed.

    Step 48
  49. Once you create and save a report, you can update the data at any time. To update the data in a report, click the Refresh button. Once again, Crystal Reports links to PeopleSoft query, this time to rerun the query associated with the report. In this manner, you can create updated Crystal reports from the initial report.

    Step 49

You have successfully created a Crystal report.

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