To export a Crystal Report first run the report as normal. Once you've done this, follow the steps below.
2. Change the format to Comma-separated values (CSV) - NOT character-separated values.
3. Click OK.
4. Click OK again - the number and date formats are not important.
This opens the file in Excel (yours will more likely contain more data than the example below).
Sometimes the exported report will need a bit of cleaning up (columns and headings and such may need to be re-positioned/removed), but it’s usually not too difficult, and of course once you have them in a spreadsheet you can do whatever you want with them.
Note: a table of data contains (1) column headings and then (2) a new row for each entry of data. When you export a Crystals report from Medilink to Excel, every row of data is formatted like so:
- Generic data - such as name of the report and the date and time it was generated. This data usually takes up the first five or so cells of every row. In later steps, we'll be removing this data.
- Column headings - this can take up roughly the next 10-20 cells of every row.
- Actual data - this is the rest of the cells in every row.
5. Insert a new row above all of this data.
6. Copy an entire row of column headings and paste in the first row directly above where your actual data starts. In the example above, you'd highlight cels 2F through 2Q and paste them in cell 1R (these are our new columns headers).
7. Highlight all columns up to the beginning of your actual data, right-click on it, and select Delete. In the example above, we'd highlight columns A-Q.
8. [Optional] There might be some more generic data at the end of the rows - delete this if you want.
Done! The data should be looking pretty good now. You may be happy with it in it's current state or you may want to refine/massage it some more as you desire.
Example of further analysis
In this example, you'll see how you can further massage and refine your data to analyse it in different ways.
Disclaimer: Medilink does not provide technical support for Microsoft products. This example is a demonstration only.
Note: for the example below we use the Patient Referrer report. This may have different fields than the report you are using.
9. Click on any cell with data and press CTRL + A (highlight all the data).
10. Go to Insert menu >> Pivot Table.
11. Drag Referring Names to the "Row" field and drag the Patient Names to the "Values" field.
12. You can highlight all of the data in the "Count of Patient Name" column and select Sort & Filter >> Sort Largest to Smallest to show the referrers with the highest number of referrals first.