SQL SERVER – Create a Very First Report with the Report Wizard

This example is from the Beginning SSRS by Kathi Kellenberger. Supporting files are available with a free download from the www.Joes2Pros.com web site.

What is the report Wizard?

In today’s world automation is all around you. Henry Ford began building his Model T automobiles on a moving assembly line a century ago and changed the world. The moving assembly line allowed Ford to build identical cars quickly and cheaply. Henry Ford said in his autobiography “Any customer can have a car painted any color that he wants so long as it is black.”

Today you can buy a car straight from the factory with your choice of several colors and with many options like back up cameras, built-in navigation systems and heated leather seats. The assembly lines now use robots to perform some tasks along with human workers. When you order your new car, if you want something special, not offered by the manufacturer, you will have to find a way to add it later.

In computer software, we also have “assembly lines” called wizards. A wizard will ask you a series of questions, often branching to specific questions based on earlier answers, until you get to the end of the wizard. These wizards are used for many things, from something simple like setting up a rule in Outlook to performing administrative tasks on a server.

Often, a wizard will get you part of the way to the end result, enough to get much of the tedious work out of the way. Once you get the product from the wizard, if the wizard is not capable of doing something you need, you can tweak the results.

Create a Report with the Report Wizard

Let’s get started with your first report!  Launch SQL Server Data Tools (SSDT) from the Start menu under SQL Server 2012. Once SSDT is running, click New Project to launch the New Project dialog box. On the left side of the screen expand Business Intelligence and select Reporting Services. Configure the properties as shown in . Be sure to select Report Server Project Wizard as the type of report and to save the project in the C:\Joes2Pros\SSRSCompanionFiles\Chapter3\Project folder.

Click OK and wait for the Report Wizard to launch. Click Next on the Welcome screen.  On the Select the Data Source screen, make sure that New data source is selected. Type JProCo as the data source name. Make sure that Microsoft SQL Server is selected in the Type dropdown.

Click Edit to configure the connection string on the Connection Properties dialog box. If your SQL Server database server is installed on your local computer, type in localhost for the Server name and select the JProCo database from the Select or enter a database name dropdown.

Click OK to dismiss the Connection Properties dialog box. Check Make this a shared data source and click Next.

On the Design the Query screen, you can use the query builder to build a query if you wish. Since this post is not meant to teach you T-SQL queries, you will copy all queries from files that have been provided for you. In the C:\Joes2Pros\SSRSCompanionFiles\Chapter3\Resources folder open the sales by employee.sql file. Copy and paste the code from the file into the Query string Text Box. Click Next.

On the Select the Report Type screen, choose Tabular and click Next.

On the Design the Table screen, you have to figure out the groupings of the report. How do you do this? Well, you often need to know a bit about the data and report requirements. I often draw the report out on paper first to help me determine the groups.

In the case of this report, I could group the data several ways. Do I want to see the data grouped by Year and Month? Do I want to see the data grouped by Employee or Category? The only thing I know for sure about this ahead of time is that the TotalSales goes in the Details section. Let’s assume that the CIO asked to see the data grouped first by Year and Month, then by Category.

Let’s move the fields to the right-hand side. This is done by selecting Page > Group or Details >, as shown in, and click Next.

On the Choose the Table Layout screen, select Stepped and check Include subtotals and Enable drilldown, as shown in.

On the Choose the Style screen, choose any color scheme you wish (unlike the Model T) and click Next. I chose the default, Slate. On the Choose the Deployment Location screen, change the Deployment folder to Chapter 3 and click Next.

At the Completing the Wizard screen, name your report Employee Sales and click Finish.

After clicking Finish, the report and a shared data source will appear in the Solution Explorer and the report will also be visible in Design view.

Click the Preview tab at the top. This report expects the user to supply a year which the report will then use as a filter. Type in a year between 2006 and 2013 and click View Report.

Click the plus sign next to the Sales Year to expand the report to see the months, then expand again to see the categories and finally the details. You now have the assembly line report completed, and you probably already have some ideas on how to improve the report.

Tomorrow’s Post

Tomorrow’s blog post will show how to create your own data sources and data sets in SSRS.

If you want to learn SSRS in easy to simple words – I strongly recommend you to get Beginning SSRS book from Joes 2 Pros.

Reference: Pinal Dave (http://blog.sqlauthority.com)

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7 thoughts on “SQL SERVER – Create a Very First Report with the Report Wizard

  1. Hi Pinal,
    If the query we are going to define in design the query screen will execute for a long time and the session is being expire from UI side (Timeout error) in that scenarion how we can implement our report.

  2. Pingback: SQLAuthority News – 5 days of SQL Server Reporting Service (SSRS) Summary | Journey to SQL Authority with Pinal Dave

  3. How to get the fields even the data is null or empty in ssrs

    i have a fields in this form even the approved status is empty or null
    status no. Amt
    settled 3 500
    approved 0 0

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