CRYSTAL REPORTS NAVIGATION DOCUMENT
Introduction ............................................................................................................................................................. 2 To Access Crystal Reports ........................................................................................................................................ 2 Which Reports Are Useful To Me? .......................................................................................................................... 2 To Search for a Report in Crystal Reports ............................................................................................................... 2 1.
If you know the report number or title of report ....................................................................................... 2
2.
If you wish to view all available reports within Crystal Reports ................................................................. 3
No Data or Error Message ................................................................................................................................... 4 Report Icon Legend ................................................................................................................................................. 4 Reading RPT Files ..................................................................................................................................................... 5 How to Save Favourite / Commonly Used Reports? ............................................................................................... 5 Who to Contact ....................................................................................................................................................... 6
ICT Service Desk
Last Updated: January 2016
INTRODUCTION In addition to the information currently available in FAST and UniFi, Financial Services also produce finance reports to further assist UniFi users with financial management. These reports are available through Crystal Reports. This document will take you through the navigation for Crystal Reports.
TO ACCESS CRYSTAL REPORTS Log into Crystal Reports: PAWS> Admin Services> Crystal Reports Your NSID will be displayed at the bottom of the screen.
WHICH REPORTS ARE USEFUL TO ME? To help users navigate through our growing list of available finance reports, we have listed the reports by categories. View all available Report Descriptions and Listings; grouped by the categories of College, Department, Fund and General The link above provides you with a description of individual reports and not the actual report itself. Note down the report numbers you would like to view as you can use this later to bring up the report in Crystal Reports.
TO SEARCH FOR A REPORT IN CRYSTAL REPORTS 1. 2.
If you know the report number / title of report OR If you wish to view all available reports and select from the list within Crystal Reports
1. IF YOU KNOW THE REPORT NUMBER OR TITLE OF REPORT If you have viewed all available reports and know the report number or title you wish to view, a.
Use the
bar to input the number or title
and hit Enter b. c. d.
You will be presented with a list of search results Click on the report link to view the report. You may be prompted to enter parameters for the report A new window will pop up to show you the selected report Page 2 of 6
ICT Service Desk
Last Updated: January 2016
2. IF YOU WISH TO VIEW ALL AVAILABLE REPORT S WITHIN CRYSTAL REPORTS a.
Log into Crystal Reports: PAWS> Admin Services> Crystal Reports
b.
Click on type of reports you want to view and to expand it
c.
In the Financial Services Report folder, reports are categorized by audience/ function. The categories are:
d.
i.
College Level
ii.
Department Level
iii.
Fund Level
iv.
General Reports
For College and Department Levels, reports are further broken down into the following areas: i.
Budget Related
ii.
Financial Activity
iii.
Research Related
iv.
Tuition Related
v.
UniFi Access
e.
Click on any folder to select it. You will be presented with a list of report(s) contained in this folder
f.
Reports with data will be available to you based on the level of fund/org security that is set on your UniFi user access profile
e. g.
Click on the report link to view the report. You may be prompted to enter parameters for the report A new window will pop up to show you the selected report
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ICT Service Desk
Last Updated: January 2016
NO DATA OR ERROR MESSAGE If you cannot see any data in some of the finance reports, it may be that you do not have the appropriate UniFi security to view the report. Most reports have either fund or organization security applied to them. If you feel that you should have access to a report but currently do not, please contact
[email protected] or call 966-8783 for guidance on how to request for access.
REPORT ICON LEGEND When viewing a report (in Report Viewer), the following report icons are available for different functions related to the report.
1.
Print to PDF - This icon creates a PDF of your report. You can then print or save the PDF report. Users can choose to print/ export an entire report or a range of pages from a report
2.
Drill Up – Available if you have drilled down on parts of a report
3.
Export - This icon allows you to export the report as a Crystal Report (RPT), PDF, Word, Excel, RTF, CSV or XML document. You can choose to download the entire document or by page range. Page selection is not applicable for “Crystal Report – (RPT)”, “Microsoft Excel 97-2000 – Data Only (XLS)”, “CSV” and “XML” formats. Once exported, you can save the document by clicking on click ‘File’, and select ‘Save As’. See Reading RPT files for information on RPT files.
4.
Search - Enables you to search the report for specific information by entering search criteria in the field. Hit Enter or click on the Binoculars icon to search. To search multiple instances, keep clicking on the Binocular icon
5.
Report Page Navigation - The arrows allow you to navigate to the next and previous page. The “1/3656” indicates that you are on page 1 of 3656 in the report
6.
Enlarge/ Decrease Font Size– Zoom in or out of the report
7.
Viewing Tabs – Blue font in a report indicates that the information is also a link that you can drill down further on. Each time you click on a link, the information will open up in a new tab, all the while keeping the Main Report tab available. To exit the “Main Report” simply close out the browser window
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ICT Service Desk
Last Updated: January 2016
READING RPT FILES There is an option to export reports to Crystal Reports (RPT) file format. Reports saved in the Crystal Reports (RPT) format can be viewed offline, complete with all the drill down capabilities that is available online through PAWS. As with all exported reports, the data you look at will always be what it was when the report was first compiled. RPT files can be opened by the Crystal Reports Developer tool (requires licensing) or the Crystal Reports Viewer (free). To download the free Crystal Reports Viewer, you must be an administrator on your machine. Otherwise, please request for help from your local IT support staff. The viewer can be downloaded here: http://downloads.businessobjects.com/akdlm/crystalviewer/51046790.ZIP
HOW TO SAVE FAVOURITE / COMMONLY USED REPORTS? The default view in Crystal Reports (unless you have changed it) is Classic View.
How to create a widget for your favourite/ commonly used reports: 1. 2.
Switch to Custom View by clicking on it Select “Add Widget” to bring up this dialogue box
3.
Select ‘Favorites’ and add a Header Text to describe what will be in this Favorites list. Click OK Page 5 of 6
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4. 5. 6. 7. 8.
Last Updated: January 2016
A new widget will open up with the name you entered. This widget can be moved around or resized. You can create as many widgets as you like You can now drag and drop the reports from the Reports folder tree into the Favorites widget To hide your widget, click on the Minimise _ button To delete your widget, click on the X button for the widget a. To delete a report from a widget, hover the mouse over the report until a red X appears Widget only appears in Custom View. If you switched back to Classic View, your widget(s) will disappear but they will still be there when you switch back to Custom View
WHO TO CONTACT For help with using Crystal Reports:
[email protected] or call 306-966 8783 If you need to know more about the reports and what they mean:
[email protected] or call 306-966 1221
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