Measure The RightStuff Through CustomCrystal ReportsPRESENTED BY JOE MEEHAN                          1
WHATS CRYSTAL REPORTS? WHAT IS YOUR ROI?• A Report Writing program – Contains No Data• Mail Merge on Steroids• Does your o...
WHEN TO USE CRYSTAL REPORTS?• Keep exporting to Excel?• Re-format the report each  time?• You’ve spent 30 minutes  of form...
WHY USE CRYSTAL REPORTS?•   10,000 reports in Raiser’s Edge; but what you need isn’t listed.•   Fields you don’t need or w...
I’VE ALWAYS WANTED A CUSTOM REPORT THAT CAN…   • Insert graphics (logos, pictures, links)    Save your reports as CUSTOM ...
WHERE TO START? QUERY, OF COURSE           • the WHO of the dataQuery           • The WHAT of theExport       data        ...
EXPORT CONTROL REPORT IS YOUR ROADMAP                                   Field = Raiser’s Edge                             ...
ATTACHING THE EXPORT DATA FILE TO A CRYSTAL                 REPORTIf you are using Crystal 8.5                      If you...
STANDARD REPORT CREATION WIZARD (CRYSTAL XI)• The Data Exports out  as one complete file  (data.mdb)• But in crystal, you’...
CHOOSING THE FIELDS TO DISPLAY                                 •Click on the “+” to expand                                ...
SIMPLE PREVIEW OF CRYSTAL REPORTS                        11
BREAKDOWN OF EACH SECTION• Report Header (appears once at top of report)• Page Header (appears at top of each page)• Detai...
INSERT SPECIAL FIELDS INTO THE REPORT Page N of M Print Date/Time File Path and Name Data Date and Time Drag & Drop i...
INSERT TEXT OBJECT & FORMATTING FIELDSSimilar Toolbar to Microsoft Office ProductsAdd a Text Object to Label you Fields, R...
YOUR SECRET WEAPON – RIGHT CLICK ON A FIELDRight Click on Any Field                               Format Editor           ...
LET THE FIELDS OF DATA WORK FOR YOU• Any field can be sized to a specific length• Remember that at times fields can overla...
SORTING   Sort by any field exported in the data file – not just ones displayed                                    Let’s s...
INSERTING MULTIPLE DETAILS SECTION              Multiple lines of data in additional details section                 –   ...
MULTIPLE DETAILS SECTIONS PREVIEWDetails A: NameDetails B: PositionDetails C: Primary BusinessDetails D: Divider line     ...
FORMATTING SECTIONS… Click on Format Click on Sections… Highlight the Section  you want to format     • Select the “Sup...
SUPPRESSED BLANK DETAIL SECTION - EXAMPLE                                  Details sections with no                       ...
SAMPLE TWO: ADDING CAMPAIGN TOTALSShow total giving per constituent• For 2 separate CampaignsRequires 2 separate export fi...
GIFT SUMMARY EXPORT – TAB 1Determine Gift Date RangeDecide on Soft Credit OptionDecide on MG Option                       ...
GIFT SUMMARY TAB 2 –GIFT SUMMARIES EXPORTED  Export All Gifts from the           Export All Gifts from the         ANNUAL ...
INSERT ADDITIONAL FIELDS – GIFT SUMMARIES                                      •   Click on VIEW…                         ...
SHOWING GIVING TOTALS PER CONSTITUENT                        26
INSERTING (GIFT) GRAND TOTALSFrom the INSERT Menu Insert SUMMARY…                                   Do this for both gift ...
GRAND TOTALS SHOW AS REPORT FOOTER                                        Gift Fields                                     ...
DAILY GIFT REPORT EXPORT EXAMPLE                      Let’s Export out all the fields you’ve                         ever ...
ALL THE FIELDS YOU’D EVER WANT TO SEE IN A GIFT REPORT…   BUT WERE AFRAID TO ASK•   Gift Date         •   Campaign        ...
INSERT GROUP MENU AND OPTIONS• Click on INSERT…GROUP…• Choose which field to group by from your drop down (the field does ...
GROUP SECTIONS – DESIGN VIEW• A Group Section is insertedThink of your GROUP as your sub-headings                         ...
FINAL REPORT WITH GROUPS, MULTI-DETAIL, & TOTALS• Allows you to  keep similar  records  together• Group Sections  can be  ...
MAKE A GREAT EVENT REPORT FOR YOUR NEEDS                 • Export out the fields you need to see to make                  ...
USE CRYSTAL REPORTS TEMPLATESBring all your fields into a standard report, Add TotalsClick on Report… Template Expert…, Pi...
SAMPLE TEMPLATES IN CRYSTAL REPORTS                       36
CHARTS UPDATE AUTOMATICALLY• Chart will update as you (re) export new data                                                ...
INCLUDING PICTURES IN YOUR REPORTS                            Create a                           “Facebook”               ...
CREATING YOUR OWN FACEBOOKLink your constituents to JPGs     "U:Photos"&{CnBio.CnBio_ID}&".jpg"                           ...
USING SUB-REPORTS (REPORT WITHIN A REPORT)• Insert sub-reports to see records that have more than 1 entry• What fields are...
SAMPLE DATABASE: CUSTOM REPORT EXPORT                                        Exports last                                 ...
DESIGN TAB OF SAMPLE CUSTOM REPORTAdvanced report design - but flexible enough to handle all fields                       ...
PREVIEW TAB OF SAMPLE CUSTOM REPORTLast 3 Actions                               Last 3 Gifts                          43
SAVING YOUR CUSTOM REPORTSOnce you’ve got a report,save it as a CUSTOM REPORTinside Raiser’s Edge ReportsCreate export/rep...
ADVANTAGES OF CRYSTAL REPORT• Use the same template / report for different queries• No need to re-format, re-sort fields• ...
THINGS TO REMEMBER• Rome wasn’t build in a day neither are great Crystal Reports• Formatting a report takes time – breathe...
Joe Meehan     Associate Director of Database     Marketing & Information     Milken Institute     JMeehan@MilkenInstitute...
Upcoming SlideShare
Loading in …5
×

Measure the right stuff with crystal reports bb con 2011

1,395 views

Published on

This session was a review of Crystal Reports® and how they're used with The Raiser's Edge, advantages over Microsoft Excel®, types of reports available, and how to set up custom reports. Learn details about grouping, subtotals, suppressing records, and consistency among staff reports.

Published in: Technology
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
1,395
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
36
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • TITLE SLIDE.
  • Measure the right stuff with crystal reports bb con 2011

    1. 1. Measure The RightStuff Through CustomCrystal ReportsPRESENTED BY JOE MEEHAN 1
    2. 2. WHATS CRYSTAL REPORTS? WHAT IS YOUR ROI?• 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 using Word save you $? Raise $ for you?• Does using Excel save you $? Raise $ for you?• ROI with Crystal Reports: Is your time worth $? 2
    3. 3. WHEN TO USE CRYSTAL REPORTS?• Keep exporting to Excel?• Re-format the report each time?• You’ve spent 30 minutes of formatting only to find a minor error in your data.• Typo? 3
    4. 4. WHY USE CRYSTAL REPORTS?• 10,000 reports in Raiser’s Edge; but what you need isn’t listed.• Fields you don’t need or want… appear on reports.• Fields that you DO need or want… aren’t available.• Consistency in report format across your organization 4
    5. 5. I’VE ALWAYS WANTED A CUSTOM REPORT THAT CAN… • Insert graphics (logos, pictures, links)  Save your reports as CUSTOM REPORT  Run CUSTOM REPORTS with 1-click  Export it as a ADOBE PDF document 5
    6. 6. WHERE TO START? QUERY, OF COURSE • the WHO of the dataQuery • The WHAT of theExport data • HOW you see theCrystal data Create Control Report to help map fields Use Blackbaud Report Writer Database (MDB) Format 6
    7. 7. EXPORT CONTROL REPORT IS YOUR ROADMAP Field = Raiser’s Edge Header = Crystal Report Helpful to match fields when creating report layout 7
    8. 8. ATTACHING THE EXPORT DATA FILE TO A CRYSTAL REPORTIf you are using Crystal 8.5 If you are using Crystal 111.Select Blank Report. 1.Select Blank Report2.Select "+" next to Database Files. 2.Select the "+" next to Create New3.Double Click on Find Database File. Connection.4.Browse out and select appropriate data 3.Select the "+" next to Database Files. file. 4.Browse out and select appropriate data file.5.Using the Shift key highlight all of the 5.Highlight all of the tables and add them all tables in data file and then select the to the "Selected Tables" column on right. "Add" and then the "Close" button. 6.Select the "Links" tab.6.Select the "Tables..." button. 7.Double click on each link/line between the7.Move any tables from Invisible Tables box tables and change the Join Type from to Visible Tables box and select OK. Inner Join to Left Outer Join.8.Select OK on the Visual Linking Expert 8.After changing all of the links to Left Outer dialog box. Join select the OK button on the Database Expert dialog box. 8
    9. 9. STANDARD REPORT CREATION WIZARD (CRYSTAL XI)• The Data Exports out as one complete file (data.mdb)• But in crystal, you’ll see several different tables• Your job is to make sure you have it “linked” correctly.• Not much harder than Mail Merge in Word 9
    10. 10. 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 •You can add more fields later 10
    11. 11. SIMPLE PREVIEW OF CRYSTAL REPORTS 11
    12. 12. BREAKDOWN OF EACH SECTION• 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 12
    13. 13. INSERT SPECIAL FIELDS INTO THE REPORT Page N of M Print Date/Time File Path and Name Data Date and Time Drag & Drop into headers & footers 13
    14. 14. INSERT TEXT OBJECT & FORMATTING FIELDSSimilar Toolbar to Microsoft Office ProductsAdd a Text Object to Label you Fields, Report Name & Column HeadersFormat Text: Bold, Color, Underline, Italic, Currency, Font Size , Font, Insert Graphics 14
    15. 15. YOUR SECRET WEAPON – RIGHT CLICK ON A FIELDRight 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) 15
    16. 16. 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] Bill & Melinda Gates Foundation – Bill Gates• Use the CAN GROW feature on any field• No more reports where the field cuts off the end of the information Example: Brad Pitt’s Making It Brad Pitt’s Making It Right Foundation 16
    17. 17. SORTING Sort by any field exported in the data file – not just ones displayed Let’s see you do THAT in Excel 17
    18. 18. INSERTING MULTIPLE DETAILS SECTION  Multiple lines of data in additional details section – Name – Organization – Position – Line (Insert – Line --- to act as a divider) 18
    19. 19. MULTIPLE DETAILS SECTIONS PREVIEWDetails A: NameDetails B: PositionDetails C: Primary BusinessDetails D: Divider line 19
    20. 20. FORMATTING SECTIONS… Click on Format Click on Sections… Highlight the Section you want to format • Select the “Suppress Blank Section” checkbox 20
    21. 21. 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 21
    22. 22. SAMPLE TWO: ADDING CAMPAIGN TOTALSShow total giving per constituent• For 2 separate CampaignsRequires 2 separate export fields• Gift Summary 1, Gift Summary 2Totals PER Campaign• To appear at bottom of report 22
    23. 23. GIFT SUMMARY EXPORT – TAB 1Determine Gift Date RangeDecide on Soft Credit OptionDecide on MG Option 23
    24. 24. GIFT SUMMARY TAB 2 –GIFT SUMMARIES EXPORTED Export All Gifts from the Export All Gifts from the ANNUAL CAPITAL Campaign Campaign This creates two separate fields for the reports 24
    25. 25. 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 25
    26. 26. SHOWING GIVING TOTALS PER CONSTITUENT 26
    27. 27. INSERTING (GIFT) GRAND TOTALSFrom the INSERT Menu Insert SUMMARY… Do this for both gift fields 27
    28. 28. GRAND TOTALS SHOW AS REPORT FOOTER Gift Fields Gift Field Total 28
    29. 29. DAILY GIFT REPORT EXPORT EXAMPLE Let’s Export out all the fields you’ve ever wanted to see on a Gift Report! 29
    30. 30. ALL THE FIELDS YOU’D EVER WANT TO SEE IN A GIFT REPORT… BUT WERE AFRAID TO ASK• Gift Date • Campaign • Solicitor • Amount• Donor Name • Fund • Soft Credit Name • Gift Type• Contact Details • Appeal • Gift Notes • Package 30
    31. 31. 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 31
    32. 32. GROUP SECTIONS – DESIGN VIEW• A Group Section is insertedThink of your GROUP as your sub-headings 32
    33. 33. 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? 33
    34. 34. 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 34
    35. 35. USE CRYSTAL REPORTS TEMPLATESBring all your fields into a standard report, Add TotalsClick on Report… Template Expert…, Pick a Style… Click OK 35
    36. 36. SAMPLE TEMPLATES IN CRYSTAL REPORTS 36
    37. 37. CHARTS UPDATE AUTOMATICALLY• Chart will update as you (re) export new data Keep your charts in the same format all the time 37
    38. 38. INCLUDING PICTURES IN YOUR REPORTS Create a “Facebook” of your donors & prospects 38
    39. 39. CREATING YOUR OWN FACEBOOKLink your constituents to JPGs "U:Photos"&{CnBio.CnBio_ID}&".jpg" 39
    40. 40. USING SUB-REPORTS (REPORT WITHIN A REPORT)• Insert sub-reports to see records that have more than 1 entry• What fields are good for sub-reports?  Phone Numbers  Gifts  Actions  Events  Proposals 40
    41. 41. SAMPLE DATABASE: CUSTOM REPORT EXPORT Exports last 3 actions… sorted by date (desc) 41
    42. 42. DESIGN TAB OF SAMPLE CUSTOM REPORTAdvanced report design - but flexible enough to handle all fields 42
    43. 43. PREVIEW TAB OF SAMPLE CUSTOM REPORTLast 3 Actions Last 3 Gifts 43
    44. 44. SAVING YOUR CUSTOM REPORTSOnce you’ve got a report,save it as a CUSTOM REPORTinside Raiser’s Edge ReportsCreate export/report prior to this stepBase the query (used with export) & includethe <ASK> field.Let the report be used for all yourevent, solicitor, gift reports.Save it as a Favorite on your HOME Screen 44
    45. 45. 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)• CUSTOM REPORTS with Raiser’s Edge Reports• Save you time… and Advil• Sample Custom Reports in Sample Database 45
    46. 46. 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! 46
    47. 47. Joe Meehan Associate Director of Database Marketing & Information Milken Institute JMeehan@MilkenInstitute.Org @JoeMeehan47

    ×