Report Does Not Pull Guest Names Consistently

Michele Thompson 2 · October 2017

Good morning!

I am hoping someone can help me. I have a Crystal Report that is an Event report and has all participants for our Homecoming Weekend on this master list. For some reason, some guest names are not pulling in. They are in the Event Module on RE but for some reason, they don't always pull. I am not sure if it is a formula issue. I chatted with support and they had me recreate the query and export as a Participant export rather than a Constituent but it still does it. Any ideas or suggestions? Thank you!!!

Cathleen Mai · October 2017

Michelle,

When you go into your crystal report and right click on the participant name field in field explorer, you can browse the data. If your names are missing here then it is likely an export issue. When they are there but do not show up in the final report it is something in the crystal report, like a formula, selection or similar.

Michael Dicus 2 · October 2017

Have you tried isolating the names not pulling and looking to see
if they have been marked attended? Perhaps there is a piece of
information that was changed when they were registered which is
having query not pull them.

M Dicus

Eec! I am mobile today.

www.eec-productions.com

Michele Thompson 2 · October 2017

Cathleen Mai:

Michelle,

When you go into your crystal report and right click on the participant name field in field explorer, you can browse the data. If your names are missing here then it is likely an export issue. When they are there but do not show up in the final report it is something in the crystal report, like a formula, selection or similar.

Thanks Cathleen!

I did what you said and I think I can see some names that aren't pulling. This is the formula for Guest Name:

if{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}="Guest" then "" else {CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}

I am not sure if it has something to do with it or not.

Michele Thompson 2 · October 2017

Michael Dicus:

Have you tried isolating the names not pulling and looking to see if they have been marked attended? Perhaps there is a piece of information that was changed when they were registered which is having query not pull them.

M Dicus

Eec! I am mobile today.

www.eec-productions.com

Hi Michael -

I looked at the ones not pulling. They look like all the others. When I check the data on the Crystal Report, I see the names that are missing. Perhaps it is the formula:

if{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}="Guest" then "" else {CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}

But I don't know what might be off. It looks ok and works most of the time.

Michele

Michele Thompson 2 · October 2017

Michele Thompson:

Cathleen Mai:

Michelle,

When you go into your crystal report and right click on the participant name field in field explorer, you can browse the data. If your names are missing here then it is likely an export issue. When they are there but do not show up in the final report it is something in the crystal report, like a formula, selection or similar.

Thanks Cathleen!

I did what you said and I think I can see some names that aren't pulling. This is the formula for Guest Name:

if{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}="Guest" then "" else {CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}

I am not sure if it has something to do with it or not.

One common thread I have discovered may be the issue - but I am not sure how to solve it. For our Homecoming, we have 4 different events that we enter participants separate. If someone registered for a Saturday Homecoming event it is entered into the Homecoming Event. If they register for the Hall of Fame Dinner, that event is tracked separate. Sometimes people bring a guest to one but not the other. Because they are separate ëvents, is it possible it is picking the Guest from the event that doesn't have a Guest on it rather than the event that does? Is there a formula that would allow it to pull the guest no matter what event they are associated with?

James Andrews · October 2017

Michele Thompson:

Michael Dicus:

Have you tried isolating the names not pulling and looking to see if they have been marked attended? Perhaps there is a piece of information that was changed when they were registered which is having query not pull them.

M Dicus

Eec! I am mobile today.

www.eec-productions.com

Hi Michael -

I looked at the ones not pulling. They look like all the others. When I check the data on the Crystal Report, I see the names that are missing. Perhaps it is the formula:

if{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}="Guest" then "" else {CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}

But I don't know what might be off. It looks ok and works most of the time.

Michele

I'm going to offer the same solution to two problems in a row!

Besides the usual making sure your joins are left outer joins (always the first step), a lot of time this can happen because of null values -- if a report is processing and Crystal runs across a situation where there's nothing in the field, sometimes it'll just stop. Try this:

if isnull ({CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}) then "" else

if{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}="Guest" then "" else

{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}

and see if that fixes it.

James Andrews · October 2017

Michele Thompson:

One common thread I have discovered may be the issue - but I am not sure how to solve it. For our Homecoming, we have 4 different events that we enter participants separate. If someone registered for a Saturday Homecoming event it is entered into the Homecoming Event. If they register for the Hall of Fame Dinner, that event is tracked separate. Sometimes people bring a guest to one but not the other. Because they are separate ëvents, is it possible it is picking the Guest from the event that doesn't have a Guest on it rather than the event that does? Is there a formula that would allow it to pull the guest no matter what event they are associated with?

It shouldn't be. But you could try changing your export to a Participant one or an Event one and see if that fixes things, just to make sure that all participants are exported separately.

Elaine Tucker · October 2017

Is it possible that the "guest" record is NOT a participant record? I've had this problem in the past and it was because a guest was not a "participant". In the Host record, if you open a guest record there is a little checkbox on the left that says "Create participant record for this guest".

Snigdha Verma · October 2017

Michele Thompson:

Michele Thompson:

Cathleen Mai:

Michelle,

When you go into your crystal report and right click on the participant name field in field explorer, you can browse the data. If your names are missing here then it is likely an export issue. When they are there but do not show up in the final report it is something in the crystal report, like a formula, selection or similar.

Thanks Cathleen!

I did what you said and I think I can see some names that aren't pulling. This is the formula for Guest Name:

if{CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}="Guest" then "" else {CnPrt_1Gst_1.CnPrt_1Gst_1_First_Name}

I am not sure if it has something to do with it or not.

One common thread I have discovered may be the issue - but I am not sure how to solve it. For our Homecoming, we have 4 different events that we enter participants separate. If someone registered for a Saturday Homecoming event it is entered into the Homecoming Event. If they register for the Hall of Fame Dinner, that event is tracked separate. Sometimes people bring a guest to one but not the other. Because they are separate ëvents, is it possible it is picking the Guest from the event that doesn't have a Guest on it rather than the event that does? Is there a formula that would allow it to pull the guest no matter what event they are associated with?

Is your report based on a particular event, then guests are pulling from that particular event only. Are you adding tickets to both the host and the guest? Sometimes creating a subreport to pull the guest works best.

Michele Thompson 2 · October 2017

Thanks Christine!

I think you might be onto something - I will try the subreport. Haven't gotten into that yet. I am a novice at this! The support was helping, but now I am on my own!

Thanks for all the help!

Michele

Report Does Not Pull Guest Names Consistently

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