Reports with saved data are useful for dealing with data that isn't continually updated. When users navigate through reports with saved data, and drill down for details on columns or charts, they don't access the database server directly; instead, they access the saved data. Consequently, reports with saved data not only minimize data transfer over the network, but also lighten the database server's workload.
You can schedule these reports within the BusinessObjects Business Intelligence platform, so that they automatically refresh from the database on a predetermined basis. For example, if your sales database is only updated once a day, or once a week, then you can run the report on a similar schedule and save it with data. Sales representatives then always have access to current sales data, but they aren't hitting the database every time they open a report. Alternatively, you can refresh reports with saved data on an as-needed basis.
Discarding and Refreshing Data
Saved data is discarded and refreshed when you perform any of these tasks in a report:
Select the Refresh command
Change your database logon
Change the report's parameters
Add a new field that doesn't exist in the saved data
Drill down in a report where Perform Grouping On Server is selected and the details section is suppressed
Verify the database if the database structure has changed substantially
Change the linking parameter on a subreport (the subreport is refreshed).
Change the order of groups (only for reports in the Report Application Server)
To save data with a report, choose File → Save Data with Report, and then save the report.
Note
If the Save Data with Report option is checked, then it’s already active.Refreshing Data in a Report
When you refresh a report that doesn't have saved data, Crystal Reports retrieves data from the database; otherwise, the program discards the report's saved data and retrieves new data.
By design, Crystal Reports only retrieves data when necessary. When you preview your report in the Preview tab, print the report, or export it to a file, the program runs your report and retrieves the required data. Once you are working with the data in the Preview tab, the program runs the report again and retrieves fresh data if you:
Add fields to the report after the report was run.
Add a formula that references a field that was not in the report when you ran it the first time.
Expand your record selection criteria to include more records than were needed when you first ran the report.
Aside from these circumstances, the program will not automatically refresh a report.
However, there may be times when you want to retrieve new data for the report. For example, you may have created a report several days earlier and you want to see it run with the most current data. Refreshing report data is intended for times such as this.
To refresh data, click Refresh on the Navigation Tools toolbar. Alternately, click Report → Refresh Report Data, or press F5 on the keyboard. The program runs your report and retrieves the required data.
