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Working with Cross-Tab Reports

by: Thomas Hinkle, Consultant, CRCP

You’ve created a summarized report and it displays the correct values but it may be several pages long and difficult to read quickly.  Crystal Reports allows you to create a compact view by using Cross-Tabs. The Cross-Tab object is a grid that displays values that are grouped and summarized in compact rows and columns.

Details of a Cross-Tab report

A Cross-Tab object is made up of three elements:

• Rows
• Columns
• Summary fields

• The rows in a Cross-Tab run horizontally (from side to side). In the example, “Gloves" is a row
• The columns in a Cross-Tab run vertically (up and down). In the example above, "USA" is a column
• The summary fields are found at the intersection of rows and columns. The value found at each intersection represents a summary (sum, count, and so on) of those records that meet the row and the column criteria. In the example above, the value at the intersection of "Gloves" and "USA" is four, the number of gloves sold in the USA

A Cross-Tab also includes several totals:

At the end of each row is a total for that row. In the example above, this total represents a single product sold in all countries. At the end of the "Gloves" row is the value 8, the total number of gloves sold in all countries.

Note:    The total column can appear at the beginning of each row.

• At the bottom of each column is a total for that column. In the example above, this total represents all products sold in a single country. The value at the bottom of the "USA" column is four, the total number of products (gloves, belts and shoes) sold in the USA

Note:    The total column can appear at the top of each column.

• At the intersection of the Totals column (totals for the products) and the Totals row (totals for the countries) is a grand total. In the example above, the value at the intersection of the Total Column and Total Row is 12, the total number of all products sold in all countries

How to create a Cross-Tab report

Things to keep in mind when using Cross-Tab objects:

• You can drag report fields into or out of Cross-Tab objects
• You can have multiple rows, columns, and summarized fields
• You can use print-time formulas as your rows or columns
• You can use Running Total fields as your summarized field
• You can include a group sort (top or bottom N) on the rows in your Cross-Tab

Note:    Group sorting cannot be applied to columns.

• You can insert as many Cross-Tab objects in a report as you need
• You can insert the Cross-Tab into either the Report Header or Footer, or the Group Header or Footer
• You can place Cross-Tab objects in subreports. This is useful when you want to refer to the results from another report

To create a Cross-Tab Report using the Cross-Tab Report Wizard

• On the Start Page, click Cross-Tab Report Wizard
• Select the data connection and linking
• Add fields from the Available Fields area to the Rows, Columns, and Summary Fields areas
• The next screen allows you to create a chart or you may add a chart later
• Select any record selection you may want and then choose a grid style and click finish

To add a Cross-Tab object to an existing report

1. Open your report

2. Click the Design tab

3. On the Insert menu, click Cross-Tab

Tip:     Another way to do this is to click the Insert Cross-Tab button on the Insert Tools toolbar.

An object frame appears with the Arrow cursor as you drag the Cross-Tab object into the report.

4. Place the object frame in an empty area in the Report or Group header or footer and click to release it

An empty Cross-Tab object appears in your report. You can drag fields from your report or from the Field Explorer into your Cross-Tab.

5. In the Field Explorer, select the field that will be your column value and drag it to the Cross-Tab

6. Drag the field to the upper-right-hand corner of the Cross-Tab object

You'll see a placement arrow to show you where the field will appear when you drop it.

Once you have clicked to release the field, it appears to the right of the column that you selected.

7. In the Field Explorer, select the field that will be your row value and drag it to the Cross-Tab

8. Drag the field to the lower-left-hand corner of the Cross-Tab object, and click to release it

9. Finally, drag the field or formula that will be your summary to the Insert Summary cells of the Cross-Tab, and click to release it

Tip:    Notice that all of the cells change color when you position the field over them.

10. Click the Preview tab to see your Cross-Tab

To modify a Cross-Tab object right click and choose the Cross-Tab Expert.  This will allow you to change field selection and customize the Cross-Tab style.

There are many options available and the Cross-Tab Expert will allow you to access those options.  Crystal Reports Help can assist you with questions you may have about Cross-Tab reports.

Cross-Tab reports are included as part of the Crystal Reports Design II, RD210R2, two day class.

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