You can use Parameter field(s) together with the Select Expert to limit the number of records included in a report. By default, all records in the database will be included in a report, which is often not very useful. To choose specific records to include in the report, you must first define a Parameter Field, then use the Select Expert to utilize the new Parameter. A Parameter Field is different from a Database Field because the former gathers data from the user when the report is refreshed. To create the Parameter Field, you must first open the Field Explorer.
1. Click Insert --> Field Object.
2. Right-click Parameter Fields in the Field Explorer window and choose New...
3. Choose a name for your Parameter Field. It should describe of the kind of data it will gather. Type instructions to the user in the Prompting Text window; long instructions will wrap off the field but will be visible to the user when the report is generated. Pick the appropriate data type; it should be consistent with the data type of the corresponding field in the database (e.g., choose String if you will be selecting based on WORKING_LIST_NAME). Click OK. You may close the Field Explorer if you wish.
4. Choose/highlight the field from the database that you want the report to use to select records (using primary keys is the fastest method). You may click Browse to view the first 500 entries in that field. Click OK. Usually you want to keep "Discrete Values" checked and "Allow multiple values" unchecked.
5. Click "Set Default Values". The default values will show up in a drop-down box when the user is prompted. You can manually add default values, or choose a table and field from your database that contains the values you want ("Select from database"), or import values from a text file ("Import Pick List"). To include values in the pick list, they must be in the box on the right side of the window. Click > or >> to add values from the "Select or enter value to add" box. You can change the order of the values or choose a sort order.
"NOTE: the default values do not automatically refresh if the data in the database change, so you'll need to modify the list to keep up with changes (e.g., new working list names). There may be a way to program Crystal Reports to do it; let me know if you know how!"
6. Open the Select Expert. Click Report --> Select Expert...
7. Within the Select Expert, Pull down the first pick list and click "is equal to". Pull down the second pick list and click on the Parameter Field you just created. It will be surrounded by curly braces and the name will be preceded by a question mark: {?FIELD_NAME_YOU_CHOSE}. Click OK.
8. Now you can refresh the report by pressing F5 (or click the lightning bolt button). In the Discrete Value field, enter the EO_ID of the record you wish to open. Click OK.