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LESSON 17:
The Report Expert-Mail Labels
The Report Expert walks you through developing a specific type of report and it is the only
way to develop mailing labels in Crystal Reports.
HOW TO: Open the Report Expert – To Create Mail Labels
If you are opening Crystal Reports from the desktop, the Welcome to
Crystal Reports dialog box will open. The default is Using the Report
Expert. Click the OK button to open the Crystal Report Gallery dialog
box.
If you are starting a new report from within Crystal Reports, the Crystal Report
Gallery dialog box opens immediately.
Click on Mail Label in the Choose an Expert list.
Different
types of
Report
Experts
available
in Crystal
Reports.
Click the OK button to open the Report Expert.
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LESSON 17: The Report Expert - Mail Labels
The available tabs in the Report Expert depend on the report selected in the Crystal Report
Gallery dialog box.
Tab options at the top of the Expert depend
on the type of report being created.
Click Database to
open the Data
Explorer, which
provides access to the
database tables.
HOW TO: Use the Report Expert to Create Mailing Labels
The Data Explorer
The Data Explorer dialog box provides access to the tables in the CHIP database. See
Lesson 2: The Data Explorer for more detailed information about tables and fields.
Click on the Database button. This opens the Data Explorer.
Double click on ODBC to open the ODBC folder.
Double click on Clinic to open the Clinic folder, which lists the Tables available in the
CHIP database.
The SQL Server Login window will open with the Login ID defaulting to: sa
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LESSON 17: The Report Expert - Mail Labels
Type the Password (remember, passwords are case sensitive) into the Password field
Click the OK button
Call the Help
Desk if you
don’t know the
password!
Double click on each table to select or single click on a table and click the Add button.
A a appears in front of a table’s name when it has been added to the report.
Some Common Tables for Mailing Labels
When creating mailing labels, you may want to include the Member table
(participant name), Household table (address, zip, and city), Proxy table (if
you want to include the primary caregiver’s name), and a table which provides
some opportunities to set conditions such as CertContact or Voucher.
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LESSON 17: The Report Expert - Mail Labels
Click the Close button once all tables have been selected. If more than one table has
been selected, the Link tab will automatically open. Otherwise, the Report Expert
returns to the Data tab.
Adding a Table After Closing the Data Explorer
Click on the Database button to re-open the Data Explorer
The table will be added to the Tables available for report list in the Data tab.
Removing a Table from the Data Tab
Click on the table you want to remove in the Tables available for report list in the
Data tab.
Click the Remove button.
The Links tab is automatically added when more than one table is selected for
a report.
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LESSON 17: The Report Expert - Mail Labels
The Links Tab
The Link Tab functions much like the Visual Linking Expert. See Lesson 3: The Visual
Linking Expert for more information about deleting, creating and changing links.
Tables
Links
Deleting Links
Click on the link to highlight (white).
Click the Delete Link button or press the Delete key on the keyboard.
Some Common Links for Mailing Labels
When creating mailing labels that use a Parent, Guardian or Proxy name, be
sure to delete the link to the MemberID field in the Proxy table. Otherwise,
records will not appear on your report. In most cases, you can delete all other
links except for the other MemberID and HouseholdID links.
Changing Links
Click on the link to highlight (white).
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LESSON 17: The Report Expert - Mail Labels
Click the Link Options… button.
Click on the new Link in the SQL Join Type section of the Link Options dialog box.
Click the OK button.
Creating Links
Click on the field in the FROM table (primary).
Drag the mouse to the field in the TO table (secondary or lookup).
Click the Next button or the Fields tab.
The links that Crystal Reports automatically creates limit the information to matching
records. If you only want records where the information is the same in the two linked fields,
keep the links. If it’s OK to have different information in the two linked fields, delete the links.
Always delete the UpdateRecord links at the bottom of the tables.
The Fields Tab
The Fields Tab acts much like the Field Explorer (see Lesson 5: The Field Explorer). You
can create new formula fields, add fields to the report, and change column headers.
Fields selected to
appear in the report.
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LESSON 17: The Report Expert - Mail Labels
Adding Fields to the Report
Double click on the field to insert it in the Fields to Display list
OR
Click on the field to highlight and click the Add button
OR
Click and drag the field to the Fields to Display list
Changing the Column Header
Click on the field in the Fields to Display list to highlight.
The default column header will display in the Column Heading field right below the
Fields to Display list.
Type a new column header into the Column Heading field.
Creating a Formula Field (see Lesson 6: The Formula Editor)
Click the Formula… button.
Type the name of the formula into the Formula Name dialog box.
Click the OK button.
Create the formula in the Formula Editor.
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LESSON 17: The Report Expert - Mail Labels
Click the Check Formula icon to make sure you haven’t made a syntax error
Click the Save and Close icon
Formulas are represented by @formula name. They will appear at the top of the
Available Fields list under Report Fields.
Editing Formulas
Click on the formula in the Available Fields list to highlight.
Click the Formula… button.
Some Common Formulas for Mailing Labels
Proxy Name/Participant Name
{Proxy.PrimaryFirstName} & “^” & {Proxy.PrimaryLastName}
Where ^ = space
{Member.FirstName} & “^” & {Member.LastName}
Second Line of Address
{Household.City} & “,^MN^^“ & Left ({Household.Zip}, 5)
Other Buttons in the Fields Tab
Find Field…
The Find Field… button searches the report for a field. If a field is found in more than one
table, it will default find the field in the first table listed.
Click the Find Field… button.
Type the name of the field you are searching for into the Enter Search Name dialog
box.
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LESSON 17: The Report Expert - Mail Labels
Click the OK button.
The field will be highlighted in light gray in the Available Fields list.
Browse Data
The Browse Data… button opens a window that displays values saved for a selected field.
Click on a field in the Available Fields list to highlight.
Click on the Browse Data… button
Click the Done button to close the Browse Data window.
Design Report
The Design Report button opens the Design Tab (see Lesson ?: The Design Tab) where
you can format your report.
Any changes made to the formatting may be lost if you re-open the Report Expert.
Preview Sample
The Preview Sample button allows you to view the report before completing it.
Click the Preview Sample button.
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LESSON 17: The Report Expert - Mail Labels
Click the First 100 records radio button if you want to view just a small sample of the
report. The default number of records created for your sample report is 100. You can
change this by typing another number into the number field.
Click the OK button. The report sample will generate and open to the Preview Tab
(see Lesson 8: The Preview Tab).
Returning to the Report Expert
Click on Report on the menu bar.
Click on Report Expert in the menu.
Click the Yes button on the Confirm Command message.
Do not do any formatting changes until you have completed the Report Expert. The
process of returning to the Report Expert often removes or changes the formatting. Once
you’ve made formatting changes, use the standard Crystal Report functionality to make other
changes (i.e. Visual Linking Expert, Select Expert, Formula Editor, Data Explorer, etc.)
Some Common Fields for a Mailing Label
@Participant Name or @Proxy Name (Formula)
Address
@Address (Formula)
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LESSON 17: The Report Expert - Mail Labels
The Labels Tab
The Labels Tab allows you to select a type of label.
Click on the drop-down list in the Mailing Label Type section in the Label Tab.
Select the type of label you want to use to print your mailing labels.
Labels automatically print Down Then Across. You can change this by selecting
Across Then Down in the Printing Direction section in the lower left corner.
Creating Custom Labels
Select User-Defined Label at the top of the Mailing Label Type drop-down list.
Overwrite the values in the Mailing Label Size and Page Margins sections.
The Standard Label Type
The standard label provided by the Help Desk is the Avery 5160.
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LESSON 17: The Report Expert - Mail Labels
The Select Tab
The Select Tab allows you to set conditions to help filter the records in your report. See
Lesson 7: The Select Expert for more detailed information about setting conditions, selecting
operators, and field values.
Creating Conditions to Filter Records
Double click on the field to insert it in the Select Fields list
OR
Click on the field to highlight and click the Add button
OR
Click and drag the field to the Select Fields list
Once a field is added to the Select Fields list, an Operator drop-down list will
appear below it. Click on the drop-down list to select an Operator.
Once the Operator has been selected, a value drop-down field will appear below the
Operator list. Select or type a value into the field.
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LESSON 17: The Report Expert - Mail Labels
Removing Conditions from the Select Fields List
Click on the field in the Select Fields list to highlight.
Click the Remove button.
Some Common Conditions for Mailing Labels
CertContact.CertEffDate between mm/dd/yyyy 12:00:00AM and
mm/dd/yyyy 12:00:00 AM
OR
CertContact.CertEndDate greater than mm/dd/yyyy 12:00:00AM
Member.WicType is equal to I, N, O, P, or C
OR
Member.WicType is one of I, N, O, P and/or C
CertContact.CertStatus is equal to C
Member.AgencyID is equal to [Agency #]
Member.ClinicID is equal to [Clinic #]
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