Packaged Reports Schedule Wizard



This is a favourite amongst CRD users.  The purpose of the wizard will be to guide you through the process of setting up a number of reports to be generated at defined intervals and delivered to one or more defined destinations - together.


 Example:  Your entire monthly report pack (consisting of a number of reports) can be sent to a recipient with all reports attached to the single email.  You can also zip up the reports into a single zip file, or export them out to a single Excel workbook, or export them in a single PDF file.


To start the Wizard, Go to the Home Tab, then select Package.





Continue to Package Schedule - General


Package Schedule - General

The General Section determines the most basic properties of the package schedule.




Package Name:  The name of the package.


Create in: The CRD folder where the package is stored.


Description:  A short description to help other users identify exactly what this schedule is and what it is expected to do


Keyword:  Enter some keywords which can be used later by Smart Folders to identify this schedule.


Proceed to the next wizard section.

Package schedule - Schedule



In this section, you will decide when the report will execute. There are a variety of options:




Daily: Run a report every day or at a frequency of days.

Sub options:

Repeat every X Days-  EX. Run the schedule every 3 days.





Weekly: Run a report on a weekly time frame.

Sub options:

Repeat every X weeks-  EX. Run the schedule every 2 Weeks.

On- Select the specific days of the week the schedule will run. If only once a week, select only the day of the week it will run.  EX. Run every Monday, Wednesday, and Friday.



Weekdays: Run the schedule Monday through Friday.





Monthly: Run the schedule on a monthly time frame.

Sub options:

Use the following options- Checking this box will enable you to select frequency options such as the “last Thursday of the month.” Also you can include or exclude specific months from the schedule.





Annually: run the schedule every year at a specified time.




Custom Calendar: Select the custom Calendar you wish to use. You can create a new custom calendar from the menu as well. Please see Custom Calendars for a tutorial.




Other: Other scheduling options.

Sub options:

Run Schedule every X Minutes, hours, days, weeks, months, years


None: No scheduling is required for this item.




Next, you will specify the time that the schedule will run as well as repetition options.



Schedule time:  Specify the exact time you want your schedule to run. *Tip: keeping in mind how long it takes for your report, time your schedules accordingly!


Exception Calendar: choose a calendar that will instruct the schedule to NOT run on those specified days. Please see Custom Calendars for a tutorial.




Next to run on: displays the next run date of your schedule.




Repeat ever X hours or minutes:  run your reports on a reoccurring basis during a specific time frame. EX Repeat every .25 hours until 5PM.




Enable this schedule: to enable the schedule leave the box checked. To create this schedule disabled, deselect this box.

Once you have finished creating the timing for your schedule, click finish to proceed to the next stage.


Once you have finished setting up your schedule timing, click next to continue to section 3 of the wizard.


Package Schedule - Report



Different from the Report section in a standard schedule, this section can add multiple reports to one schedule.


Adding a Report to the Package: To add a report to your package, select add. You will be prompted to browse for a report.




After Selecting the report, you will need to determine the format and parameters of the report.




Report Name:  Name your report.


Format:  Set the format for your report. This format is set for this particular instance of the report.


*Note: Certain formats open up additional options below. For details on each option refer to Destinations.


Enabled:  Enable or Disable this specific report in the Package.


Collect Report Fields: Pull fields from your Crystal Report. See Inserts for more information.



Selecting Parameters:  Go to the parameters section.





In this section, you will determine the parameters for your report (if any) and select options for your subreport. If your report has no parameters, you may skip this section by clicking next.



There are 3 requirements in order for CRD to detect your Crystal Report parameters and their parameter values:


1) The parameter must be in use in the report

2) The parameter must be visible

3) The parameter must be set to be prompted at runtime


If these three requirements are achieved, you should see the parameters in your report listed in this screen.



For each parameter, select from the drop down list the value the report must use. In a single schedule, only one parameter value can be run at a time per parameter. You can type a value into the field as well.





Set as Null: Set no value for this parameter.


Ignore: Do not run this parameter, ignore it at runtime.


Range Values:

Select from the dropdown list the upper and lower value for the parameter.


Include Value upper/lower: Include the selected parameter value in the range.

No lower/upper bound: include all values above the upper value, include all values below the lower value.


*Tip: to enable a report parameter to run for a date constant (Current Date, Yesterday etc.), select CRD Constants from the inserts window, then drag and drop your

desired constant to the parameter field.




Selecting Date Parameters via Calendar



If your report contains a date parameter, you can either manually enter dates as described earlier in this topic, or select the desired date from the built in calendar. Simply click in the date parameter field to open the calendar. Select the desired date. Click OK. If the parameter is also a time parameter, this can selected as well.

The buttons below enable you to preview the report, adjust formulae, and review subreports. You can re-query the report for parameters as well.




Preview: view the report output given the selected parameters.


Formulae: View edit and Parse the Record Selection Formulae.


Subreports: set parameters, authenticate, and re-query subreport parameters.


Set Parameters: select the parameters for the sub report. Note: Crystal 2008 API does not allow access to sub report parameters in CRD. CRD will run the subreport as they are created in Crystal.


Re-query Parameters: Re-query the report for the new parameters.


Set Database Login: Set Authentication information for the subreport.


Set Table Login: Set Authentication information for individual tables in the subreport.


*Note: Subreport parameters must be linked to the parameters in the main report



*Tip: If you are looking to Dynamically populate parameter values, the better choice is the Dynamic or Data-Driven Schedule.



Naming the Report:




Use Default Naming Convention: Output file name will be named the same name as the report.


Customize File Output Name: Give the output file a name of your choice.


Customize Output Extension:  Change the file extension of the output file. EX. Instead .cob rather than .doc.


Append Time/Date Stamp:  Add a time date stamp to your output file name.



Setting Report Options:




Set database logins, refresh rate, and whether to use the saved data  in the report. Please check Package Schedule - Report Options for more info.


Exception Handling:




determine options if this report in the Package is blank. Click here for more information on blank reports.



Once you have finished creating the settings for this report, click OK to return to the Reports screen.




Click on add to add more reports to the package list.






Merging Multiple Reports:


CRD has the ability to take multiple Reports and merge them into a single text, PDF, or Excel file.


Simply Check the box to indicate which file types will be merged.





Excel Merging: CRD will then merge all excel outputs in the package into a single excel file.





*HINT: Add Password Protection to this section in this option window rather than the individual report in the package. This will password protect the entire merged workbook.




Merge into a single worksheet: Rather than the individual reports be merged into separate worksheet tabs, all reports would be merged into one worksheet.


PDF Merging: Merge PDF outputs into a single PDF file. The reports will appear in the merged PDF in the order they are displayed in the package schedule. Checking this box will bring up additional PDF Options.





Run Package Using Multiple Threads:  Each report in the package can run concurrently. See Multi-threading for more info.


Save Snapshots:  Save a picture of the report as it is produced. See Snapshots for details.


Now that you are finished setting your reports, click Next to continue to Package schedule - Exception Handling

Package schedule - Exception Handling



In this section, you will set error handling for your reports, as well as options for blank reports.



Treat as “error” if not completed in X minutes: if a report takes longer than the specified amount of time to run, this option will treat the schedule as an error and follow the appropriate action. The “Auto-calculate” option instructs CRD automatically determine how long a schedule should take to run the report. If it takes longer than the calculated amount of time, then it is an error.


*Note: if manually determining the error timing, please double check the runtime of the reports in order to get the correct time estimate.


On error, retry executing schedule every X minutes up to Y times: If an error has occurred with the schedule, you can set the interval and number of times you wish the schedule to attempt a retry. By default CRD will make 3 attempts.




CRD and Blank Reports:


CRD has the ability determine if a report is blank. Meaning that if a report genuinely has no data behind it, then CRD can do a number of things with the report and the schedule.


Check if a report is blank: With this option you can check if a report is blank.


Ignore the report: if the report is blank, do not send the report. The report will not be delivered to the destination.


Ignore the report and subsequent tasks: Do not run any custom tasks if the report is determined to be blank.


Method Tab: Select the Method that will determine whether a report is blank.


Native: CRD will check to see if the report returns any data. If not, the report is considered blank.




SQL Query: Select this option to use a user made query that will determine if the report is blank. If the query returns no results, the report is blank.




Actions Tab: Select an action from the task list. This task will be executed in the event that a schedule is blank.




*Tip: You can send a notification if a report is considered blank instead of sending the report. Simply select “check if a report is blank” then select “Ignore the report.” In the actions tab, select “Send Email” from the list. Compose your email and save.


Once you are satisfied with your error handling, click next to move to Package Schedule - Custom Tasks .

Package Schedule - Custom Tasks



In the section you have the option of setting up custom tasks. Custom tasks are business process automation tools that can be auto triggered before or after a report runs. For more details on Custom Tasks, please seeAutomation Schedules for a full description of each task.


If you have no desire to add a Custom Task, you can click the finish button to complete the schedule.

Packaged Reports Schedule - Properties

To access a Schedules Properties, right click on the package and select properties.




Similar to the wizard, you can adjust changes to your package here.


For more information on each of the menu items, select the relevant link below:



History: Review your schedule's successes, and or failures.



Packaged Reports Context Menu



Right-Click on a package to see the following actions.


Add Report:  Use this to add one or more reports to an existing package.


Copy: Use this to copy package.  Right - click in the "white space" of the folder you wish to copy it to and select "Paste".


Rename:  Rename a package


Enabled:  Schedules are Enabled when there is a check beside this option.  To stop a schedule from running, or to "pause" it for a while, select this option to remove the check.  Disabled schedules will not run till they are enabled again.


Refresh: When a report is added to a package, CRD caches (saves) a copy of the report.  All executions of the package are performed using this copy.  If you make changes to your master report, you must select this option in order to pull the changes into CRD.  This option will refresh all the reports in a package.


Execute Package:  This will execute the schedule immediately.  Note that the next run date and time is not moved on as a result of a manual execution.  They only move on if the schedule is run automatically by one of the schedulers.  


Delete Package:  Selecting this option will delete the schedule.


Properties:  Selecting this option will bring up the "Properties" module containing configuration information for that package.  For more information on Properties, click here.


Open: This will open the package and show its constituent reports in the right hand pane as shown below:





You can right-click on each of the constituent reports to see the context-sensitive menu shown in the picture above.

    • Enabled: Use this to enable or disable the constituent report

    • Refresh: Pulls through changes to just that report which were made outside CRD.

    • Rename:  Renames the selected report

    • Preview:  Generates a preview of the selected report.

    • Delete:  Deletes the selected report from package

    • Properties:  Displays the configuration properties of just that report.  For more information on Properties, click here.




Test Schedule:  Use this option to test the schedule and export it to selected "test" destinations.


Split into Single Schedules:  This will split all the constituent reports in the package into Single Report Schedules.  Note: This process will automatically delete the package once the splitting process is completed.


Ad-Hoc Email to Recipients:  Select this option to send an ad-hoc email to all recipients of this package.  You can use this to alert recipients to a planned system outage, or any other useful information.  For more information on this feature, click here.


Create Shortcut: Use this option to create a shortcut you can save in any location on your PC. Execute the shortcut to execute the schedule in CRD.