Crystal Reports is the campus standard for reporting and data generation from Augusta University information systems. Reports can retrieve data from Banner and other databases in bulk form to create lists and spreadsheets. Data is most often rendered in Excel format.
Effective use of Crystal requires training and knowledge of both Crystal reports and the data from the information system it is extracted from. Employees with approved access to university systems (e.g. Banner) and an established “need to know” may obtain access to Crystal and specific Crystal Reports by completing a System Access Request Form and submitting it to banneraccess@augusta.edu for review.
INSTRUCTIONS
| Logging into Crystal |
| Running a Crystal Report |
| Navigating the Crystal Dashboard |
| Exporting Crystal Reports |
| Rescheduling Existing Reports |
TERMINOLOGY
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FORMAT |
Designates the output type on the requested report. | ||||||||||
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PROMPT/PARAMETERS |
Prompts are used interchangeably with the term parameters within Crystal. Parameters are the criteria used to create report data. | ||||||||||
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SCHEDULE |
Scheduling a report produces the report output. | ||||||||||
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RECCURENCE |
Schedule a report to run with the same parameters at specific intervals. | ||||||||||
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RE-RUN |
Run a report again with the same parameters. | ||||||||||
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RESCHEDULE |
Schedule a report again with different parameters. | ||||||||||
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STATUS |
Reports will lists one of the statuses below:
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COMMONLY USED PARAMETERS
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TERM CODES |
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CAMPUS CODES |
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COLLEGE CODES |
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PROGRAM CODES |
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MAJOR CODES |
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REPORT TYPES |
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In person trainings are temporarily suspended. However, virtual meetings can be set upon request by emailing banneraccess@augusta.edu.
What is Crystal?
Crystal is the primary tool used for report generation against university information systems. Output can be printed or saved in Excel, Word, and PDF formats.
How is Crystal different than Tableau or the Data Warehouse?
While you may be able to generate similar information, Crystal reports are used for the day-to-day operations of the University. Tableau and Data Warehouse are used more by the Administration as analytical and presentation tools.
How can I gain access to Crystal?
Access to Crystal is gained by submitting a Systems Access Request Form to banneraccess@augusta.edu. You must specify which of your job duties require access to the information provided in the report.
How do l know which report I need?
Your department should have a list of reports frequently used, along with how they are used for departmental needs.
How do I run a report?
Why did my report fail?
Reports typically fail due to the parameter selection. Check your parameters to ensure you entered all that are required. If you are running a report from History, try running it again by clicking Schedule instead. Sometimes reports are refreshed behind the scenes and it requires you to create a newly scheduled report to run the latest version. If you continue to have problems, reach out to the Data Steward responsible for the report at banneraccess@augusta.edu.
Can I reschedule the same report from yesterday or last year?
Yes! Rescheduling a Crystal Report
You can reschedule a report from History. However, if the report has been changed/updated by ITS, you will need to schedule a new report.
Why does my reccurence/rescheduled report keep failing?
If the report has been changed/updated by ITS, you will need to schedule a new report.
What does Recurrence mean?
You may schedule a report that you need daily/monthly/yearly to be recurring so that it automatically re-runs on the scheduled date/time. Use the Recurrence feature in the left hand menu of the report. Be careful to only select the dates/times needed. Reports can not be scheduled for more than 13 months in advance. You will have to submit a ticket for IT to delete the report instance if a recurrence is set up incorrectly.
Why can't you just send me the data?
As you know, data security is a priority at Augusta University. When at all possible, you should run the necessary report to view the data rather than asking someone to send or upload it as that causes more risk for a data breach.
How can I request adding a parameter or additional output to a report?
Submit a request to the Data Steward responsible for the report by emailing banneraccess@augusta.edu. Please include the reason the addition is necessary. If approved, a ticket will be submitted to IT and you will be notified once complete.
I'll just save this to my computer. Is that a problem?
Think before you save! Do you absolutely need it? Can you save it to box instead? We caution you to be thoughtful when handling student data.
What is the difference between the Home and Documents tabs.
Provides useful information such as your last viewed and run report output. If Crystal is going down due to scheduled maintenance, you will find this in the Alerts section.
The Documents tab is where you will search for a report, select a folder to view, and run a report. You can place frequently used reports in your My Favorites folder. You can also read alerts here as well.
Data stewards are designated senior University officials who have planning and policy-level responsibilities for data in their functional areas. Data stewards or their designees are responsible for recommending policies and establishing procedures and guidelines concerning the accuracy, privacy, and integrity of the data subsets for which they are responsible. The responsibilities of the Data Stewards are as follows:
