Crystal Reports: Your New Best Friend?
Joe Meehan
Joe Meehan : Crystal Reports | Page #2
Things about the next 75 minutes…
Hashtag #bbcrystal - #bbcon
Joe Meehan : Crystal Reports | Page #3
What IS Crystal Reports?
 A Report Writing program – Contains No Data
 Mail Merge...
Joe Meehan : Crystal Reports | Page #4
When to use Crystal Reports?
 You keep exporting to
Microsoft Excel and
having to ...
Joe Meehan : Crystal Reports | Page #5
Why use Crystal Reports?
 1,000,000 reports in Raiser’s Edge; no report that is “j...
Joe Meehan : Crystal Reports | Page #6
I’ve always wanted a custom report that can…
 Format consistency across department...
Joe Meehan : Crystal Reports | Page #7
Where to start? Query, of course
Query: WHO
Export: WHAT
Crystal: WOW
Create Query
Joe Meehan : Crystal Reports | Page #8
Create a New Export
Use Blackbaud Report Writer Database (MDB) Format
Joe Meehan : Crystal Reports | Page #9
New Export - Select Query – Select Report Fields
Select which query to base your Ex...
Joe Meehan : Crystal Reports | Page #10
Exporting the Data File
Save the Data File
Joe Meehan : Crystal Reports | Page #11
Export Control Report – Your Roadmap to the Report
Field = Raiser’s Edge
Header = ...
Joe Meehan : Crystal Reports | Page #12
Attaching the export data file to a Crystal Report
If you are using Crystal 11
1. ...
Joe Meehan : Crystal Reports | Page #13
Standard Report Creation Wizard (Crystal XI)
 The Data Exports
out as 1 file
(dat...
Joe Meehan : Crystal Reports | Page #14
Choosing the fields to display
•Click on the “+” to expand
the table to see the fi...
Joe Meehan : Crystal Reports | Page #15
Simple Preview of Crystal Reports with 3 fields Data
Joe Meehan : Crystal Reports | Page #16
Breakdown of Each Section of Crystal Reports
 Report Header (appears once at top ...
Joe Meehan : Crystal Reports | Page #17
Insert Special Fields into the Report
 Page N of M
 Print Date/Time
 File Path ...
Joe Meehan : Crystal Reports | Page #18
Insert Text Object & Formatting Fields
Add a Text Object to Label you Fields, Repo...
Joe Meehan : Crystal Reports | Page #19
Your Secret Weapon – Right Click on a Field
Right Click on Any Field
Format Editor...
Joe Meehan : Crystal Reports | Page #20
Let the fields of data work for you
 Any field can be sized to a specific length
...
Joe Meehan : Crystal Reports | Page #21
Sorting
Sort by any field exported in the data file – not just ones displayed
Let’...
Joe Meehan : Crystal Reports | Page #22
Inserting Multiple Details Section
 Multiple lines of data in additional details ...
Joe Meehan : Crystal Reports | Page #23
Multiple Details Sections Preview
• Details A: Name
• Details B: Position
• Detail...
Joe Meehan : Crystal Reports | Page #24
Formatting Sections…
 Click on Format
 Click on Sections…
 Highlight the Sectio...
Joe Meehan : Crystal Reports | Page #25
Suppressed Blank Detail Section - Example
Details sections with no
position, no pr...
Joe Meehan : Crystal Reports | Page #26
Sample Two: Adding Campaign Totals
 We want to see total giving PER CONSTITUENT
–...
Joe Meehan : Crystal Reports | Page #27
Gift Summary Export – Tab 1
Determine Gift Date Range
Decide on Soft Credit Option...
Joe Meehan : Crystal Reports | Page #28
Gift Summary Tab 2 –Gift Summaries Exported
Export All Gifts from the
ANNUAL
Campa...
Joe Meehan : Crystal Reports | Page #29
Insert Additional Fields – Gift Summaries
• Click on VIEW…
• [Field Explorer]
(dia...
Joe Meehan : Crystal Reports | Page #30
Showing Giving Totals Per Constituent
Joe Meehan : Crystal Reports | Page #31
Inserting (Gift) Grand Totals
From the INSERT Menu
Insert SUMMARY…
Do this for bot...
Joe Meehan : Crystal Reports | Page #32
Grand Totals Show as Report Footer
Gift Fields
Gift Field Total
Joe Meehan : Crystal Reports | Page #33
Daily Gift Report Export Example
Let’s Export out all the fields you’ve ever
wante...
Joe Meehan : Crystal Reports | Page #34
All the Fields you’d ever want to see in a gift report…but were afraid to ask
• Gi...
Joe Meehan : Crystal Reports | Page #35
Insert Group Menu and Options
 Click on INSERT…GROUP…
 Choose which field to gro...
Joe Meehan : Crystal Reports | Page #36
Group Sections – Design View
 A Group Section is inserted
Think of you GROUP as y...
Joe Meehan : Crystal Reports | Page #37
Final Report with Groups, Multi-detail, & Totals
 Allows you to
keep similar
reco...
Joe Meehan : Crystal Reports | Page #38
Make a great event report for your needs
 Export out the fields you need to see t...
Joe Meehan : Crystal Reports | Page #39
Let Crystal Reports Design Report with Templates
Bring all your fields into a stan...
Joe Meehan : Crystal Reports | Page #40
Templates in Crystal Reports with YOUR data
Joe Meehan : Crystal Reports | Page #41
Saving your Custom Reports
Once you’ve got a set report,
save it as a CUSTOM REPOR...
Joe Meehan : Crystal Reports | Page #42
Advantages of Crystal Report
 Use the same template / report for different querie...
Joe Meehan : Crystal Reports | Page #43
Things to Remember
 Rome wasn’t build in a day neither are great Crystal Reports
...
Joe Meehan : Crystal Reports | Page #44
Joe Meehan
Associate Director of Database Marketing & Information, Milken Institut...
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  • But I don’t have time to do Crystal Reports.5 days prior to events – most work done.Event report – 6 times a day, takes you 5-10 minute to format report each time. 60 minutesX 3 employees = 3 HOURS a day wasted.
  • Why Crystal Reports? Most Raiser’s Edge reports are SINGULAR in natureWasted Space
  • Meehan joe crystal reports 2010

    1. 1. Crystal Reports: Your New Best Friend? Joe Meehan
    2. 2. Joe Meehan : Crystal Reports | Page #2 Things about the next 75 minutes… Hashtag #bbcrystal - #bbcon
    3. 3. Joe Meehan : Crystal Reports | Page #3 What IS Crystal Reports?  A Report Writing program – Contains No Data  Mail Merge on Steroids  Does your organization have Crystal Reports?  Most reports in Raiser’s Edge use Crystal Reports Does Word save you $? Raise $ for you? Does Excel save you $? Raise $ for you? ROI with Crystal Reports: Is your time worth $? What is your ROI?
    4. 4. Joe Meehan : Crystal Reports | Page #4 When to use Crystal Reports?  You keep exporting to Microsoft Excel and having to re-format the report each time  Especially when you’ve done 30 minutes of formatting only to find out… there’s a problem with your data?!?
    5. 5. Joe Meehan : Crystal Reports | Page #5 Why use Crystal Reports?  1,000,000 reports in Raiser’s Edge; no report that is “just right” listed.  Fields you don’t need or want… appear on reports.  Fields that you DO need or want… aren’t available.
    6. 6. Joe Meehan : Crystal Reports | Page #6 I’ve always wanted a custom report that can…  Format consistency across departments  Insert graphics (logos, pictures, links)  Save your reports as CUSTOM REPORT  Run CUSTOM REPORTS with 1-click  Export it as a ADOBE PDF document
    7. 7. Joe Meehan : Crystal Reports | Page #7 Where to start? Query, of course Query: WHO Export: WHAT Crystal: WOW Create Query
    8. 8. Joe Meehan : Crystal Reports | Page #8 Create a New Export Use Blackbaud Report Writer Database (MDB) Format
    9. 9. Joe Meehan : Crystal Reports | Page #9 New Export - Select Query – Select Report Fields Select which query to base your Export on Select the fields you need for your Report Create Control Report to help map fields
    10. 10. Joe Meehan : Crystal Reports | Page #10 Exporting the Data File Save the Data File
    11. 11. Joe Meehan : Crystal Reports | Page #11 Export Control Report – Your Roadmap to the Report Field = Raiser’s Edge Header = Crystal Report Helpful to match fields when creating report layout
    12. 12. Joe Meehan : Crystal Reports | Page #12 Attaching the export data file to a Crystal Report If you are using Crystal 11 1. Select Blank Report 2. Select the "+" next to Create New Connection. 3. Select the "+" next to Database Files. 4. Browse out and select appropriate data file. 5. Highlight all of the tables and add them all to the "Selected Tables" column on right. 6. Select the "Links" tab. 7. Double click on each link/line between the tables and change the Join Type from Inner Join to Left Outer Join. 8. After changing all of the links to Left Outer Join select the OK button on the Database Expert dialog box. If you are using Crystal 8.5 1. Select Blank Report. 2. Select "+" next to Database Files. 3. Double Click on Find Database File. 4. Browse out and select appropriate data file. 5. Using the Shift key highlight all of the tables in data file and then select the "Add" and then the "Close" button. 6. Select the "Tables..." button. 7. Move any tables from Invisible Tables box to Visible Tables box and select OK. 8. Select OK on the Visual Linking Expert dialog box.
    13. 13. Joe Meehan : Crystal Reports | Page #13 Standard Report Creation Wizard (Crystal XI)  The Data Exports out as 1 file (data.mdb)  But in several different tables  Your job is to make sure you have it “linked” correctly.  Not much harder than Mail Merge in Word
    14. 14. Joe Meehan : Crystal Reports | Page #14 Choosing the fields to display •Click on the “+” to expand the table to see the fields •This is where the Export Control Sheet can be helpful •You only need to bring over fields you want to display
    15. 15. Joe Meehan : Crystal Reports | Page #15 Simple Preview of Crystal Reports with 3 fields Data
    16. 16. Joe Meehan : Crystal Reports | Page #16 Breakdown of Each Section of Crystal Reports  Report Header (appears once at top of report)  Page Header (appears at top of each page)  Details (THE DATA!!!)  Report Footer (appears once at the end of the report)  Page Footer (appears at bottom of each page)  You can add multiple instances of each section Add a second or third instance of the Details section  You can Suppress sections to not display altogether
    17. 17. Joe Meehan : Crystal Reports | Page #17 Insert Special Fields into the Report  Page N of M  Print Date/Time  File Path and Name  Data Date and Time  Drag and Drop Fields into Headers / Footer
    18. 18. Joe Meehan : Crystal Reports | Page #18 Insert Text Object & Formatting Fields Add a Text Object to Label you Fields, Report Name & Column Headers Format Text: Bold, Color, Underline, Italic, Currency, Font Size, Font, Insert Graphics Similar Toolbar to Microsoft Office Products
    19. 19. Joe Meehan : Crystal Reports | Page #19 Your Secret Weapon – Right Click on a Field Right Click on Any Field Format Editor • Suppress fields • Suppress if Duplicated • Add Borders • Make a field a hyperlink (URL, MailTo:) • Write formulas for each field (ex. If Gift Amount > $100, change to RED font)
    20. 20. Joe Meehan : Crystal Reports | Page #20 Let the fields of data work for you  Any field can be sized to a specific length  Remember that at times fields can overlap each other  You can create a text box to combine fields Example: [Organization_Name] (space)(-)(space) [Name] Microsoft – Bill Gates  Use the CAN GROW feature on any field  No more reports where the field cuts off the end of the information Example: The Brad Pit The Brad Pitt & Joe Meehan New Orleans Beverage Foundation
    21. 21. Joe Meehan : Crystal Reports | Page #21 Sorting Sort by any field exported in the data file – not just ones displayed Let’s see you do THAT in Excel
    22. 22. Joe Meehan : Crystal Reports | Page #22 Inserting Multiple Details Section  Multiple lines of data in additional details section – Name – Organization – Position – Line (Insert – Line --- to act as a divider)
    23. 23. Joe Meehan : Crystal Reports | Page #23 Multiple Details Sections Preview • Details A: Name • Details B: Position • Details C: Primary Business Name • Details D: divider line
    24. 24. Joe Meehan : Crystal Reports | Page #24 Formatting Sections…  Click on Format  Click on Sections…  Highlight the Section you want to format • Select the “Suppress Blank Section” checkbox
    25. 25. Joe Meehan : Crystal Reports | Page #25 Suppressed Blank Detail Section - Example Details sections with no position, no primary business name are now removed As a result of the “Suppress Blank Section” Formatting, no more blank lines
    26. 26. Joe Meehan : Crystal Reports | Page #26 Sample Two: Adding Campaign Totals  We want to see total giving PER CONSTITUENT – for two separate Campaigns  Requires two separate export fields – (Gift Summary 1, Gift Summary 2)  We want to have a Total per Campaign – To appear at the bottom of the report
    27. 27. Joe Meehan : Crystal Reports | Page #27 Gift Summary Export – Tab 1 Determine Gift Date Range Decide on Soft Credit Option Decide on MG Option
    28. 28. Joe Meehan : Crystal Reports | Page #28 Gift Summary Tab 2 –Gift Summaries Exported Export All Gifts from the ANNUAL Campaign Export All Gifts from the CAPITAL Campaign This creates two separate fields for the reports
    29. 29. Joe Meehan : Crystal Reports | Page #29 Insert Additional Fields – Gift Summaries • Click on VIEW… • [Field Explorer] (dialog window should appear to your right) • Refer to Export Control Sheet to figure out Fields • Choose the Field you want to see on the report Drop and Drag
    30. 30. Joe Meehan : Crystal Reports | Page #30 Showing Giving Totals Per Constituent
    31. 31. Joe Meehan : Crystal Reports | Page #31 Inserting (Gift) Grand Totals From the INSERT Menu Insert SUMMARY… Do this for both gift fields
    32. 32. Joe Meehan : Crystal Reports | Page #32 Grand Totals Show as Report Footer Gift Fields Gift Field Total
    33. 33. Joe Meehan : Crystal Reports | Page #33 Daily Gift Report Export Example Let’s Export out all the fields you’ve ever wanted to see on a Gift Report!
    34. 34. Joe Meehan : Crystal Reports | Page #34 All the Fields you’d ever want to see in a gift report…but were afraid to ask • Gift Date • Donor Name • Contact Details • Campaign • Fund • Appeal • Package • Solicitor • Soft Credit Name • Gift Notes • Amount • Gift Type
    35. 35. Joe Meehan : Crystal Reports | Page #35 Insert Group Menu and Options  Click on INSERT…GROUP…  Choose which field to group by from your drop down (the field does NOT have to appear in the report)  Choose HOW it should be sorted
    36. 36. Joe Meehan : Crystal Reports | Page #36 Group Sections – Design View  A Group Section is inserted Think of you GROUP as your sub-headings
    37. 37. Joe Meehan : Crystal Reports | Page #37 Final Report with Groups, Multi-detail, & Totals  Allows you to keep similar records together  Group Sections can be formatted like all other sections  What are fields that you want to GROUP by?
    38. 38. Joe Meehan : Crystal Reports | Page #38 Make a great event report for your needs  Export out the fields you need to see to make better decisions for the event  Add color & logos  Group by table, by last name, table name  Sort alphabetically in each group  No more tables in Word  No more “private” multi-saved lists in Excel
    39. 39. Joe Meehan : Crystal Reports | Page #39 Let Crystal Reports Design Report with Templates Bring all your fields into a standard report, Add Totals Click on Report… Template Expert…, Pick a Style… Click OK
    40. 40. Joe Meehan : Crystal Reports | Page #40 Templates in Crystal Reports with YOUR data
    41. 41. Joe Meehan : Crystal Reports | Page #41 Saving your Custom Reports Once you’ve got a set report, save it as a CUSTOM REPORT inside Raiser’s Edge Reports Create export/report prior to this step Base the query (used with export) & include the <ASK> field. Let the report be used for all your event, solicitor, gift reports. Save it as a Favorite on your HOME Screen
    42. 42. Joe Meehan : Crystal Reports | Page #42 Advantages of Crystal Report  Use the same template / report for different queries  No need to re-format, re-sort fields  No need to re-create totals  Consistent Report use amongst staff  Export Report as a PDF (Send Externally)  Can be setup as CUSTOM REPORT with Raiser’s Edge Reports  Save you time… and Advil
    43. 43. Joe Meehan : Crystal Reports | Page #43 Things to Remember  Rome wasn’t build in a day neither are great Crystal Reports  Formatting a report takes time – breathe  Have an idea / layout of the report ahead of time  Don’t forget to export Sorting fields  Ask for help – Blackbaud Support – Knowledgebase & Forums – Blackbaud Report Writing Services  If you made it this far – you can do ANYTHING!
    44. 44. Joe Meehan : Crystal Reports | Page #44 Joe Meehan Associate Director of Database Marketing & Information, Milken Institute JMeehan@MilkenInstitute.Org Twitter.com/JoeMeehan Yes… I use Crystal for all my reports… unless she’s sick. Then, I call Dwight.

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