User`s guide

4.4.7 Record selection
Record selection, the task of paring down the data to include only the data required for your report, is
a crucial step in report creation. You will rarely want a listing of all the information in a database. Most
often you will be interested in only the sales in a given time period or for a certain product, and so on.
For example, a sales report may be designed to only include sales from one product line for the last
calendar month.
4.4.8 Grouping, sorting, and summarizing data
Once a basic report is created, you will want to organize the data by grouping related information,
sorting individual records, summarizing, subtotaling, and grand totaling.
Grouping records
To organize the data, you may want to group related data together. For example, after grouping a
customer list by region, you might divide the list into regional groups. That way, a sales manager for
one region could quickly locate the appropriate region group and focus exclusively on the customers
within that region.
Sorting records
Crystal Reports allows you to specify the order in which you want the records on your report displayed.
For example, after grouping by region, you might sort the records within each region in alphabetic order
by Customer Name. Many of your reports will use some type of sorting. Depending on the report, you
will sort the records in a list or sort in conjunction with grouping.
Summaries, subtotals, and grand totals
Many reports use some sort of totaling. For example, in a North American sales report grouped by
state, you might want to calculate the total dollar amount sold in each state. You do this by creating a
subtotal on the sales field. Summaries are also used at the group level, allowing you to calculate
averages, counts, and other group (aggregate) values. For example, in a sales report you may want to
calculate an average of sales per state (average summary on the sales field) and calculate the number
of products sold in the state (distinct count of the product name field).
4.4.9 Using the drill-down option on summarized data
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Introduction to Reporting