Sorting Data and Suppressing Duplicate Data



  1. Begin by opening an existing report using the Open button.


    Click the Open button.

    Step 1
  2. Use the Open dialog box to browse and select a report from the list.

    Step 2
  3. In this example, you open the CUSTOMER_INFORMATION.rpt report.


    Click the CUSTOMER_INFORMATION.rpt list item.

    Step 3
  4. Click the Open button.

    Step 4
  5. Use the Preview window to preview the results of reports.

    Step 5
  6. Click the Design tab.

    Step 6
  7. Use the Design window to create professional looking reports.

    Step 7
  8. Use the Record Sort Expert button to change the order in which records appear in your report.


    Alternatively, select Report, Record Sort Expert on the menu bar.

    Step 8
  9. In this example, you will sort the report using the Record Sort Expert button.


    Click the Record Sort Expert button.

    Step 9
  10. Use the Record Sort Order dialog box to define how you want the records in your report to be sorted for printing. You can add and remove a sort field and define the sort direction (ascending or descending) for the data in your report.

    Step 10
  11. In this example, you will sort the TRAINING.DESCR field in descending order.


    Click the TRAINING.DESCR list item.

    Step 11
  12. Click the right arrow to move the field to the Sort Fields section.


    Click the Move to Right button.

    Step 12
  13. Click the Descending option.

    Step 13
  14. Click the OK button.

    Step 14
  15. In this example, you select the CUSTOMER_TYPE field to suppress duplicate values.


    Click in the CUSTOMER_TYPE field.

    Step 15
  16. Use the Format Object button to format the selected object such as field, box, graphic, map, chart, and so on.


    Alternatively, select Format, Format Object on the menu bar; or right-click the object and select the Format Object option.

    Step 16
  17. In this example, you will format the CUSTOMER_TYPE field using the Format Object button.


    Click the Format Object button.

    Step 17
  18. Use the Format Editor dialog box to format and suppress duplicate values in reports.

    Step 18
  19. Click the Common tab.

    Step 19
  20. Select the Keep Object Together option to keep all objects together on the same page.

    Step 20
  21. Select the Close Border on Page Break option to keep borders on objects even if they are separated by page breaks.

    Step 21
  22. Use the Text Rotation to rotate text by 0, 90, or 270 degrees.

    Step 22
  23. Use the Suppress If Duplicated option to remove duplicate values from the report.


    Note that the Suppress If Duplicated feature in Crystal Reports is similar to the Distinct feature in Oracle PeopleSoft Query.

    Step 23
  24. Click the Suppress If Duplicated option.

    Step 24
  25. Click the OK button.

    Step 25
  26. Use the Save button to save reports.


    Alternatively, select File, Save on the menu bar.

    Step 26
  27. In this example, you will save the report using the Save button.


    Click the Save button.

    Step 27
  28. Click the Preview tab.

    Step 28
  29. The Customer Information report displays the results sorted by customer types.

    Step 29

You have successfully sorted data and suppressed duplicate data in a report.

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