Wednesday, October 3, 2012

Crystal Reports : Counting Records (The Simple Way)

The age old problem: "How many records are there?". In Crystal Reports, the easiest way to count records is by using a Summary Object.

However, before we begin, you must understand the back end of your database. In order to get an accurate count of records, it's necessary to use a Unique Identifier. Virtually every database has one, whether it be called a RECID, a CUSTID or even a TRANSID, there is almost certainly a column with a unique identifier on the back end of your table.

1. Select Insert | Summary from the top level menu

2. Select the (unique) fieldname you wish to summarize

3. Make sure to select Distinct Count as the Summary Operation

4. Hit Ok.

You'll now see a new field in the Report Footer which should accurately count the records returned by the report.

Pro Tip : If you have groups within the report, you can move the Summary object to any Group Footer to calculate it's total based upon the Group. Try it!

3 comments:

Anonymous said...

Thanks for sharing

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