### Finding the data

#### What data do you want to use in the report?

Do you know the type of database you are reporting from? Will you be reporting off a data file, SQL/ODBC, or a Dictionary?

If you do not know, ask the database administrator in your organization for help in setting up the database type and location of the data. See Accessing Data Sources.

Are you familiar enough with the data to find the necessary information? When looking for a Customer Contact name, can the field be found in a database table?

If not, your MIS professional, database administrator, or co-workers will have to help you become familiar with the data.

#### What specific data should appear in the body of the report?

The body should contain all the data needed to fulfill the statement of purpose you wrote for the report. It should also contain all of the data needed by the various users that you have identified.

This step requires you to look at the available database table(s). Seagate Crystal Reports allows you to combine data from different databases when you create reports, so you have a great deal of flexibility in your work.

- Much of the data in a typical report is taken directly from data fields. Which data fields will be used, and where are they located?
- Other data will be calculated based on data fields. Which data fields will be used in the calculations?
- Still other data will be placed directly into the report using text objects (headings, notes, labels, and so on).

#### Does the data exist or does it need to be calculated?

Some report information can be drawn directly from data fields (sales information, for example); other information will have to be calculated based on data field values (for example, sales commission, based on the relationship of sales to quota). In your planning, it can be helpful to segregate or flag data that needs to be calculated from that which can be used directly. See Specifying Formulas.

#### What types of fields contain data?

You should take the time to get to know the data type for data fields that will be used in your calculations. Since formula functions and operators work with specific kinds of data, it is important to recognize the data type you are working with, before you start any calculations. For example, some functions require numeric data, while others work with only date or time fields. For more information on specific functions and operators, search for Functions Index and Operators Index, or for the function or operator by name in Seagate Crystal Reports online help.

Seagate Software, Inc. http://www.seagatesoftware.com Please send comments to: techpubs@seagatesoftware.com