Using Crystal Reports To Modify Forms Client
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Overview
In this document, the concepts and process of using Crystal Reports to Modify Forms will be discussed.
Assumptions
We will assume throughout this article that whomever is using Crystal Reports to Modify Forms has access to at least Crystal Reports Product Version 11.5 ( an older version of Crystal Reports that modifies the forms).
Also it is assumed that the user has a basic knowledge of Crystal Reports
The Savance Enterprise Crystal Templates use data sources that unless you are an on premise customer, you will not have access to. It is advised if there are additional fields of information you need that are not already in the datasource, whether you are on premise or a cloud customer, you will have to log a Support Call to have that added and request additional assistance.
References
Other Savance Enterprise Help documents to reference:
Printer Setup and Configuration - Process Doc
Print Template Triggers - KB
Many Crystal Reports Help documents and videos can be found on the internet.
Please log a support ticket for assistance.
General Concepts
Downloading Print Templates to Edit
As a user of Savance Enterprise, there are some aesthetic changes you can make to the outward facing appearance of the forms. However, if fields or tables need to be added to the existing data sources, a support call would be suggested to be submitted for assistance.
Admin>Administrator>Print Templates
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Each print template available in the system is listed on the left.
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On the bottom left of the screen click on Edit. Then click on Retrieve.
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For On-Premise Clients, the .rpt will be saved out to your local computer.
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For Cloud Clients, the “Copy for Download” popup will ask you to “Copy” to Clipboard.
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Then navigate to your local computer files where you will be saving Crystal Reports. We would suggest creating a folder in your Documents folder.
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Right Click and then select Paste or Ctrl + V into that folder
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And then upon saving the Template.rpt form to your computer, you are now ready to edit it.
Anatomy of a Crystal Report Template
Open the Crystal Report template you are ready to edit.
Database Fields will list the Datasource i.e. 19_Receipt and all the fields in that datasource underneath.
TTX files i.e. 19_Receipt.ttx cannot be added to or fields edited by the end user unless they have access to those ttx files datasource on the server inside the Savance Database. A green checkmark indicates it is being used on the report
NOTE: if a field is needed to be added to these data sources, a support request will need to be submitted.
Formula Fields are what you can create within the Crystal Report however, some have already been created. There are some other aesthetic changes you might want to make as in font changes, removing a field or adjusting lines etc. You can edit existing formulas but advise against it. A green checkmark indicates it is being used on the report.
Report Header section will appear at the first page only of your report.
Page Header section appears at the top of every page in your report. You might put a logo, page numbers, or column headings in the Page Header Section. Just as with the Report Header section, you can drag the double line at the bottom of the Page Header section to increase or decrease space.
Details section repeats for every row of data you have in your report.
Report Footer section will appear at the end of your report. It follows the last bit of data. It is, essentially, the end of the report.
Page Footer section will appear at the bottom of every page in your report. This section is where totals live.
You cannot delete any of the four default sections; however, you can hide them by clicking on the name of the section, then choosing Suppress (No Drill-Down) from the context menu. Or additional sections may be added to suppress based on conditional suppression formulas.
Report Tips
Global CompanyLogo field
Most templates have the GlobalCompanyLogo field in the top left corner of the form.
This field is derived from the Admin>Sites>SiteInfo area where the Company Logo has been added.
And appears in the upper left hand corner of all documents that have the GlobalCompanyLogo field
WarehouseAddressFields
Most templates have the WarehouseAddress fields at the bottom of the forms.
This field is derived from the Admin>Warehouses>Warehouse Info tab.
Note: If you have your address embedded in the Logo, you may not need this - or you may want to move it to the top of the form.
Special Fields
Most templates have the Print Date/Time and Page N of M fields at the bottom of the forms.
These are important as you can see when a document was printed and the number of pages a document has. Other Special fields of note are:
Print Time Zone
Report Title
Formula Fields
Most templates have predefined formulas that were created in the system reports. New formulas can be created within the Crystal Reports but Savance Enterprise advises against it as it may slow down the print of the form. Formulas should be done in the datasource. Log a support call for assistance.
Right Click Edit Formula to see the Formula Editor
They may simply have been created to normalize the data for instance the formula @BillTo, concatenates a couple of fields, i.e. BillTo1 & BillToAddress1 & BillToAddress2 & BillToCity & BillToState & BillToZip. Formulas also have the “@” symbol in front of them on the Crystal Form
Modifying Crystal Report Form Templates
Exercise 1:
Modify the Crystal Report Template - Receipt.rpt - Bold and move Warehouse fields
Let’s just make a change to BOLDING some letters of the @WarehouseAddress field at the bottom of the page. Let’s also remove the @WarehouseFax field as we are no longer using Fax Numbers. And we need to move @WarehouseAddress and @WarehousePhone field to Page Header.
- Highlight the fields @WarehouseAddressCityStateZip1 and @WarehousePhone.
- Click on the BOLD icon in the system bar.
- Highlight the field @WarehouseFax and right click and select DELETE or select DELETE on your keyboard.
- Lastly, move @WarehouseAddressCityStateZip1 and @WarehousePhone to the Page Header by clicking on the field(s) and dragging to the Page Header. You may need to reposition and center as desired.
Exercise 2:
Modify the Crystal Report Template - QuoteOrder.rpt - Add List Price field from Database fields
We have a requirement of adding another price field to the QuoteOrder.rpt: List Price.
NOTE: If a field you are needing is not in the Database Fields list, you may have to submit a support request to have it added to the datasource of that form i.e. into the 19_Receipt.ttx file.
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Repeat steps above to download QuoteOrder.rpt
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Find List Price field in the database fields.
- Drag and position that field in place in the Details section. You may have to move fields around
- You may have to Add/Edit Field Label of “LIST” and BOLD on the Page Header.
- You can also use the Format Painter to copy the Formatting from another label.
- Lastly, confirm the formatting to be Currency. Right Click the Field and choose Format Field.
- Select Number tab, and confirm number format. Some database fields may be formatted differently.
Save the Crystal Report Template
Save the Crystal Report Template as i.e. Receipt(YourCustomerName)v#.rpt. This is important because keeping the crystal report name the same as i.e. Receipt.rpt, may be overwritten with any new upgrades in the future.
Uploading Print Templates to Savance Print Template
Admin>Administrator>Print Templates
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Highlight the Template you are ready to upload
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On the bottom left of the screen click on Edit
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Then click on the ellipsis (...) to upload the report to Savance.
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For On-Premise Clients, the .rpt will be opened from your local computer.
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For Cloud Client, the “Upload File” popup will ask you to “Add your file” to Clipboard.
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Right Click copy your file from your computer
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Click inside the dotted area to paste your file or you can paste using CTRL + V.
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Select Update
Testing updated Print Templates from Dispatch Viewer
Documents>Dispatch Viewer
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The best way to confirm the updates of your form is to resend the print from Dispatch Viewer
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Filter for your Document. Then use Filters and check “Completed”
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Then highlight and right click resend print and choose printer or Print to PDF
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Once completed, then right click View Electronic Copy
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