Note: The following information applies to Crystal Reports version 6 only.

You can use a previously created Crystal report with different data files. There are two ways to update an existing Crystal report, depending on the data file you will use.



Method 1: Update the Original Data File

Use this method when you simply want to update the existing data file. For example, you refreshed the query on which the export was based and you want to include the new constituents in your report. Now, you need to re-export the same file with the same name. (You need to know which export was used in the original Crystal report.)



Create the Query

Refresh the existing query or create a new query of the constituents you want to appear in the report. Save the query.



Export the Data File

    • In Export, open the export originally used in the Crystal report.
    • Choose Selected Records and select the query you just created.
    • Do not change any of the selected fields to export.
    • Select File, Export from the menu bar to export the data.
    • Select Microsoft Access Report Writer format. Mark the Print Control Report checkbox.
    • Click OK on the parameters screen.
    • Click Yes to save the changes.
    • Use the same name and location as the original file and click OK.
    • Click Yes to the message "File already exists. Do you want to replace it?"
    • The records process and the data file is created.
    • Print the Control Report.



      Refresh the Crystal Report

      1. In Crystal Reports for Blackbaud, open the report you want to update.
      2. Select Report, Refresh Report Data from the menu bar.
      3. The message "Refresh Report Data?" appears. Click OK.
      4. Allow the report to process.



        Method 2: Update the Report Using a New Data File

        Use this method when you want to use a new export file with an existing report; for example, if you want to add or remove fields from the original export, or if any of the export parameters changed.



        Create the Query

        Refresh the existing query or create a new query of the constituents you want to appear in the report. Save the query.



        Export the Data

        1. In Export, select File, New from the menu bar.
        2. Choose Selected Records and select the query you just created.
        3. Select the fields to export.
        4. Select File, Export from the menu bar to export the data.
        5. Select Microsoft Access Report Writer format. Mark the Print Control Report checkbox.
        6. Select the appropriate parameters.
        7. Click Yes to save the changes.
        8. Name the export, and click OK.
        9. Indicate the name and location of the data file. Click OK.
        10. The records process and the data file is created.
        11. Print the Control Report.



          Refresh the Crystal Report

          1. In Crystal Reports, open the report.
          2. Select Database, Set Location from the menu bar.
          3. Click Set Location.
          4. Browse for the new .mdb file. Check the control report for its location, if necessary.
          5. Answer Yes to all messages that appear.
          6. Click Done on the Set Location screen.
          7. Answer Yes to "The database file has changed. Proceed to fix up the report?"
          8. Select Database, Verify Database from the menu bar.
          9. Answer Yes to "Verify files in the report that are not used."
          10. Allow the report to process.



            The existing Crystal report should now reflect the current database information.


            If the refreshed data still do not appear in the report, try adding the database to your report.
            The Raiser's Edge 7.5 and higher allows for direct interaction with Crystal reports. Custom reports can be added directly to the Reports module for instant access. To learn more about this process refer to How to add a custom report.(BB85802)