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Introduction to crystal reports (CR)

This guide provides a thorough overview of using Crystal Reports in conjunction with Raiser’s Edge. It covers prerequisites for obtaining data, including determining the required data type (e.g., Gifts, Events, Participants, etc.) and writing applicable queries. Learn how to export data in the correct format, link it to Crystal Reports, and design custom reports. Key features include the use of groups, formulas, and running totals to analyze data effectively. Perfect for those looking to enhance their reporting capabilities with Raiser’s Edge.

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Introduction to crystal reports (CR)

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  1. Dan Barney Introduction to crystal reports (CR)

  2. Overview Obtaining Data from Raiser’s Edge Crystal Report Basics

  3. Obtaining Data from Raiser’s Edge

  4. Prerequisites • Determine Type of Data Needed: Gift, Event, Participant, Constituent, etc. • Write Applicable Query (WHO) • Export All Fields Anticipated (WHAT) • Export Using Correct Format:Blackbaud Report Writer Database (MDB) • Export Data and Link to Source in Crystal Reports (HOW)

  5. Linking Data for Use in CR • Open Crystal Reports • Create New Report: Blank Report • Find Data Source • Move All Tables to the Selected TablesWindow to MaintainLinks

  6. Crystal Report Basics Select Program Functions Sections Design Screen - Preview Screen Groups Field Explorer Formulas - Running Totals Formatting

  7. Select Program Functions Export Field Explorer Insert Text Object Insert Summary Insert Cross Tab Group Expert Record Sort Expert Select Expert

  8. Sections • Report Header: First page only • Page Header: Top of each page • Details: Contains bulk of actual dataDetail data is often hidden • Report Footer: Last page only • Page Footer: Bottom of each page • Group Header: Top of group • Group Footer: Bottom of group Right Click

  9. Design Screen • Where heavy lifting takes place • All fields/formulas displayed in database language

  10. Preview Screen • Allows for some changes • Primarily useful to see how report will display and make minor adjustments

  11. Groups • Allow data to be combined into one section or group – by Constituent, Event, Campaign, Fund • Useful when reporting large amounts of data sharing a common defining value

  12. Field Explorer • Allows you to- Select fields- Create/Edit formulas- Create/Edit running totals- Manage Groups- Utilize special fields • Right click on fields to display field types

  13. Formulas • Data can be analyzed by employing formulas • In addition to mathematical calculations, formulas can be used to generate IF/THEN statements and change field types

  14. Running Totals • Name the running total • Select field on which to calculate running total • Designate the summary function • Determine the evaluation standard • Establish when the running total will be reset

  15. Formatting • Formatting can be modified for sections, fields, formulas, running totals • Access formatting menu by right-clicking on aspect to be modified

  16. Dan Barney Barney & Associates dan@barneyacs.com 216.338.6072

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