Creating a Directory using crystal reports

Quanitra Thurston

Would anyone be able to share any general information about how to create a directory in crystal reports using an export from Raiser's Edge? 

Gina Gerhard

Can you explain what you're trying to get that you can't get using the directory report format in RE, or creating a word merge export?

Quanitra Thurston

Gina Gerhard:

Can you explain what you're trying to get that you can't get using the directory report format in RE, or creating a word merge export?

Well, there are a couple different formulas and highlighting features I would need to add for deceased and retired folks and the RE directory report won't allow me to do that. I would also like to customize it a little more (Add class year '97, and bold and italicize words). Also because multiple people will use the report I don't think a word merge would work. And I want to make sure I get the most updated information without having to create the entire report every time.

James Andrews

Quanitra Thurston:

Would anyone be able to share any general information about how to create a directory in crystal reports using an export from Raiser's Edge? 

Making a directory is almost always the very first thing any CR tutorial will teach you.  The general process is this:


1. Query for the people you want to include

2. Create an export for that query that includes all the fields you want to include in your report

3. Create the report in crystal

4. Link the export to the report by making a custom report.


That's all there is to it!  Of course step 3 is the issue I suspect you're asking about. But it's hard to answer general questions about how to create a report -- after all there are whole books written about using Crystal. It's much easier to answer things that are tripping you up once you get started. There's a basic tutorial in the knowledgebase, and take a look over at Josh Bekerman's site for a bunch of  posts on getting started with Crystal.

Quanitra Thurston

James Andrews:

Quanitra Thurston:

Would anyone be able to share any general information about how to create a directory in crystal reports using an export from Raiser's Edge? 

Making a directory is almost always the very first thing any CR tutorial will teach you.  The general process is this:


1. Query for the people you want to include

2. Create an export for that query that includes all the fields you want to include in your report

3. Create the report in crystal

4. Link the export to the report by making a custom report.


That's all there is to it!  Of course step 3 is the issue I suspect you're asking about. But it's hard to answer general questions about how to create a report -- after all there are whole books written about using Crystal. It's much easier to answer things that are tripping you up once you get started. There's a basic tutorial in the knowledgebase, and take a look over at Josh Bekerman's site for a bunch of  posts on getting started with Crystal.

 

I guess I'm struggling more or so with the format piece of it. For example, I want the report formatted with two or three columns on one paper rather than the one column. I would like formatted similar to a public phone book, if you remember what that looks like

James Andrews

Quanitra Thurston:

I guess I'm struggling more or so with the format piece of it. For example, I want the report formatted with two or three columns on one paper rather than the one column. I would like formatted similar to a public phone book, if you remember what that looks like

 

To format with columns, you go to the Section Expert (Report menu -> Section Expert).  Click on "Details" in the left window, and you'll see a "Layout" tab.  You set your detail width and gap between details.  To make your group headers follow the column structure too, check the "Format groups with multiple columns" box.  Then set your margins in Page Setup.


The key thing about this is doing the math -- your measurements have to be set so that your margins + columns + dividers equal (or are less than) the page size. Otherwise things won't fit.


For example, two columns on an 8.5" standard letter sized paper might be set up as follows: a 3.5" detail width, 0.5" gap between details and 0.5" left and right margins = 8.5".

Lauren Schler CFRE bCREPro

Do you have a sample of what a report
formatted with columns looks like that you could share? My email
address is lauren@staupell.com.

 

Thanks,

 

Lauren

 

Lauren Schler Consulting LLC, CFRE,
Raiser's Edge bCRE-Pro

p. (607) 294-0055

c. (607) 592-1450

e. Lauren@staupell.com

 

 

 

 

Quanitra Thurston

James Andrews:

Quanitra Thurston:

I guess I'm struggling more or so with the format piece of it. For example, I want the report formatted with two or three columns on one paper rather than the one column. I would like formatted similar to a public phone book, if you remember what that looks like

 

To format with columns, you go to the Section Expert (Report menu -> Section Expert).  Click on "Details" in the left window, and you'll see a "Layout" tab.  You set your detail width and gap between details.  To make your group headers follow the column structure too, check the "Format groups with multiple columns" box.  Then set your margins in Page Setup.


The key thing about this is doing the math -- your measurements have to be set so that your margins + columns + dividers equal (or are less than) the page size. Otherwise things won't fit.


For example, two columns on an 8.5" standard letter sized paper might be set up as follows: a 3.5" detail width, 0.5" gap between details and 0.5" left and right margins = 8.5".

 

Thank so much. I will try this.

Quanitra Thurston

Lauren Schler, CFRE, bCRE-Pro:

Do you have a sample of what a report formatted with columns looks like that you could share? My email address is lauren@staupell.com.

 

Thanks,

 

Lauren

 

Lauren Schler Consulting LLC, CFRE, Raiser's Edge bCRE-Pro

p. (607) 294-0055

c. (607) 592-1450

e. Lauren@staupell.com

 

 

 

 

 

 

Thanks. I will email you an example today.

Marie Stark

James Andrews:

 

Quanitra Thurston:

I guess I'm struggling more or so with the format piece of it. For example, I want the report formatted with two or three columns on one paper rather than the one column. I would like formatted similar to a public phone book, if you remember what that looks like

 

To format with columns, you go to the Section Expert (Report menu -> Section Expert).  Click on "Details" in the left window, and you'll see a "Layout" tab.  You set your detail width and gap between details.  To make your group headers follow the column structure too, check the "Format groups with multiple columns" box.  Then set your margins in Page Setup.


The key thing about this is doing the math -- your measurements have to be set so that your margins + columns + dividers equal (or are less than) the page size. Otherwise things won't fit.


For example, two columns on an 8.5" standard letter sized paper might be set up as follows: a 3.5" detail width, 0.5" gap between details and 0.5" left and right margins = 8.5".

 

Thanks for sharing that, James. I will definitely try that out.