Reading PDMS Data into Crystal Reports

This example covers the steps necessary to import data from Microsoft Access and from PDMS to form a merged table within Crystal Reports. This section does not give general information on how to use Crystal Reports - see the online help for that product.

1. Start Crystal Reports.

2. Select File>New… The Create New Report dialog box will appear.

3. Select to activate a "wizard" to create a standard report. The Create Report Expert dialog box will appear:

   

4. Step 1 (the Tables tab) enables you to specify the type of data source. Click on and select ODBC - PDMS from the list in the resulting Log On Server dialog box (your System Administrator may have installed and configured your SQL Direct service provider to show text other than 'PDMS') and OK the dialog box.

5. The Choose SQL Table dialog box will appear. From the SQL Tables list choose the table (previously defined using SQL Direct's Table Designer) which contains the data you wish to report on. Having selected the table, click Add; the selected table name will appear in the main list area on the Create Report Expert dialog box (Tables tab).

6. On the Choose SQL Table dialog box click to redisplay the Log On Server dialog box. Now select ODBC - MS Access 7.0 Database from the list to specify (in this example) the source of the data which is to be merged with the already-specified data table, and which is to be reported on. OK the dialog box. The Select Database dialog box appears.

7. Navigate to the appropriate Access .mdb file and OK the Select Database dialog box. The Choose SQL Table dialog box will reappear. From the SQL Databases list select the MS Access 7.0 Database previously selected. The SQL Tables list will become populated with the names of the tables present in the selected Access database. Having selected the table, click Add, then Done.

   This completes step 1 of the Create Report Expert process.

8. Step 2 of the Create Report Expert process consists of linking the PDMS data table with the Access data table. The Links tab shows lists of column headings in the two tables. 'Join' the tables by selecting (left mouse button) a common column heading in one table; with the mouse button held down, move the cursor over to the same column heading in the other table and release the button. A line will appear joining the two tables via the common column heading. The 'joint' table to be reported on has now been defined. Click on .

   This completes step 2 of the Create Report Expert process.

9. Step 3 of the Create Report Expert process consists of setting the fields (column headings) which are to appear in the report. From the Database Fields list on the left of the Links tab select the column headings you wish to see in the report, choosing fields from the 'PDMS table' and from the 'Access table'. Select each required field, clicking on after each selection to assemble the required report fields in the Report Fields: list. Click on when you have completed this process.

   This completes step 3 of the Create Report Expert process.

10. Step 4 of the Create Report Expert process consists of choosing report fields to sort and group by. From the Report Fields list on the left of the Sort tab, select the report fields you wish to sort and group by, clicking after each selection to assemble the required group fields in the Group Fields: list. Click when you have completed this process.

    This completes step 4 of the Create Report Expert process.

11. Steps 5, 6 and 7 of the Create Report Expert process enable you to further refine the content and detail of the report to be produced. Options chosen for each of these steps will be up to individual user requirements and so are outside the scope of this description. See the Crystal Reports online help for details of the options available at each of these steps.

12. Having selected the required report style from the Style tab, click to see the report.