Use this guide to edit or import a Crystal Report into the SelectHR Document Store, save it correctly via the Gateway, and apply access restrictions so the report only returns relevant data.
It includes step-by-step instructions for exporting, editing, uploading, and configuring Crystal Reports securely and efficiently.
Export a Crystal Report from the Document Store
In the Admin Tool, click Document Store.
Navigate through the Reports folders to find the report you want to export.
Right-click on the report and select Export. A download window will open.
On the left of the window, scroll up and click on Desktop.
Once in the Desktop section, locate the folder with the same name as your CLOUD user.
Enter this folder, then go into the Documents folder inside it.
Save the report in this Documents folder.
Open and edit the report in Crystal Reports
Open the Crystal Reports application from the Gateway.
In the top left corner, click the folder icon to open a file.
Navigate to Desktop, then open the folder with your CLOUD user name.
Go into the Documents folder inside.
Open the report from this location.
Make any required changes.
Click File > Save As, and save the report back into the same Documents folder.
Re-upload and approve the new version
In the Admin Tool, click Document Store.
Navigate to the same report folder where the report was exported from.
Right-click on the report and select Properties.
Expand the History tab and click New (highlighted in blue). A Replace File window opens.
Navigate to your Documents folder, highlight the updated report, and click Open.
The new version will appear in the report's version list.
Highlight the new version.
To the right of the version list, click Approve (highlighted in blue).
Import a new Crystal Report
Use the steps above to save the new report into your Documents folder.
Log in to the SelectHR Administrator Tool.
Navigate to the Reports folder where you want to import the report.
Right-click in an empty area of the folder and select Add Existing Item.
A new window opens.
Navigate to your Documents folder.
Highlight the report and click Open.
Configure Crystal Report access restrictions
In the Admin Tool, click Document Store.
Navigate through the Reports folders to find the required report.
Right-click and select Properties.
Click on the Crystal tab.
You will now be able to set access restrictions:
Set the report to Unrestricted if you want it to return all available data, regardless of the logged-in user's access. This is often used for HR-level reporting.
Set the report to Restricted if you want it to return only data relevant to the logged-in user's role.
To do this, set the restriction field to a Person Number field or another relevant identifier.
For example, the report Absence Summary By {Key Level 2} and Type in Reports > Standard Reports > Absence > General is restricted this way. It ensures the report only shows records the logged-in user's role filter allows.
You can mirror these restrictions in your Crystal Report settings and use role filters within the Administrator Tool to ensure data privacy is maintained.