Creating Report Alerts

You must complete three steps when creating a Report Alert:

To create a Report Alert
  1. On the Report menu, click Create Alerts.

    The Create Alerts dialog box appears.

  2. Click New.

    The Create Alert dialog box appears.

  3. Enter a name for your new alert in the Name box.
  4. Enter your alert message in the Message box.

    The Message box lets you enter a message to be used as a default. If you want the same message to appear every time your alert is triggered, enter it in the Message box.

    If, however, you want to use a formula so the message is customized with data elements, see the next step.

  5. If you want to use a formula to create an alert message, click the formula button to the right of Message.

    The Alert Message Formula Editor appears. This editor is the same as the Formula Editor; for information on how to use it, see Working with the Formula Editor.

  6. Enter your alert message formula.

    For example, if you want to see the message "Country is a star performer" (where Country is the name of a specific country), you might create the following formula:

    GroupName ({Customer.Country}) + " is a star performer"

    Note:    

    GroupName ({Customer.Country]) + DefaultAttribute

  7. Click Condition.

    The Alert Condition Formula Editor appears. This editor is like the Alert Message Formula Editor—including its ability to base formulas on recurring fields.

  8. Enter your alert condition formula.

    Alert formulas can be based on recurring records or on summary fields, but cannot be based on print-time fields, such as running totals or print time formulas. Alert formulas cannot have shared variables.

    If an alert formula is based on a summary field, any recurring fields used must be constant over the summary field. For example, if you are grouping on Country, Region, and City, you might create an alert such as:

    Sum ({Customer.Last Year's Sales}, {Customer.Region})

    In this case, your formula can refer to either Country or Region, but not City or Customer Name since these are not constant.

    Note:    Alert condition formulas can be created using either Crystal Syntax or Basic Syntax.

  9. Clear the Enable check box if you do not want the alert to be evaluated.

    Otherwise, leave it selected.

  10. Click OK to save your alert.

    You are returned to the Create Alerts dialog box and your new alert is listed. You can see its name and status (Enabled or Disabled).

    Only enabled and disabled alerts appear in the Create Alerts dialog box. If an alert is triggered, it is seen in the View Alerts dialog box.



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