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Crystal Reports: Combine Alerts in an Alert View

Alerts are a powerful feature introduced in Crystal Reports 8.5. They enable you to create filters to provide additional analysis on your report data.

Report Alerts are actually custom messages you create, and these get displayed based on conditions you set. So an alert could tell report users that their expenses are at 80% of budget. This kind of alert gives people time to prevent an overbudget problem from occurring.

The example we use in training courses is to start with an Aged Trial Balance Report, and create two alerts:

  1. An Alert of any customer who is over 3 months overdue
  2. An Alert of any customer who owes more than $100,000.

The Alerts are triggered when the report data are refreshed, and the alert form is displayed. You can filter by any combination of the Alerts. If you select several alerts by using the Ctrl or Shift key, then click “View Records” the alert view will only show records that meet both Alert criteria.

You can easily create an alert. Just use the Alerts function from the Reports menu.

Report Alerts first appeared in Crystal Reports 8.5, so older versions do not have this feature.

If you're using an older version, are you out of luck? No, we have your back there!

We have a User Function Library that can do this in older versions. You can action this in any formula with:

if {Customer.Last Year's Sales}<30000 then GetVolAlert ("Sales missed target",{Customer.Customer Name})

Click here to purchase this function


Not convinced that alerts are worth looking into? Think about this case history.


This article is copyrighted by Crystalkeen, Mindconnection, and Chelsea Technologies Ltd. It may be freely copied and distributed as long as the original copyright is displayed and no modifications are made to this material. Extracts are permitted. The names Crystal Reports and Seagate Info are trademarks owned by Business Objects.


Except where an author's name is given at the start of the article, all of these articles were written by Mo Naughton or Bruce Ferguson and edited by Mark Lamendola. Mo is a Crystal Reports consultant, trainer, and developer for Chelsea Technologies, Inc. Bruce Ferguson is a Crystal Reports consultant, trainer, and developer for CrystalKiwi, Inc. Mark Lamendola is a writer and editor with over 15 years experience in professional and trade publications.



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