Save a Standard SDS Report as a Custom Report - Student

If you are opening your SDS reports in Crystal Reports and modifying them, you must save them as custom reports. If you do not the next time your system is updated your custom reports will be overwritten.

There are several ways to name your report so you can view your report in SDS.
When you are in your SDS report (i.e. Student List = swb_dbnm.rpt) and made a modification, go to “File” and then to “Save As.”

The title of your report will appear in the File name box. You then have three different options on how to save your custom report.

Option 1 - Save as a Standard Custom Report
To save a standard SDS report as a Custom Report simply replace the first _ in the report name with a c (as in custom). Verify that it is saved in your Student directory where all your SDS programs, reports, etc. are located or the program will not be able to find your report.

Note: Make sure you have not entered .rpt too many times. Many times people save reports as swbcdbnm.rpt.rpt and the program cannot find this naming structure since it is incorrect. Crystal Reports will automatically put the .rpt on the end of the report name for you.

Example:
Standard = swb_dbnm.rpt
Custom = swbcdbnm.rpt

Once the report is saved as a custom report in your student directory the program will automatically make the report available in Reports |Student Reports under the same report group as the standard report. It will display with the same standard name with (Custom) after the name (i.e. Student List (Custom)).

Option 2 - Location Specific Custom Report
If you have a report you would like to be location specific rather than saving it with a c in the fourth position replacing the _ for a custom report (i.e. swbcs10.rpt) save it as Loc_123_swb_s10.rpt

Example:
Standard = Swb_s10.rpt
Location specific report where 123 is the school number = Loc_123_Swb_s10.rpt

•     Look and browse will use this for location specific reports based on the student school location.

•     Report production lists the location specific reports based on the user’s security. If a user has access to all school locations their report list will contain all location specific reports.

•     Just because a report is saved for a specific location does not mean that the selection formula has been adjusted to only select specific students. That is the responsibility of the person who designed the report or the operator running the report.

•     Location specific reports do not have their own security element. They are controlled by allowing access to the standard report.

•     The standard report will always be available if the user has access to the Location specific report, except in the case of Look and Browse and Parent Connect.

•     Also note if you are taking a Grade/Progress Report (i.e. swb_g6x.rpt) and saving it as a location report (i.e. Loc_123_swb_g6x.rpt) it will not show up in Grade/Progress Report. It will show up in the group that you added it to and then under the report name you actually named it (i.e. Grade Report for HS).

Option 3 - Save Custom Report with Any Name
In addition to the above ways you can save a SDS custom report, you can also save one with any name that does not start with sds, fin, sv8 or swb as the report name prefix.

Example:
Standard = Swb_s10.rpt
Your own Naming = Student Schedule.rpt

Once you have saved your new report (Student Schedule.rpt) in your student directory you then must add the report to your SDS system. Follow the below instructions on how to add your report.

1.  Login WSO

2.  Click on Administrative Utilities |Control Center |Add Report to a Report Group

3.  Select a report group.

4.  Click on the + or select a report

5.  In box # 3 type in a Description for your report.

6.  In box # 4 type in the Crystal Report name.

7.  Next  to # 5 Click  to save.

8.  Then enter Reports |Student Reports and select the Report Group you added the report to.

9.  You will see the report listed with the Description you entered for it.