Following are the steps to get you started. Please note that this solution does not contain every step needed for a complete report card. To learn more about Crystal Reports, review Crystal Report FAQs.
- Export Fields from Registrar's Office
- On the Export page, click New on the action bar
- On the Create a New Export screen, select Student
- In the Export format field, and select Blackbaud Report Writer Database (MDB)
- Click Create Now
- On the New Student Export screen, on the Filters tab, filter the students as appropriate. For example, include only students in the 9th grade with the status Current Student.
- Select the Output ta.
- Expand the Student category, and select the Student name field
- Expand the Grades category and the Grades/Skills subcategory
- Select the Grade field
- On the Grades/Skills screen, on the General tab, leave the first field blank and accept the default in the second field
- Select the Filters tab
- Filter the students as appropriate. For example, include only one school, academic year, session, and marking column set.
- Click OK
- In the Grades/Skills subcategory, select the Marking column, Academic year, and Awarded Credit fields
- In the Grades/Skills subcategory, expand the Course subcategory
- Select the Course ID and Course name fields
- In the Grades/Skills subcategory, expand the Classes subcategory, expand the Information Scheduled subcategory, and expand the Teachers subcategory
- Select the Faculty Name field
- Select File, Save from the menu bar
- Name and save the file
- Select File, Export from the menu bar
- On the Export file name screen, select the export folder
- In the File name field, name the export file
- Click Save
- Select File, Export from the menu bar
- On the Export file name screen, in the Save in field, select the folder for the export file
- In the File name field, name the file
- Confirm the Save as type field displays Blackbaud Report Writer Database (MDB)
- Click Save
- Create a New Report in Crystal Reports 8.5
- Open Crystal Reports version 8.5
- On the Welcome screen, mark As a Blank Report
- Click OK
- On the Data Explorer screen, expand the Database Files folder
- Double-click Find Database File
- Search for and select the MDB file created above
- Note the Data Explorer screen now lists the MDB file
- Press and hold Shift and select all tables listed below the file, such as Sts, StsGrds, and StsGrdsGrds_1
- Click Add
- Click Close
- On the Visual Linking Expert screen, click Tables
- In the Unlinked Tables frame, move all tables from the Invisible Tables box to the Visible Tables box
- Click OK to return to the Visual Linking Expert screen
- Click OK
- Select Insert, Group from the menu bar
- On the Insert Group screen, select the arrow in the first field. Search for and select StsSt_StudentName.
- Click OK
- On the Design tab, right-click Group Footer #1 and select Format Section
- On the Section Expert screen, on the Common tab, mark the New Page After checkbox
- Click OK
- Select Insert Group from the menu bar
- On the Insert Group screen, select the arrow in the first field. Search for and select StsGrdsGrds_1Crse_CourseID.
- Click OK
- Right-click Group #2 Name and select Delete
- Select Insert, Field Object from the menu bar
- On the Field Explorer screen, expand the Database Fields category
- Select the StsGrdsGrds_1Crse_Coursename field and use your cursor to place it in the Group Footer #2 row
- Use your cursor to widen the Group Footer #2 row
- Select the StsGrdsGrds_1Clss_1InfSchdTchrs_1_Fclty_Stffmmbrnm field and use your cursor to place it below the StsGrdsGrds_1Crse_Coursename field in the Group Footer #2 row
- Create a formula that displays the grade for a selected marking column. For example:
If {StsGrdsGrds_1.StsGrdsGrds_1_Markingcolumn} = "SEM 2" then {StsGrdsGrds_1.StsGrdsGrds_1_Grade} - Create a formula that displays the credits earned for a selected marking column. For example:
If {StsGrdsGrds_1.StsGrdsGrds_1_Markingcolumn} = "SEM 2" then {StsGrdsGrds_1.StsGrdsGrds_1_Awardedcredit} - Create formulas for all other marking columns you want displayed on the report card and place them in the Detail Section
- Right-click on each of the formula fields and select Insert, Summary. Choose the Maximum operator and Group #2 and click OK
- Create summaries for all other marking columns formulas
- Right-click on Details and select Suppress (No-Drill Down). Do the same for Group Header #1