Transcript Slide 1

Gold – Crystal Reports
Introductory Course
Cortex User Group Meeting
New Orleans – 2011
Teri Schultz
Overview
• Setup options
• Customizing base system reports
• Set Location
• Basic sections of a report
• Filtering a report
• Formatting
• Grouping, sorting and summing
• Adding a new table to a report
• Installing a custom report
• Videos
Setup
• Open Crystal Reports. If you are a RCM client
you must be logged into Microsoft Dynamics
before you can open Crystal Reports.
• Select File, Options.
– On the Layout tab, select rules, guidelines and grid.
– On the Database tab, select either tables or stored
procedures.
– On the Reporting tab, uncheck “Save data with
report”.
• Watch Video 01 CR Setup Options
Backup Report
• Find a base system report to modify.
Download the reports sample book from
www.CortexMed.com
• Copy a report from the \Gold\Crystal\ folder
and place it in the \Gold\Crystal\Custom
folder.
• Right click the report, select Properties and
uncheck read-only.
• Rename the report using your customer
number. For example, to customize
cytClinicianAccessionLog.rpt rename it
Cust#ClinicianAccessionLog.rpt
Set Location
• Base system reports are pointed to the Cortex
database on the Seattle server. If you want to
run the report from Crystal you must connect
the report to the Cortex database on your
server.
• This step is not necessary when running
Crystal Reports from Gold because Gold makes
the connection for you.
• Watch Video 02 CR Set Location
Basic Sections of the Report
• Report Header – once, at the beginning of the report. Can be
used as a cover sheet by checking “new page after” in section
expert.
• Page Header – once at the top of each page.
• Group Header – one way to sort data, the items in this section
print only once at the start of the group.
• Details – repeated for each record pulled from the database.
• Group Footer – prints once at the end of each group used
mostly for subtotals and summaries.
• Report Footer – once, on the last page of the report. It is the
perfect place for grand totals or other summaries for the entire
report. Often it is used for charts, maps or cross-tabs that
display information for the entire report.
• Page Footer – This information shows at the bottom of each
page of the report. Cortex typically puts the page number,
printed date, report name and company name here.
• Watch Video 03 CR Sections of Report
Filtering a Report
• On the Report menu, Select Expert option or via the Select
Expert icon on the toolbar (the icon that looks like a hand
dropping coins).
• This is the filter for the report. Similar to the WHERE clause in
a SQL statement.
• The filter can be used to two reasons
1. As a permanent filter used every time the report is run.
2. When testing a report, use this feature to narrow the
records returned to the report by SQL or to select specific
data. For example, add a date range or a specific
accession number. But, don’t forget to remove your filter
before installing the report in your system.
• If you have a field selected on the report when you open the
Select Expert that field will automatically be added as a tab.
• Watch Video 04 CR Filter Report
Formatting
• Guidelines – triangular buttons with attached
dashed lines that appear on the ruler bar at the
top of the design window. Use these guidelines
to easily move and align objects.
• Sizing – Select one or more objects and use
resize handles or right click for more options.
When using right click to size objects select all
objects to be resized first then right click on
object already sized to make others match.
Text vs. Database Column
• A text field is not a database column like
cases.accessionno or clinician.name. It’s a label like
“Accession Number” or “Clinician Name”. Normally
these are placed in the page header section. If you
select a field on the report and right click it a menu will
pop up and the first item in the list will tell you if it is a
“Text” or a database “Field”.
• If there is another field on top of the field you are trying
to edit, right click and select Move, to back. Then click
off the field. Now you will be able to select the desired
field.
• You can type in a text field. You cannot type in a
Database field. To update a text field, click on the field
to select it. Double click to edit it.
• Watch Video 05 CR Formatting
Grouping, Sorting and Summing
• A good method for determining if you should
group and the fields on which to group is to
listen for the word “by” in the report
requirement statements. “I want to see records
by clinician then accession number.”
• Groups override sorts
• View the Grouping/sorting via the Report
menu, Record Sort Expert. Here you can
rearrange sorts or add a new sort.
• Add a summary to count records.
• Watch Video 06 Grouping and Sorting
Adding a new table to a report
• Only add tables to the main report that are one to one
relationships
– Each Case has one clinician and one location. This is a one to one
relationship.
– Each case has many screeners, diagnosis, procedures. This is a
one to many relationship, these items belong in a subreport.
Adding multiple one to many relationships to the main report can
cause data to increase exponentially.
• Database Menu, Database Expert option, Data tab.
• Create a connection to the database if you have not
already done so.
• Expand tables, select the desired table and press the
right arrow.
Adding a new table to a report
• On the Links tab, link the new table by clicking on the
column name in the left table and dragging it to the
column in right hand table. For example, to link Cases
table to the Clinician table: click on Cases.ClinicianID
and drag it to Clinician.Number. There is now an arrow
linking the two tables. With the arrow selected, press
the “Link Options” button.
• Link Options
– Join Type - Left outer join - use this join type 99% of the time. It means
include the record from the left whether or not you find a match in the table
on the right.
– Enforce Join – Not Enforced – this link is only used if explicitly required by
the select statement.
– Link Type – “=“ – includes all the records where the linked field value in both
tables is an exact match.
• Watch Video 07 CR Add New Table
Installing a custom report
• Add the new report to Report Maintenance
option found on the Edit menu.
• If you customized a base system report you
can use the same options to install the new
report.
• Instructions also included Gold Help.
• Watch video 08 CR Install Custom Report.
In Summary
• Customizing base system reports
• Set Location to your local server and database
• Know purpose of each section of a report
• How to filter a report
• Formatting
• Grouping, sorting and summing
• Adding a new table to a report
• Installing a custom report
Questions??