Teaching Crystal to New Users; what to teach? 7

[smcnulty2000]

I'm going to be teaching a crystal reports class in about a week to some people who have had very limited to zero contact with Crystal Reports.

Some of them have had another course in Crystal about six months to a year ago, depending on the person. Some haven't even had that much.

I've already decided we're going to go through a quick run-down of building a report, to familiarize and refamiliarize them with Crystal as tools.

The level of IT sophistication varies, of course. Three mainframer programmers, one web designer, one VB.net programmer, one business analyst. All of them are reasonably intelligent, so that's not a worry.

If you were in my shoes, and had to do a four hour morning class, what would you teach?

I've got some ideas, but I'd like to hear some opinions if people have a desire to share on this subject.

An additional piece of info: the people who took the previous course did not like it because it left them holding a tool set but with no real understanding of what to do with the tools. The equivalent of knowing how to use some carpentry tools but not knowing how to build a cabinet.

Scottm.

 

[MrBillSC]

I would have them create a simple but meaningful report with their database (GL, Payroll, ?). Be sure to use some formulas. I would stay away from variables for beginners. If there was time I would talk a little about visual layout of the reports. What makes them easy to read? If you have time, create two versions of the same report, one cluttered and difficult to read, one clean and easy to read. Let them see the difference.
Best of Luck.

 

[synapsevampire]

The first thing I would teach your students is to NEVER post any questions about software without stating the software version being used, as you have just done

The version of Crystal and the database being used will greatly alter what I teach, such as SQL Expressions, how to generate the SQL, etc.

In general I would teach them that using Crystal to perform elaborate queries or using subreports or do any heavy lifting is ill advised, concentrate on the presentation aspects of Crystal, including parameters, the record selection formula, quick and dirty cross-tabs explanation, charts, etc.

Explain that Crystal is a banded report writer, and works similarly to a single SQL statement, and also in terms of it's own grouping and aggregate functions, and that one must pay attention to the sql being passed to the database using the Database->Show SQL Query.

CR XI does many things earlier versions don't, and CR 9 and above allows for Command objects (which the VB people will like, and the dbas will not because there will be more weak SQL being generated by coders), whereas CR 8.5 had serious limitations when trying to paste existing SQL, or when trying to edit the SQL generated by Crystal.

Good luck with it.

-k

 

[Madawc]

I'd show some of the common errors. Linking Table A to Table B, when you want entries with just a Table A. This will fail with equals and succeed with left-outer.

Then a group with both summary totals and running totals. Show how the summary totals are always there while the running totals accumulate.

Also the max and min functions, which are easy to miss.

Suppression, including the supress-if-duplicate option, if you have it.

Database - Show SQL Query. See how many of your selection criteria are there - being done quickly by the server - and how many were left for the user machine to manage, much more slowly.

Madawc Williams (East Anglia, UK)

 

[MisterMo]

You might need to give them a little intro to databases first eg. ER, Primary Keys, Composite indexes, Stored Proc and so on.

as you said having the tools and learn how to build a cabinet..... (getting the raw material)







Mo

 

[smcnulty2000]

Thanks all. This is helpful.

BTW, I have fully in mind to point them to tek-tips for future questions. Sadly it is hard to get people to use a media they didn't find on their own.

Synapse, it hadn't occurred to me that their version would be rather important since I had the same version in front of me that they would be using, so it sort of got 'blind spotted'.

Funny.


Keep 'em comin'. Any advice will be weighed. If you think of anything to add, feel free to come back in.

scottm.

 

[IdoMillet]

One way to deal with the problem you describe ("...it left them holding a tool set but with no real understanding of what to do with the tools"), is to use an actual data source in the organization rather than the Extreme sample database.

Spend a few minutes with 1-2 of these guys a few days before the session to identify report ideas that you could work on during the session. Then, decide (before and during the session) on features (CrossTabs, Charts, conditional formatting, suppression, Parameters, Conditional Totals, Subreports, etc.) that would enhance these reports.

Cheers,
- Ido


Visual CUT & DataLink Viewer:
view, e-mail, export, burst, distribute, and schedule Crystal Reports.

http://www.MilletSoftware.com

 

[Memento]

Something I wish I would have learned from the begining was Specified Grouping. Specified Group is the key to a lot of my reports. I have users who want certain insurance information to be returned in a specific order such as Medicaid is ALWAYS first, and then Medicare, and then Other Insurance.

 

[synapsevampire]

Memento, in lieu of using specified grouping, consider a formula and basing the grouping on the formula, or better yet, handling the grouping on the database side using a View or Stored Procedure.

-k

 

[Turkbear]

Hi,
I would add that the most important part of designing reports comes BEFORE using the program:
It is in understanding the Data involved, the purpose of the report, the client's expectation of the result and the real-world practicality of the request. ( Users seem to think anything is possible, regardless of the data available - It is the Report developer's responsibilty to keep expectations realistic )

The most frustrating thing in the world is to design the greatest fork ever, only to discover the client wants to eat soup




To Paraphrase:"The Help you get is proportional to the Help you give.."

 

[smcnulty2000]

Turkbear,

I know precisely what you are saying. I have a checklist that I use that I'm going to share with them.

It will include:
1. Purpose of the report
2. Intended Users
3. Grouping
4. Sorting
5. Record Selection
6. Summaries
7. Calculations
8. Formatting
9. Header, Footer, Titles and Subtitles.
10. Data location and access
11. Priority of report over other reports
12. Documentation requirements
13. Maintainence requirements
14. Standards that must be adhered to.

I also recall that the help files include the advice to physically draw on paper the report as you expect it to be. I'm undecided on showing that.

scottm.

 

[synapsevampire]

(I think that a mock up is important, however a drawn version sounds too Crystal Decisions like

I generally ask for the existing report if we're replacing a report, or an Excel (or some such) as a mock up.

Soft copies are better for me as I can point to them as references in my documentation, and to help preserve the fluffy 3 eared slime slurping mollusk gnat from losing it's natural habitat.

-k

 

[chelseatech]

We have been teaching Cr for a while now, so would recommend that you first realise you can't cover it all if you only have one four hour session.

Key concepts have to include
Presentation/Format Field (for each type)
Groups (all the options including specified order)
Summary Fields
Sections (Discuss each item in the section expert)
Formulas (Functions)
Database joins/record selection
Conditional Formatting.

And finish with a 30 min section on what you don't cover (3-5 minute description of each)
Crosstabs
Subreports
Variables/Evaluation time in formulas
Charts
SQL Expressions
SQL Commands
Running Totals
Custom Functions
Business Views

Buy a copy of the George Peck "Complete Reference" book and put it on circulation for those that want to look up the additional material


Editor and Publisher of Crystal Clear

http://www.chelseatech.co.nz/pubs.htm