Crystal Reports:
Extracting just the report File Name from the File and Path special field

However, sometimes the full path makes the field too long and can provide unnecessary information. You can write a formula to extract the filename only with:

Mid (Filename ,InstrRev (Filename,"\") + 1 ) // plus 1 is to get the character after the ‘\’

This uses three interesting functions in CR8

1) Filename is the special field. You can find it in the function list under "Document Properties"

2) InstrRev is similar to Instr except that it searches the string in reverse order. In this case it looks for the last "\"

3) The Mid function without a third parameter will get the remainder of the string.

Using this technique can help prevent the use of cryptic filenames, in favor of more descriptive ones. Here are some general rules to follow for filenames:

• Don't use underscores. These are often invisible when part of a URL or on a printed page. They look like a space.
• Don't use spaces. Obviously, a trailing space will create problems. But so will a space that precedes text. Spaces in the middle can cause problems, too. Despite what Microsoft says, Windows does not like spaces. Database environments are not good for spaces either, especially if you are importing or exporting field names, files, etc. Also, it's too easy to use a double space and that can appear to be a single space.
• When using dates as part of the filename, use the format yyyymmdd, as this facilitates sorting. For example, 20110816 but not 16082011.
• Avoid embedding too much information in the filename. This will only lead to errors and confusion. For example, it's fine to have a filename ajaxcorpsalesfigures2012 but as you add information to the filename you make taxonomy increasingly complex.
• Use a standardized taxonomy. If, for example, the company name precedes the type of info, then always do it that way. Use salesfigures-ajaxcorp2011 if all similar files will be in the format salesfigures-companynameyear, but however you do it be consistent. Don't also have bradcorpsales2011sales figures.

If you have a mess of filenames you inherited from some taxonomy-challenged predecessor, how can you hope to clean it up? Maybe the best you can do is fix the ones that are most critical. To see what's what on your hard drive(s), we have a great tool called Report Analyzer.

This is the ultimate documentation and analysis tool for Crystal Reports administrators, server administrators, and others who need to maintain electronic filing systems.

Originally developed as a Crystal Reports tool only, with its version 5 release Report Analyzer became a powerful tool for analyzing any data repository.

Some key points:

• Generate summary and detailed documentation.
• Analyze report complexity metrics to assist with test plan development and maintenance planning.
• Easy to use documentation explorer to browse and compare report design settings.
  Print report design diagrams.
• Print report data dictionaries.
• Extensive formula printouts including call trees, object cross references, formatted listing, and conditional formulas.
• All documentation can be exported in a variety of formats including PDF, HTML and Word.
• Uses Crystal Reports to produce the documentation, enabling complete customization.
   

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