Note: Support for Admissions and Registrar's Office 6 ended December 31, 2008. The Education Edge, version 7 of our school management software, is a benefit of your Blackbaud maintenance plan. We offer several customizable options to help you convert to The Education Edge. Please contact your account manager.

For Admissions and Registrar's Office, review the Education Administration Crystal Reports Guide (PDF).

You can access the guides from any module by selecting Help, Online Documentation from the menu bar.

A practice report listing the number of students in each grade level can teach you the basics of Crystal Reports in a few minutes.

First, use Query to group all records with the status Current Student.

  1. Select to create a new dynamic, student query. Click OK.

  2. Select the filter criteria Status Equals Current Student.

  3. Mark the Sort option and highlight Grade Level Now. Click Sort. Sort by Table Order.

  4. Highlight Student Name and click Sort. Sort in ascending order.

  5. You can select any fields for output, because they are used only for visual verification of your results. Select the minimum number of fields necessary.

  6. Select File, Run Query from the menu bar.

  7. Save and name the query. Mark Other Users May Execute this Query to allow other users to run but not change your query. They can modify copies of the query only by selecting File, Save As from the menu bar. To protect the original query, unmark Other Users May Modify this Query.

In Export, extract, or copy, certain information from the group of Current Student records to a data file Crystal Reports can read.

  1. Select to create a new student export.

  2. Choose Selected Records and select the query you just created. Do not mark Load Query Output Fields. (Remember, they are simply used to verify your query results. In this module you select the fields for your report.)

  3. Highlight Student Name and Grade Level Now (Short Grade Level) and

    click Add Field. You can extract fields in any order, though they may be easier to use in Crystal Reports if you choose a practical sequence.

  4. Select File, Export from the menu bar. On the Export Format screen, select MS Access Report Writer Database. Mark Print Control Report.  Click OK.

  5. On the Enter Export File Name screen, enter a file name that does not exceed eight characters plus the three-character extension. Click OK.

  6. After processing is complete, print the Custom Export Control  report, which documents the data file's name and path.

In Crystal Reports, manipulate your exported data to create a report.

  1. Click New Report. Click Custom on the Report Gallery screen.

  2. Click Data File. Select the MDB file you just exported.

  3. Select Insert, Group from the menu bar. Group by Grade Level Now in ascending order. Click OK. Your final report’s results will appear in grade level order.

  4. Select Insert, Database Field from the menu bar. On the Insert Fields screen, place Grade Level Now in the Details section in one of three ways:

    -Click on the field name and drag it to the Details section.

    -Double-click on the field name and place it in the Details section.

    -Highlight the field name, click Insert, and place the field in the

    Details section.

  5. To calculate the number of students in each grade level, select Insert, Summary from the menu bar. On the Common tab, select Count. Click OK. When you print the report, the records appear sorted and grouped by Student Grade Level Now. The number of students in each grade level also prints.

  6. Right-click on the gray part of the Details section. Select Suppress (No Drill-Down) from the menu.

  7. Select File, Print Preview from the menu bar.