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Crystal Reports: Save Data with Report

The default setting on a Crystal report is to "Save Data with Report." However, this can make your rpt file very large. And, it can create other problems--such as reports with outdated data.

In training courses, we recommend that students change their file options and report options so that "Save Data with report" is not selected. However there is a situation where "Save Data with Report" is useful.

If you have a user who is at a remote site and does not have access to your source data, you can use the Crystal Report Designer to save the data with the report. Then you can email that user the rpt file.

For the remote user to be able to view the report, s/he needs a program that can view a Crystal report. This can be a copy of the Crystal report designer, a compiled version of the report, or a report viewer like cView.


Very important hint:

Backup your rpt files.

Your rpt files are as important as any Excel budget spreadsheet or Word Document. It is important to save copies of all your rpt files. Save them in a backup directory, save them on the file server, save them on diskette, save them on tape, save them on a removable hard drive, save them on a Zip drive, or burn CDs or DVDs. Whatever--just save them frequently and save multiple copies. Have copies on site and off-site.

It happens rarely, but it is a sad story when we hear about the only copy of a rpt file that has been accidentally lost. Without backups, it's lost forever.

Please donít let it happen to you. There is a lot of work that has gone in to a report, and it can be as much work to recreate it again from scratch.

And of course, you do have backup copies of your database and other important files and documents, donít you?



This article is copyright 2000 - 2005, 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.


cView is a powerful Crystal Reports viewer that allows you to work with reports in ways that other viewers do not. cView saves money and improves performance.

If someone e-mails you a Crystal Report and you have access to your database, most report viewers will allow you to run the report. cView does this, as well.

But, it also allows you to process the report against live new data! Thus, it is a true viewer that doesn't consign you to working with outdated reports.

Crystal Reports Viewer


A free version is available for evaluation. Please test-drive this outstanding Crystal Reports viewer.

Once you've installed the cView license, you'll be able to modify many reports, print settings and display settings.The latest version of cView allows a user to dynamically change a report file locations at run time. No, we're not joking. It will really do that. This works for data file based report using FoxPro, Btrieve, or MS-Access.




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  • Crystal Reports is a subsidiary of Business Objects, which is owned by SAP.