Create Reports with Cvent Data in SAP Crystal Reports

Crystal Reports has many options for offloading data processing to remote data; this enables real-time reporting. The CData ODBC Driver for Cvent brings this capability to Crystal Reports. This article shows how to create a report on Cvent data that refreshes when you run the report.

Refer to the given table for the tools and versions used for this article:

Connect to Cvent Data

If you have not already, specify connection properties in an ODBC DSN (data source name). This is the last step of the driver installation. You can use the Microsoft ODBC Data Source Administrator to create and configure ODBC DSNs.

Before you can authenticate to Cvent, you must create a workspace and an OAuth application.

Creating a Workspace

To create a workspace:

1. Sign into Cvent and navigate to App Switcher (the blue button in the upper right corner of the page) >> Admin.
2. In the Admin menu, navigate to Integrations >> REST API.
3. A new tab launches for Developer Management. Click on Manage API Access in the new tab.
4. Create a Workspace and name it. Select the scopes you would like your developers to have access to. Scopes control what data domains the developer can access.
   • Choose All to allow developers to choose any scope, and any future scopes added to the REST API.
   • Choose Custom to limit the scopes developers can choose for their OAuth apps to selected scopes. To access all tables exposed by the driver, you need to set the following scopes:

     event/attendees:read	event/attendees:write	event/contacts:read
     event/contacts:write	event/custom-fields:read	event/custom-fields:write
     event/events:read	event/events:write	event/sessions:delete
     event/sessions:read	event/sessions:write	event/speakers:delete
     event/speakers:read	event/speakers:write	budget/budget-items:read
     budget/budget-items:write	exhibitor/exhibitors:read	exhibitor/exhibitors:write
     survey/surveys:read	survey/surveys:write

Creating an OAuth Application

After you have set up a Workspace and invited them, developers can sign up and create a custom OAuth app. See the Creating a Custom OAuth Application section in the Help documentation for more information.

Connecting to Cvent

After creating an OAuth application, set the following connection properties to connect to Cvent:

• InitiateOAuth: GETANDREFRESH. Used to automatically get and refresh the OAuthAccessToken.
• OAuthClientId: The Client ID associated with the OAuth application. You can find this on the Applications page in the Cvent Developer Portal.
• OAuthClientSecret: The Client secret associated with the OAuth application. You can find this on the Applications page in the Cvent Developer Portal.

When configuring the DSN, you may also want to set the Max Rows connection property. This will limit the number of rows returned, which is especially helpful for improving performance when designing reports and visualizations.

Design a Report in SAP Crystal Reports

Follow the procedure below to use the SAP Crystal Reports tool to create the Cvent connection and Design a Report.

1. File -> New -> Standard Report.
2. Expand the ODBC (RDO) node under Create New Connection and double-click on "Make a New Connection". Select CData Cvent Sys or any other source to prepare the report. Click on NEXT and FINISH.
3. Configure the data source by selecting the tables needed in the report and clicking NEXT.
4. You can also link tables from the Cvent data in SAP Crystal Reports. Click on NEXT after adding the links between tables.
5. After the tables are selected, select the fields you want displayed in the report from the selected table, followed by NEXT.
6. Select the "Group By" field to group the information on the report.
7. Sort the groups based on summarised totals and click on NEXT.

Create a Chart

After selecting a column to group by, the Standard Report Creation Wizard presents the option to create a chart. Follow the steps below to create a chart aggregating the Id column's values.

1. In the Standard Report Creation Wizard, select the Bar Chart option and select the column you grouped by in the "On change of" menu.
2. In the Show Summary menu, select the summary you created.
3. Select filters and a template, as needed, to finish the wizard.

Select a template for the report to preview the finished report and view the chart populated with your data.

The Final Report

You can now see that the report contains all the fields specified.

Working with Remote Data

To ensure that you see updates to data, click File and clear the "Save Data with Report" option. As you interact with the report, for example, drilling down to hidden details, Crystal Reports executes SQL queries to retrieve the data needed to display the report. To reload data you have already retrieved, refresh or rerun the report.

You can offload processing onto the driver by hiding details elements and enabling server-side grouping. To do this, you need to select a column to group by in the report creation wizard.

1. Click File -> Report Options and select the "Perform Grouping On Server" option.
2. Click Report -> Section Expert and select the Details section of your report. Select the "Hide (Drill-Down OK)" option.

When you preview your report with the hidden details, Crystal Reports executes a GROUP BY query. When you double-click a column in the chart to drill down to details, Crystal Reports executes a SELECT WHERE query that decreases load times by retrieving only the data needed.

At this point, you have created a SAP Crystal report built on top of live Cvent data using SAP Crystal Reports and CData ODBC driver. Learn more about the CData ODBC Driver for Cvent and download a free trial from the CData ODBC Driver for Cvent page. Let our Support Team know if you have any questions.