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Chapter 5: Designing Reports in Microsoft SQL Server Business Intelligence Development Studio

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CHAPTER 5: DESIGNING REPORTS IN MICROSOFT SQL SERVER BUSINESS INTELLIGENCE DEVELOPMENT STUDIO Objectives

The objectives are:

• Provide an overview of Reporting Services in Microsoft SQL Server. • Provide a brief description of how to configure Reporting Services in

Microsoft Windows Server 2005. • Provide IT professionals with an example of how to create reports in

Microsoft SQL Server Business Intelligence Development Studio using the Report Wizard.

• Deploy the report to a report server.

Introduction This chapter outlines the architecture of Reporting Services and describes how to configure Reporting Services in Microsoft® SQL Server® 2005.

The example used in this chapter demonstrates how to create a report definition language (RDL) report using Microsoft SQL Server Business Intelligence Development Studio, and how it can be deployed. The example is based on the database configured in Chapter 3, "Configuring a BA Database in Microsoft Dynamics NAV."

NOTE: Microsoft SQL Server 2005 is used throughout this chapter, but the latest version supported is Microsoft SQL Server 2008.

The chapter also provides a general review of the Microsoft SQL Server Reporting Services functionality based on a level that is sufficient for designing a report. Microsoft SQL Server Business Intelligence Development Studio is used for business intelligence purposes as an alternative to other online analytical processing (OLAP) client applications such as Business Analytics for Microsoft Dynamics NAV or Microsoft® Office Excel®.

If Microsoft SQL Server Reporting Services is being used, for more details and depending on the version of the Microsoft SQL Server installed, refer to either "Course 2793A: Implementing and Maintaining Microsoft SQL Server 2005 Reporting Services" or "Course 6236A: Implementing and Maintaining Microsoft SQL Server 2008 Reporting Services."

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Business Intelligence for IT Professionals in Microsoft Dynamics® NAV 2009

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Reporting Services Overview This section gives an overview of the Microsoft SQL Server Reporting Services.

Microsoft SQL Server Reporting Services (SSRS) is a comprehensive, server-based report generation software system used to create, manage, and deliver traditional, paper-oriented reports and interactive, Web-based reports. It is administered through the use of a Web interface. Reporting Services also features a Web services interface to support the development of custom reporting applications.

The central component of a Reporting Services installation is the report server. It consists of a pair of core processors and a collection of extensions that handle authentication, data processing, rendering, and delivery operations.

Users can interact with the Report Server Web service directly, or instead use Report Manager, a Web-based application that interfaces with the Report Server Web service. With Report Manager, users can view, subscribe to, and manage RDL reports (files in the XML format that are created according to the report definition language standards and can be viewed by any application that supports this standard). Users can also manage and maintain data sources and security settings. Reports can be delivered through the use of e-mail, placed on a file system, or printed out as a hard copy. Security is role-based and can be assigned on an individual item, such as a report or data source, a folder of items, or site wide. Security roles and rights are inherited and can be overloaded.

In addition to using the standalone report server that comes with Microsoft SQL Server, RDL reports can also be viewed using the ASP.NET ReportViewer Web control or the ReportViewer Windows Forms control. This allows reports to be embedded directly into Web pages or .NET Windows applications. The ReportViewer control processes reports in one of the following ways:

• Server processing, where the report is rendered by and obtained from the report server

• Local processing, where the control renders the RDL file itself.

Microsoft SQL Server Reporting Services also supports ad hoc reports: the designer develops a report schema and deploys it on the reporting server, where the user can choose relevant fields/data and generate reports. Users can then download the reports locally.



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Configuring Reporting Services This section provides steps for configuring Microsoft SQL Server Reporting Services on a Data Warehouse/Analytics server. The steps describe how to configure Microsoft SQL Server Reporting Services and set up a Report Server database.

To configure SQL Server Reporting Services, use the Reporting Services Configuration Manager.

Following are step-by-step instructions of how to create a database and configure the connection:

1. Go to Start > All Programs > Microsoft SQL Server 2005 > Configuration Tools > Reporting Services Configuration to run the Reporting Services Configuration Manager.

2. In the Report Server Installation Instance Selection dialog box, fill in the fields as follows:

Field Description

Machine Name

Leave the default name.

Instance Name Leave the default name, or if a different server instance is installed, select the name of that instance by clicking the AssistButton next to the field and selecting the name from the list.

3. Click Connect.



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The following screenshot shows the Reporting Services Configuration Manager after connecting to Microsoft SQL Server 2005 report server:

FIGURE 5.1 THE REPORTING SERVICES CONFIGURATION MANAGER WINDOW

Configuring Report Server Virtual Directories

In Reporting Services, Uniform Resource Locators (URLs) is used to access the report server, Report Manager, Report Builder, and individual reports.

• The Report Manager virtual directory is used to access Report Manager. By default, the virtual directory name for Report Manager is reports.

• The report server virtual directory provides programmatic access to the Report Server Web service Services Simple Object Access Protocol (SOAP) endpoints. It is also the root node of the report server folder namespace that provides URL addressing for reports, resources, models, shared data sources, and folders stored in the report server. By default, the virtual directory name for the report server is reportserver.



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Now specify a virtual directory for the report server. The virtual directory is a part of the URL used to access the report server Web service. To configure a virtual directory, use the following procedure:

1. In the left pane of the Reporting Services Configuration Manager window, click Report Server Virtual Directory.

2. In the right pane, click New. 3. In the Create a New Virtual Directory dialog box, fill in the fields

as follows:

Field Description Website Leave the default name or select a Web site by

clicking the AssistButton next to the field.

Virtual Directory

Leave the default name or enter a directory name.

4. Click OK.

To configure a virtual directory for accessing Report Manager, use the following procedure:

1. In the left pane of the Reporting Services Configuration Manager window, click Report Manager Virtual Directory.

2. In the right pane, click New. 3. In the Create a New Virtual Directory dialog box, fill in the fields

as follows:

Field Description

Website Leave the default name or select a Web site by clicking the AssistButton next to the field.

Virtual Directory

Leave the default name or enter a directory name.

4. Click OK.

Both the report server and report manager virtual directories must be created under an existing Web site. You can use the default Web site or a custom Web site. The same Web site can be used for both virtual directories. There are no special requirements for the Web site. All security, ASP.NET, paths, permissions, and other settings are configured for the virtual directories.



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Configuring Service Accounts and Passwords in Reporting Services

Reporting Services uses a Windows service and a Web service to support server operations. This section describes the default accounts used to run the services, how the accounts are configured, and how to specify a different account or password.

To specify under which account the Report Server Windows service runs, use the Windows Service Identity page in the Reporting Service Configuration Manager window. You can choose a built-in or Windows account.

If choosing a built-in account, choose one that can make network connections. SQL Server 2005 uses domain accounts as service account defaults.

If using Microsoft® Windows® Server 2003, you can use Network Service.

Using Local System is not recommended. It has more permissions than the service requires.

Local Service will not work in most scenarios. Avoid using this built-in account unless all client and server operations are performed exclusively on the local computer.

Creating a Report Server Database

The report server database is an internal component. It is accessed only by the report server. The credentials and connection information specified for the report server database are used exclusively by the report server. Users who request reports do not require databases permissions or a database login for the report server database.

To create and configure the report server databases that provides internal storage for one or more report server instances, use the Database Setup page in the Reporting Service Configuration Manager window.

1. In the New Application Pool dialog box, fill in the fields as follows:

Field/Button Description

Server Name Specify the name of the SQL Server database engine that runs the report server database and click Connect to log on to the SQL Server database engine. The SQL Server Connection dialog box opens so that you can specify credentials used to log on to the server.



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Field/Button Description

Database name

Specify the name of the report server database that stores the server data. You can specify an existing database or create a new database. Select an existing database if upgrading or migrating to a Reporting Services installation. Only databases that contain the report server tables are available for selection. If choosing a report server database that was created using the SQL Server 2000 version of Reporting Services, you can upgrade the database to the new format. Perform the following actions next to the Database Name field: • Click New to create a new database on the SQL Server

instance to which you are currently connected • Click Upgrade to migrate the tables to the new database

schema. Upgrading the database is required if you want to use it with a SQL Server 2005 Reporting Services instance.

Credentials Type

Specify credentials that the report server uses to connect to the report server database.

Account Name

Specify a domain user account if you are using Windows credentials or a SQL Server login if you are using SQL Server credentials. If using Windows credentials, specify them in this format: <domain>\<account>

Password Specify the password for the account.

Script Click Script to create SQL script (.sql) files for future use in a scripted environment. You can create scripts to create and upgrade a report server database to the current schema. You can also create and run a script that configures the SQL Server database roles for the account(s) used to connect to the report server database.

NOTE: For more information on configuring Microsoft SQL Server Reporting Services, refer to the online Help within the Reporting Services Configuration Manager.



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Creating a Report in Microsoft SQL Server Reporting Services

Report design is usually a two-part process that consists of defining data and arranging items on a page. With Microsoft SQL Server Reporting Services, data definition involves specifying a data source and identifying the data to use in the report. You can then use data regions such as tables, matrixes, lists, and charts to display the data on the report and add other report items, such as graphic elements and images, to the report layout. All report items have properties that determine how the items appear in the report. You can also add functionality that allows users to interact with a rendered report.

Creating Reports with the Report Builder

For creating ad hoc reports, use the Report Builder. The Report Builder is a click-once Windows Forms application that users download from the report server to their local computer. Users create reports by dragging fields from predefined report models onto a predesigned report layout template. Users can format, group, sort, and filter their data. In addition, they can edit or define formulas. With Report Builder, users do not need to understand the underlying structure of the data source and they do not need to understand any complex computing languages. They simply need to know the data in their data sources.

Creating Reports with the Report Designer

To create more complex reports, use the Report Designer. The Report Designer supports a wide range of report authoring features, including custom and programmable features. Reports that you create in the Report Designer can be free-form or highly-structured, simple or highly complex. You have complete control over the layout, and can add advanced features such as expressions, custom assemblies that run from the report, and report interaction for drilling down or linking to related data. You can also create basic reports that consist of simple tables, an image, or lists.

In the Report Designer, there are three ways to create a report:

• Create a blank report and manually add queries and layout. • Use the Report Wizard, which automatically creates a table or matrix

report based on information you provide. • Import an existing report from Microsoft® Office Access®.



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Reports are published to a report server as report definition (.rdl) files. Because a report definition is an XML document, you can create and edit reports using other tools besides the Report Designer. You can edit a report definition using a text editor or a third-party tool that is designed for editing reports that are written in the Report Definition Language (RDL). Report Designer uses the Reporting SOAP API to publish reports to a report server. If you use another tool to create .rdl files that does not publish reports directly to a report server, reports can be uploaded using the Report Manager.

Now, create a report using the Report Wizard for the scenario from the Configuring Business Analytics Database in Microsoft Dynamics NAV.

Demonstration: Creating a Report

Scenario

Kevin, the Sales Manager, wants to have an opportunity to view a sales efficiency report with a fixed layout through a Web site. Knowing that his organization, CRONUS International Ltd., implemented new Reporting Services software, he asks Ronald, a Business Intelligence analyst, to create a report and deploy it to the Cronus report server.

Because it is a simple report, Ronald creates a new report using the Report Designer.



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To create a new report in Microsoft Visual Studio, use the following procedure:

1. In Microsoft Visual Studio, click File > New > Project.

FIGURE 5.2 THE NEW PROJECT WINDOW

2. In the New Project window, in the Project Types pane, select

Business Intelligence Projects. 3. In the Templates pane, click Report Server Project Wizard. 4. In the Name field, enter a name for the project. 5. In the Location field, enter the path to the location of the project or

click the Browse button to select a location. 6. Click OK to create the project.



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The Report Wizard window opens.

7. Click Next.

FIGURE 5.3 THE SELECT THE DATA SOURCE PAGE OF THE REPORT WIZARD



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8. On the Select the Data Source page, click New Data Source, enter a name for the data source, select the data type Microsoft SQL Server Analysis Services, and then enter the connection string for the data source.

9. To build the connection string, click Edit. The Connection Properties window opens:

FIGURE 5.4 SPECIFYING CONNECTION PROPERTIES

10. In the Server Name field, specify the name of the server where the database with configured cubes is located.

11. Click OK. 12. Click Next. 13. On the Design the Query page, type the query string to use for the

report. To build a query string, click the Query Builder button.



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When you click the Query Builder button, the Query Builder window opens. The Query Builder contains functionality similar to the cube browser of Microsoft SQL Server Management Studio described in Chapter 4, "Processing Cubes in Analysis Services Using Microsoft SQL Server Management Studio."

FIGURE 5.5 THE QUERY BUILDER WINDOW

14. Open the Sales and Purchase Efficiency cube (the virtual cube that

is created in Chapter 3, "Configuring a BA Database in Microsoft Dynamics NAV").



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15. Drag the Amount, Quantity and Unit Cost _LCY_ measures from the SalesInvoiceLine measure group and Gross Margin calculated measure to the Data pane.

FIGURE 5.6 ADDED MEASURES FOR THE QUERY

16. Drag the Currency dimension to the Drop Filter Fields Here area in the Data pane.



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17. Drag the Customer and Sales Invoice Line No_ dimensions to the Drop Row Fields Here area in the Data pane, and the Posting Date and the Currency dimensions to the Drop Filter Fields Here area in the Data pane.

FIGURE 5.7 MEASURES AND DIMENSIONS ARE ADDED FOR THE QUERY

18. Select the Parameters check box of the Posting Date and Currency dimensions to create report parameters. The report parameters appear on the report toolbar and allow report readers to select or enter values that are used when a report is processed.

FIGURE 5.8 SETTING THE REPORT PARAMETERS

19. Click OK to create a query string. 20. Click Next. 21. On the Select the Report Type page, select the Tabular option to

have a tabular layout of the report.

NOTE: Selecting the Matrix option produces a report with data arranged in a matrix, or crosstab.



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22. Click Next. 23. On the Design the Table page, click a field on the list of fields, and

then click the Page, Group, or Details button to put the field into the appropriate pane. These buttons define the way the report elements are grouped. Alternatively, you can drag the field into a pane. Drag the Customer and Sales_Invoice_Line_No_ fields into the Group pane, and the Amount, Quantity, Unit_Cost_LCY_ and Gross_Margin fields into the Details pane.

FIGURE 5.9 ALLOCATING THE REPORT FIELDS

24. Click Next. 25. On the Choose the Table Layout page, select a layout for the table.

Specify the following options:

Options Description Stepped Create a report that contains one column for each field,

with group fields appearing in group headers to the left of the detail field columns. This type of table does not have group footers

Block Create a report that contains one column for each field, with group fields appearing in the first detail row for each group. This type of table has group footers only if Include subtotals is also selected.

Include subtotals

Choose this option to include a subtotal for the numeric fields in the report. If Stepped is selected, the subtotal is placed in the group header rows. If Block is selected, the subtotal appears in the group footer rows.

Enable drilldown

Choose this option to hide the inner groups of the report, and enable a visibility toggle, resulting in a drilldown report.



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26. Click Next. 27. On the Choose the Table Style or Choose the Matrix Style page,

select a style to apply to the report, and then click Next. 28. On the Choose the Deployment Location page, specify the report

server and the folder to which to publish the report. 29. On the Completing the Report Wizard page, enter a name for the

report, for example “Sales Efficiency.” 30. Click Finish.

Based on the options selected, the report layout is built automatically.



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You can also click the Preview tab to preview the report:

FIGURE 5.10 REPORT PREVIEW

Publishing Reports to a Report Server After you have designed and tested a report or set of reports, use the Report Designer to publish the reports to a production report server. The procedures for publishing to a test server and to a production server are the same.

NOTE: In the Report Designer in Business Intelligence Development Studio, the terms “publish” and “deploy” are interchangeable.

You must have permission to publish a report. The ability to add content to a report server is determined through role-based security that is defined by your report server administrator. Publishing operations are typically granted through the Publisher role.



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Publishing Multiple Reports

When a report project is published, it publishes all reports in that project. The Report Designer supports multiple project configurations and provides the following three configurations by default:

• DebugLocal – Use this configuration to view reports in a local preview window.

• Debug – Use this configuration to publish reports to a test server. • Production – Use this configuration to publish reports to a

production server.

You can also add more configurations in the Property Pages window. To open the window, right-click the project name in the Solution Explorer and select Properties. For example, you can add a configuration that publishes reports to a test server as follows.

FIGURE 5.11 CONFIGURATION PROPERTIES FOR A REPORT PROJECT

The following properties can be set to configure a report project.

Property Description

StartItem A debug property that contains the name of the report to display in the preview window or in a browser window when the report project is run.

OverwriteDataSources

A deployment property that indicates whether to overwrite an existing data source on the server. Set this property to False if you do not want to overwrite the existing data source. Set it to True to republish the data source information to the server.



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Property Description

TargetDataSourceFolder

The name of the folder in which to store the published shared data sources. If you do not specify a folder, the data source is published to the same folder as the report. If the folder does not exist on the report server, the Report Designer creates the folder when the reports are published. When publishing to a report server that is running in the native mode, specify the full path of the folder hierarchy starting at the root. For example, Folder1/Folder2/Folder3. When publishing to a report server that is running in the SharePoint integrated mode, use a URL to the SharePoint library. For example, http://<servername>/<site>/Documents/MyFolder.

TargetReportFolder

The name of the folder in which to store the published reports. By default, this is the name of the report project. If the folder does not exist on the report server, the Report Designer creates the folder when the reports are published. When publishing to a report server that is running in the native mode, specify the full path of the folder hierarchy starting at the root. If a folder is located within another folder, include the path to the folder that starts at the root. For example, Folder1/Folder2/Folder3. When publishing to a report server that is running in the SharePoint integrated mode, use a URL to SharePoint library. For example, http://<servername>/<site>/Documents/MyFolder.

TargetServerURL

A debug property that contains the name of the report to display in the preview window or in a browser window when the report project is run.



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Building and Deploying Reports

After the report is created, it must be built and deployed to a report server. Before doing that, verify the solution configuration by clicking Configuration Manager in the Property Pages window.

FIGURE 5.12 THE CONFIGURATION MANAGER WINDOW

Make sure the Build and Deploy check boxes are selected.

These two properties determine how the Report Designer runs a report project. All project properties can be accessed through the project property pages. To access these properties, in Solution Explorer, right-click the report project and then click Properties. To open Configuration Manager, click Configuration Manager.

The following table describes these properties.

Setting Result

Build Yes - The Report Designer builds the report project and reports errors in the Task List window. No - The Report Designer does not build the project; errors are only detected by the report server or preview process.

Deploy Yes - The reports in the project are published to the report server as defined in the Deployment properties for the project. No - The Report Designer displays the report in a local preview window.

In the Report Designer in Business Intelligence Development Studio, you can publish all the reports and shared data sources to a report server, or publish a single report.



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To build and deploy the report in a project, click Debug > Start Debugging or press F5.

When a report is published to a report server, you can use the Report Manager, SharePoint Web parts, or a browser to view it. All reports that you open from the report server open in an HTML viewer that provides page navigation and other functionality that is useful for working with the report. To view reports that are delivered to a shared folder, use the desktop application that corresponds to the file type created during report delivery.

Viewing Published Reports on the Report Server

Reports that are opened from the report server are rendered in HTML 4.0 format in an HTML viewer. The viewer includes a report toolbar used to navigate through the pages in a report, zoom in or out, search for specific report content, and more. The following screenshot shows the report toolbar in the Report Manager window.

FIGURE 5.13 VIEWING THE PUBLISHED REPORT



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NOTE: The report toolbar also appears in a browser window at the top of a report when accessing reports through a URL.

After a report is opened, it can be exported to other viewing formats, including desktop applications. The easiest way to select and run a report is to open Report Manager and then search for or browse to the report that you want to view.

Summary Microsoft SQL Server Reporting Services is a free application that comes with Microsoft SQL Server. It is a repository for reports created in Microsoft Visual Studio which are then published to this repository. Applications windows and Web applications are then used to send requests to this repository and retrieve the report in a window or Internet browser. Complex reports can be created to show different charts and graphs; which makes Reporting Services a good tool to use in Intranet Web applications.



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Test Your Knowledge

1. Which of the following features does Microsoft SQL Server Reporting Services provide? (Select all that apply)

( ) Datamining ( ) Publishing reports to a report server ( ) Administering through a windows application ( ) Viewing reports through a Web interface

2. Which Microsoft SQL Server tool is used to configure Reporting Services?

3. What are the three ways to create a report in the Report Designer? (Select all that apply)

( ) Creating a blank report, manually adding queries, and specifying the layout.

( ) Importing a report from Microsoft Dynamics NAV. ( ) Importing a report from Microsoft Office Access. ( ) Using the Report Wizard.



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Lab 5.1 - Creating and Deploying a Report in Microsoft Visual Studio

In this lab, you will practice creating and deploying a report using the Report Server Project Wizard in Microsoft Visual Studio.

The report is to be created on the basis of the scenario from Chapter 3, "Configuring a BA Database in Microsoft Dynamics NAV."

Scenario

Kevin, the Sales Manager, wants to analyze the liquid ratio by measuring the liquidity and ability of his company to meet its obligations on a national scale. Meaning, Kevin wants to analyze whether the receivables from the domestic debtors can cover the payables to the domestic creditors.

Challenge Yourself!

Create a report named Payables/Receivables and deploy it on a report server.

Need a Little Help?

1. Create new report server project in Microsoft Visual Studio. 2. Follow the Report Wizard steps to define the path to the Trade

Analysis database where the necessary cube is located. 3. Build a new query using the Query Builder, and select a report type. 4. Preview the report. 5. Do some corrections/modifications manually. 6. Deploy the report on a report server.

Step by Step

1. In Microsoft Visual Studio, create a new report server project or use an existing one.

2. Create a new report from the Solution Explorer. 3. In the Report Wizard window, define the name and type for the

data source. The type is Microsoft SQL Server Analysis Services. 4. Click Edit to define the connection string in the Connection

Properties window. Define the proper server name and select the Trade Analysis database.

5. Click Next. 6. On the Design Query page, click Query Builder. 7. Select the Liquidity cube for your query.



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8. Drag the Amount _LCY_C measure from the DetailedCust_Ledg_Entry measure group in the Metadata pane to the Details area of the Data pane.

9. Drag the Amount _LCY_V measure from the DetailedVendor_Ledg_Entry measures group in the Metadata pane to the details area of the Data pane.

10. Drag the Posting Date (Year; Quarter) dimension to the Drop Column Filter Here area in the Data pane and select the Parameter check box.

11. Drag the Gen_ Business Posting Group dimension to the Drop Row Filter Here area in the Data pane.

12. In the Filter pane, click the AssistButton next to the Dimension column, and select Customer Entry Type from the list.

13. Click the AssistButton next to the Hierarchy column and select Description from the list.

14. Click the AssistButton next to the Operator column and select Equal.

15. Click the AssistButton next to the Filter Expression column and select Initial Entry from the list.

16. Click the AssistButton next to the Dimension column and select Vendor Entry Type from the list.

17. Click the AssistButton next to the Hierarchy column and select Description from the list.

18. Click the AssistButton next to the Operator column and select Equal.

19. Click the AssistButton next to the Filter Expression column and select Initial Entry from the list.

20. Click Ok to create a query string, and then click Next. 21. On the Select the Report Type page, select Tabular and then click

Next. 22. Drag the Amount _LCY_C and Amount _LCY_V fields into the

Details pane. Drag the Gen_Business_Posting_Gr field into Group pane. When all the fields are allocated into groups, click Next.

23. On the Choose the Table Layout page, select a layout for the table, and then click Next.

24. On the Choose the Table Style page, select a style to apply to the report, and then click Next.

25. On the Choose the Deployment Location page, specify the report server and folder to which to publish the report.

26. On the Completing the Report Wizard page, enter a name for the report: “Receivables/Payables,” and click Finish.

27. Click Debug > Start Debugging or press F5 to build and deploy the report.



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Quick Interaction: Lessons Learned Take a moment and write down three Key Points you have learned from this chapter

1.

2.

3.



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Solutions Test Your Knowledge

1. Which of the following features does Microsoft SQL Server Reporting Services provide? (Select all that apply)

( ) Datamining (√) Publishing reports to a report server ( ) Administering through a windows application (√) Viewing reports through a Web interface

2. Which Microsoft SQL Server tool is used to configure Reporting Services?

MODEL ANSWER:

Reporting Services Configuration Manager

3. What are the three ways to create a report in the Report Designer? (Select all that apply)

(√) Creating a blank report, manually adding queries, and specifying the layout.

( ) Importing a report from Microsoft Dynamics NAV. (√) Importing a report from Microsoft Office Access. (√) Using the Report Wizard.


na2009 enus biip_05

Technology

reporting server

programs microsoft sql

server processing

standalone report server

report server web service

microsoft sqlserver

overview of reporting

toconfigure reporting