Using a list report to display separate discrete record sets.
I’ll begin by creating new “rptEmployees” report to display employee data.
Next, I’ll drag a list object unto the design surface.
When prompted with the “Dataset Properties,” I’ll name my new dataset, and to use an “embedded” dataset, then I’ll click “New” to create a new datasource.
When prompted with the “Datasource Properties,” I’ll name it and chose to “Edit” the credentials for connecting to my database.
During this step, I’ll select the Server name, authentication type, and database.
Before I click “OK,” I’ll click “Test Connection” to ensure my final connection object is valid.
Now I’m back at the “Dataset Properties” tab with a valid configured Datasource and ready to configure my Dataset.
Using the “Query Designer” is the preferred method for configuring the Dataset that will populate a report because of its intuitive GUI.
Another benefit of using Query Designer is the ability to test your query and see data returned in real time instead of waiting until pre-deployment.
Using the designer is as simple as adding tables which contain the desired data, selecting which fields should be included in the report, and any sort or filter criteria which should be used.
When I’ve completed configuring the query, I now see the SQL provided.
Satisfied with my Dataset, I’ll now click “OK” to complete the process and am back to the designer.
In order to properly layout my fields and the data, I’ll engage the Ruler (Report -> View -> Ruler).
As you can see, with Rulers turned on, I’m provided helpful indicators when aligned fields to ensure a clean layout.
With all of my fields present on the design surface, I’ll add textboxes to their left to indicate to the user each field’s purpose.
Also, I’ll add a header to the report (Report->Add Page Header) to indicate to the user (and anyone who may see future print outs) the purpose of for the report.
When I “Preview” the report, it successfully displays Employee records, but the records are displayed sequentially down the page instead of one at a time like in a phone catalog.
To enable page breaks between each record set, I’ll select “Group Properties” in the “Details” window in the bottom pane.
Now when I run my report, each record set displays on its own page.
(right-click, Save As)