Crystal Reports: Summary Field in a Text Object

One of the great features of Crystal Reports is the ability to merge fields into a text object. This has been around for many versions and can be used to design sophisticated mail merge reports. You can drag database fields, formulas, parameters and all the other objects from the field explorer into a text object.

Be careful if you drag a summary field from a different section. Summary fields calculate their summary at the group level at which they are placed. But if you drag the summary directly from one group section into a text object in a different section, then the level of the summary is retained from the original section.

This applies to Crystal Reports version 9, 10 and XI. Crystal Reports 8.5 and earlier will change the level of the summary when dragged from another section.

If you want the summary to be for the level you have the text object in, move it to that section first. Then within that section insert the summary inside the text object. There may be a reason why you deliberately want a summary in one section to appear in another section.

Normally you need a formula to do this. Using a text object could be a faster way to achieve the same result.

The summary functions in a formula are normally applied to calculate grand totals or a group subtotal. You can also use them on an array. 

Numbervar array mylist:=[4,5,6,3,2,5,6,7,8]; 
Sum(mylist); 

The array can be any variable type, but the summary must be valid for that type.

For example, you can Count or find the Maximum of a date array, but you can’t sum or average the array.

There is a comprehensive list of summary functions available. You can use Sum, Average, Count or any of the other summary functions to achieve your purpose. 

If you combine this feature with the “Split” function to break a long string up into smaller array elements, then you have a powerful analysis tool available. 

Be careful if you find yourself doing too much in the way of summaries. A well-designed report is actually a summary, so if you summarize summaries within a report, don't you think something is getting a little to bloated that you must now do that?

Step back and look at the purpose of the report. Why do people need it? Look for report content that doesn't support that purpose, and remove it. You can always put the removed content into a new report. But chances are good you'll find that nobody really misses it.

Today's manager is overwhelmed by information, data, so-called communication, interruptions, conflicting demands, and a host of other detractions and distractions.

The typical report recipient doesn't need more information, but less. Simplify your reports based on what people really need. The "nice to have" stuff really isn't so nice, because instead of working 60 hours a week a manager must work 75 or 80 hours to wade through that and pick out what is relevant and useful.

You should design your report with relevant and useful in mind. In fact, make those your guiding principles.

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