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Page 181

Splitting Workbook & Inserting into a Template (faster method)

If you need to burst one report and insert many resulting files into a template,

XLS_Range_Insert_File_Split provides a faster process by processing a single Excel file as a

source data and splitting it by the values in the first column of the spreadsheet.

Expect speeds of about 8 files per second.

Here is an example of how the command line argument is structured:

"XLS_Range_Insert_File_Split:C:\TEMP\Template.xlsx::9500>>

C:\TEMP\[1stColumnValue].xlsx>>c:\temp\DataSource.xls

||Sheet1||B5||[Remove_Content_Top_Row]"

The elements (after the "XLS_Range_Insert_File_Split:") are separated by a ">>" and are as

follows:

1. Template excel file followed by :: and the last data row number in the template file.

2. Resulting excel file. The [1stColumnValue] token is replaced by the value in the 1

column,

allowing each resulting file to have a dynamically controlled path & name.

3. Data source & insert instructions consisting of 4 "||" delimited elements:

a) Excel (data Only) export file to be inserted (can be xls or xlsx)

b) Target sheet in template

c) Target cell in template

d) Options (may leave blank):

[Remove_Content_Top_Row] skips the top row of the source data excel file.

Keeping the Template File Small

The template file must be populated by at least as many rows as in the largest set of inserted

rows. The process removes surplus rows. Template files with less rows keep the process faster.

You can use a Crystal formula in GF1 to establish the maximum rows in any group:

NumberVar MaxRows;

Local NumberVar GroupRows := Count ({Employee.Last Name}, {Employee.Last Name});

IF GroupRows > MaxRows Then MaxRows := GroupRows;

And in Visual CUT refer to a Report Footer formula to dynamically point the process at a

differently sized template:

NumberVar MaxRows;

Select MaxRows

Case is < 100: "C:\XLS_Range_Insert_File\Template99.xlsx::99"

Case is < 991: "C:\XLS_Range_Insert_File\Template990.xlsx::990"

Default: "C:\XLS_Range_Insert_File\Template9976.xlsx:9976" ;

Notes

a) The data in the 1

column is used only to drive the process (splitting and naming of the

resulting files. It does not get inserted into the template.

b) This functionality is currently available only in Visual CUT 11.

c) This functionality delegates some processing to DataLink Viewer 2011. The latest version

must be installed on the same machine as Visual CUT.

d) Use Auto-Filter rather than Table in the template.

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Page 182

e) Summary formulas below the template data range should use INDIRECT() to refer to the last

cell in a column. For example:

SUM(E5:INDIRECT("E" & ROW()-1)) instead of SUM(E5:E9776)

f) Save the template file with the selected cell at the top rather than the bottom of the sheet.

Token Substitution

If you wish to replace the text content of certain cells in the template with dynamic information

from each data slice, you can do so by expanding the content of the 1

data column like this:

Sales by Leverling^^[[Title]]->Leverling||[[Rows]]->46

The first part, before the ^^ is the content that would drive the new file names using the

[1stColumnValue] token.

The following text is treated as From->To pairs, separated by || delimiters.

Here is an image demonstrating the tokens being substituted:

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Page 183

Inserting Crystal Values into Excel Templates

Using a command line argument, you can instruct Visual CUT to replace named ranges inside

MS Excel spreadsheets with values of formulas with matching names. The file can then be saved

to a new dynamically named file and emailed as part of a bursting Visual CUT process.

The advantage of this technique over directly exporting/bursting a Crystal report to excel

spreadsheets is that you can keep and control all elements in the template spreadsheet. For

example, the template spreadsheet may have formulas, conditional formatting, hidden

columns, and macros.

Here's an example of the command line argument structure:

…

"XLS_Range_Insert:c:\template.xls>>c:\target.xls"

The arguments (after the "XLS_Range_Insert:") are separated by a ">>" and are as follows:

1. The path & name of the template XLS file (containing named ranges).

2. [optional] The path & name of the resulting XLS file. If the command line specifies only a

template file, that file will simply be updated.

As always, the files path & name can contain dynamic references. For example:

…

"XLS_Range_Insert:C:\temp\Master.xls>>c:\temp\{Faculty.Faculty_Name}_{[yyyy]}.xls"

Or, if the source file needs to be updated (without creating a new file:

…

"XLS_Range_Insert:c:\temp\{Faculty.Faculty_Name}_{[yyyy]}.xls"

Specifying Named Ranges in the Excel Template and Matching Formulas in Crystal

To create a named range in excel, simply select the cell(s) and type a name for the range in the

cell address area above column A.

To identify a formula in a Crystal report that should provide the value(s) for a named range, the

formula name must start with VC_XLS_Range_Insert_ followed by the range name.

For example, the formula VC_XLS_Range_Insert_Ref_J would insert values into a named

range called Ref_J .

Notes:

- Visual CUT can handle named ranges even if they reside inside hidden tabs.

Crystal’s formula string length is limited to 65,534 characters.

- In order for Visual CUT to recognize the value of the Crystal formula, it must be placed in:

1. The Report Header or Footer or

2. Group Header 1 or Group Footer 1 if the report is being burst by Visual CUT.

The named ranges must have a Workbook scope. If you create a named range and then make

a copy of the sheet within the same workbook, you will need to use the Name Manager within

Excel to rename and se

t the scope of the named range to ‘Workbook’.

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Page 184

Crystal Formula Content for Multi-cell and multi-row Named Ranges

For a single cell named range, the Crystal formula can simply return the desired text.

For multiple cells in a single row named range, the formula value must be a strings delimited

according to the following structure:

- Multiple cells should be separated with a "||" delimiter.

- Multiple rows should be separated with a "&&" delimiter

The named range doesn’t need to have as many row cells as

elements in the formula row. Visual

CUT starts inserting cells in the left-most column of the named range and continues with as

many cells there are in each formula row.

The named range the template Excel spreadsheet should have at least 2 rows if the formula will

provide more than one row of data. Visual CUT will expand the named range to accommodate

the number of rows.

Blank cell values should be provided as [vc_null]

Here is an example of this approach in the context of populating a named range (Ref_J) with

faculty refereed journal publications. The final formula simply returns the value of a global

string variable that has been accumulated via other formulas:

GH1 Formula to reset the global string variable:

WhilePrintingRecords;

Global stringvar Range_Values := "";

Detail Formula to accumulate the information into the Range_Values string variable:

WhilePrintingRecords;

Global stringvar Range_Values;

Local StringVar New_Range_Values;

Local stringvar ls_REF_J_Date;

IF IsNull({REF_J.Date}) Then

ls_REF_J_Date := "[vc_null]"

else

ls_REF_J_Date := {REF_J.Date};

New_Range_Values :=

{REF_J.Title} & "||" &

{REF_J.Journal Name} & "||" &

ls_REF_J_Date & "||" &

"[vc_null]" & "||" &

ls_REF_J_Points ;

IF Len(Range_Values) = 0 Then

Range_Values := New_Range_Values

Else

Range_Values := Range_Values & "&&" & New_Range_Values;

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Page 185

Group Footer Formula: {@VC_XLS_Range_Insert_Ref_J}

with a name matching the named range in the spreadsheet:

WhilePrintingRecords;

stringvar Range_Values;

Populating Multiple Named Ranges

To populate multiple named ranges, you simply need to have multiple formulas in the Crystal

report. Each formula must be named (as explained above) to match the desired named range in

the excel spreadsheet.

Visual CUT loops through all named ranges in the excel workbook and, if it can find a matching

Crystal report formula, it will undertake populating the range with the formula value(s).

In some cases, the data for different named ranges may require formulas in different Crystal

reports. You can simply create a multi-line batch file that calls one report and populates some

named ranges, and then calls another report to populate other named ranges.

Notes:



You can specify the final target file as the email attachment since the

XLS_Range_Insert processing occurs before emailing.



If you wish to protect the resulting file from user editing, you may also use

XLS_Protect_Worksheets described in a previous section.



After the process of populating the ranges, Visual CUT sets the resulting workbook to

open to the original sheet and selection that were last set in the source workbook.

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Page 186

Before & After Images

Here is what a portion of a template spreadsheet may look like

with a named range (Ref_J) selected:

And here is that same range in the resulting excel file after Visual CUT automatically populated

and expanded it with data from the {@VC_XLS_Range_Insert_Ref_J} Crystal formula:

Page 187

Transferring Tabs To Another Workbook

Using a command line argument, you can instruct Visual CUT to transfer tabs from one

workbook to another and even rename the transferred tabs based on Crystal fields/formulas.

This is particularly useful when bursting report information into named ranges in a template

workbook, and then gathering the resulting tabs into a single workbook with multiple tabs.

Here's an example of the command line argument structure:

…

"XLS_Transfer_Tabs:[c:\my.xls||Tab1::Tab2]>>[c:\{@WB}.xls}||{@Tab1}::{@Tab2}]"

The arguments (after the XLS_Transfer_Tabs:) are grouped into two main parts, each

surrounded by square brackets and separated by a ">>":

1. The first part specifies the source excel workbook and, after a || delimiter, the list of tab names

(separated by :: from each other) that should be transferred to the target workbook.

2. The second part specifies the same information, but for the target workbook.

Notes:

The target tabs can specify different names than the source tabs. Renaming occurs based

on the position within the list of tabs.

If the source workbook doe

sn’t exist, it gets created.

If a target tab already exists in the target workbook, it gets replaced.

Since this argument executes after XLS_Range_Insert, the two processes can be chained

into one command line.

As always, the files path & name can contain dynamic references.

Page 188

Splitting Excel Workbooks by Tabs

Using a command line argument, you can instruct Visual CUT to split an Excel workbook so

each tab becomes a separate PDF or Excel file.

Here's an example of the command line argument structure:

…

"XLS_Split_Tabs:c:\my.xlsx||PDF||c:\new_[Tab_Name].pdf||Landscape||True"

The parameters (after the ":") are separated by a "||" and are as follows:

1. Source_WorkBook: path & name of the source excel file (e.g. c:\temp\Sales.xls)

2. Target File Format: PDF or XLSX

3. Target File: the path and name of the target file for each tab. The [Tab_Name] token

gets replaced with the name of the tab.

4. PDF Page Orientation: Landscape or Portrait

5. Ignore Print Areas: True (include all content) or False (include Print Areas Content)

Notes:

Blank/Hidden tabs and skipped

If a target file for a given tab already exists, it gets replaced

Missing folders for target files are created automatically

For PDF format, the content of each tab gets fitted into a single PDF page

As always, the argument may contain dynamic references to fields/formulas.

for example:

…

"XLS_Split_Tabs:c:\temp\Sales_in_{@Year_Parameter}.xlsx||PDF||

c:\temp\Sales_in_{@Year_Parameter}_for_[Tab_Name].pdf||Landscape||True"

Page 189

Splitting Excel Workbooks by First Column

Using a command line argument, you can instruct Visual CUT to split the first worksheet in an

Excel Workbook so that the rows for each unique value found in the first column are split to

a different workbook named based on the unique value.

For example, the following spreadsheet would be split

according to the unique values in the 1

column to create 2

workbooks called:

Job1.xlsx (with 3 rows) and

Job2.xlsx (with 2 rows)

The advantage over regular bursting is that the process

is faster.

Here's an example of the command line argument structure:

…

"XLS_Split_ByColumn:c:\my.xls||XLSX||c:\temp\||0||Replace||True||"

"XLS_Split_ByColumn:c:\temp\Maintenance_Summary_Page_for_Split.xls||XLSX||c:\temp\test

3\||0||Replace||True||"

The parameters (after the ":") are separated by a "||" and are as follows:

1. Source_WorkBook: path & name of the source excel file (e.g. c:\temp\Sales.xls)

2. Target File Format: XLSX

3. Target Path: the path (ending with a '\') to where the split files would be created. The

names of the generated workbooks are based on the values in the first column of the

Source Workbook

4. Number of Header Rows in the Source Workbook.

note: can be 0 if the source workbook has no header rows..

5. Action if target spreadsheets exist: Replace or Append

6. Delete 1

Column?: True (delete it) or False (don't delete it)

7. Options:

- include the text [AutoFit] if you want to AutoFit column widths in resulting workbooks.

Notes:

Header rows (based on item 4 above) are transferred to all target files.

Missing target folder is created on the fly

As always, the argument may contain dynamic references to fields/formulas.

Page 190

Generating Excel Pivot Tables

Visual CUT can automatically generate an Excel Pivot Table based on an existing or newly

exported (Data Only) excel worksheet. This can be very valuable in cases where you want to

give users an easy and familiar way to Slice & Dice the data.

The command line argument structure is as follows:

…

XLS_Pivot_Table:Source_WorkBook>New_WorkBook>Tab>…

The parameters (after the ":") are separated by a ">" and are as follows:

1. Source_WorkBook: path & name of the source excel file (e.g. c:\temp\Sales.xls)

2. New_WorkBook: path & name of file to create (e.g. c:\temp\Sales_and_Pivot.xlsx)



if left blank, the Pivot table gets added as 1

tab in the existing WorkBook



if the style argument is not blank, the destination file should have .xlsx extension

and the machine should have Excel 2007 or later.

3. Tab: the sheet name in the source workbook where the data block is. Typically:

Sheet1

4. Range Name: [Optional]. If blank, data with column headers is assumed to start at A1.

5. Pivot/Tab Name: Pivot Table and New Worksheet Tab. To Target an existing Tab,

specify: PivotName||TabName||Cell_Address (for example, Pivot1||Sales||D20)

6. Row Elements: field names separated by "||". For example, "Country||City" would use

Country as level 1 row group and City as level 2 row group

7. Row Element Sort: a sort code for each row element specified above, separate by "||"



A for Ascending, D for Descending, N for No Sort



T# for TopN (for example T7 for Top 7), B# for BottonN (B12 for Bottom 12)

Last element (after "||") must specify the CAPTION name of the Column Controlling the

Sort (e.g., "Revenue"). For example: "T5||D||Revenue" would show Top 5 countries and

within that cities in Descending order based on "Revenue"

8. Column Elements: field names separated by "||". ("Employee||Product Name")

9. Column Element Sort: same logic as for Row Element Sort

10. Page Filter Elements: field names separated by "||". ("Product Class||Product Type")

11. Data Elements: separated by "||" and providing 4 sub-elements separated by "::"

1. Field name

–

the column header from the raw data block (e.g. "Value")

2. Caption - a user-friendly name. For example, "Revenue"

3. Summary Type

–

current options include: Sum, Count, Average, Max, Min, or Var

4. Format String

–

for example: $#,##0,K or 0.0%

For example: "Value::Revenue::Sum::$#,##0,K||Late::% Late::Average::0.0% "

specifies 2 pivot table metrics. The ‘Revenue’ metric is a sum

of the Value field, and is

formatted as thousands of dollars. The ‘% Late’ metric is an average of the

Late field

and is formatted as percent.

12. Show Grand Totals: "Both", "None", "Rows", or "Columns"

13. Show Subtotals: "None", "Bottom ", or "Top"

14. Style: same style names as in Excel, but without spaces (e.g. "PivotStyleMedium23"

15. Show Bands: "Both", "None", "Rows", or "Columns"

16. Show Blank Rows: "Yes" to insert a blank line after each group level 1 row.

17. Hide Data Tab: "No", "Yes" (allow unhide), "YES" (no GUI option to unhide).

18. Hide Field List: Yes hides the field list on the right side of the screen.

19. Data Orientation:

(optional)

"Rows" (Default) or "Columns" (to show metrics side-by-side)

20. Options

(optional):

various options separated by ‘||’ (e.g. Report_Lay

out=Tabular)

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