Using the Messaging Defaults tab, you can set up a standard email message or signature. Then, you can use that message and signature as the email text for scheduled reports (via the use of an Insert).
To set a default Email Subject, Email Message, or Email Signature, simply enter the text you wish to use in the applicable field.
To set a default Attachment (such as a business card or other file), click the ellipses (...) button and select the appropriate file. Then, click Open.
Once the Messaging Defaults have been set, click Apply.
How to use Messaging Defaults
Once you have set Messaging Defaults in the Options window, they can be used in the email output of your schedule. Defaults are applied on a schedule by schedule basis by using the User Defaults inserts on the email Destination window.
To use the Messaging Defaults inserts, perform the following:
1. In your email output section, go to User Defaults in the Inserts Menu.
2. Drag and drop the default item to the appropriate field.
3. You can then edit the default message if needed.
If your reports all log into the same database, you can store the database credentials here and save having to enter them into each and every schedule.
Note: If you change the information listed under the database defaults (the database or the credentials), only schedules which are created after the new schedules are entered will have the new data. All schedules created with the old database credentials will need to be updated. See the Updating Database Login Details for Multiple Reports section below.
To enter in default database credentials, perform the following:
1. Click on the Database Defaults tab.
2. Check the box next to Use default database login credentials for schedules.
3. Choose the appropriate DB Type, DSN Name, and DB Name.
Note: You can also let the Database information be determined by what is in the report settings. To do this, simply leave the <report settings> value in each of these fields.
4. Enter the necessary credentials to log into the database you chose. If you would rather use the Windows credentials of the person logged into the server at the time the schedule executes, check the box next to Use integrated authentication.
5. Click Apply at the bottom of the Options window.
Updating Database Login Details for Multiple Reports
What happens when your database logins change for your reports? In many cases, database logins can change for multiple reasons: a change in responsibility, a 90-day credential expiration mandated by company policy, etc. Though changing credentials is an important practice to maintain security, it can be a pain for those relying on Crystal Report automation. If you have dozens, or even hundreds, of Crystal Report automation schedules, how on earth can you update all of these subscriptions with the latest credentials? If you are using CRD, it's easy!
To update database login credentials for multiple reports, perform the following:
1. Within CRD, navigate to Options > User Defaults > Database Defaults (as shown above).
2. Enter the new database and credential information and click Apply in the lower right corner of the Options window.
3. Now multi-select the schedules that need the database login details update by holding down the Ctrl key and clicking each schedule.
4. Right click the selected schedules and click Properties.
5. Select the Report Options tab and check the 2 boxes for Login Required.
Note: The first check box enables this setting to be changed for the multiple reports. The second checkbox allows you to enter the credentials.
6. Once you select the second checkbox, the default database credentials you entered in Step 1 will appear. Click Apply in the lower right corner of the Options window to save the new settings.
Now, all of the selected reports have been updated with the latest credentials.
Note: You can edit each of the individual schedule’s database login credentials separately at any time.
Under the Miscellaneous tab of the User Defaults, you will see two sections: Default Report Location and Default Date Stamp.
The Default Report Location is the path CRD will always take you to when you are browsing for a report. If this field is blank, CRD will begin browsing at the last location you selected a report from. If this field has a path listed, CRD will automatically begin browsing from this location.
The Default Date/Time Stamp will be what is used when you select to append a date/time stamp of a report destination. If this field has a value, this default format will be pre-filled in the Append date/time to report output field when it is selected, saving you from having to select a format each time you write a schedule.
Congratulations! You have successfully configured your User Defaults. Now, let's discuss Default Destinations.