Chapter 4 - Selecting Records with Parameters
This chapter first shows you how to filter data using the Select Expert and then shows you how to create advance filters using parameters. Parameters are covered in great detail because they are also used within report formulas and for custom formatting. The effective use of parameters within record selection formulas and custom formatting lets you create dynamic reports that are tailored to each specific user.
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Entering Parameters
Creating parameters and using them within a report's selection filter and its formulas is just one aspect of parameters. The second part is when the user runs the report and enters the data into the parameter fields. Although this is a pretty simple process, it helps to review it to make sure you are familiar each aspect of it.When a report opens the first time it presents you with the Enter Values dialog box. This dialog box lists all the parameters used in the report. Each parameter is listed in the order that they appear in the Field Explorer window and each parameter is enclosed within its own grey box. Within each box is the prompt text that tells the user what to enter and an input area for entering the values. At the bottom of the dialog box are the OK and Cancel buttons for accepting or canceling the input. An example is shown in Figure 4-11.
Figure 4-11. The Enter Values dialog box for entering parameters.
| Note |
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| If you don't see the OK and Cancel buttons or you notice that some of the parameters are missing from the dialog box, it is because there are too many parameters to display within the dialog box's default size. You have to scroll down to the bottom of the dialog box to see the remaining parameters as well as the buttons. |
When you refresh the report data by pressing the F5 key or clicking the Refresh Data button on the toolbar, you are asked whether you want to use the existing parameter values or enter new values. If you select the option to enter new values then the Enter Values dialog box is presented again and you can override the existing parameter values. If you select the option to keep the existing values, then the report opens without prompting you for the parameters.
Crystal Reports presents different prompts for each data type and option. This creates numerous possible combinations for entering values. Fortunately, they are presented in such a way that it's pretty obvious how to use each one. We'll cover the basics here so that you are familiar with them.
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