Often it is desirable to display a message, such as ‘No matching records’, when a report does not contain data. Unfortunately, Crystal Reports does not have a function to easily identify this state.

Fortunately, this functionality can be approximated by building a formula that manually counts the records. This formula, excuted during the report’s ‘WhileReadingRecords’ phase, will increment a Global variable. To work correctly, this formula will need to reside in the report’s Details section.

To build a report that uses this functionality, follow these steps:

1. Create a formula named ‘Records’.
2. Set the formula’s text to be:
   //Excute this formula as records are read into the report
WhileReadingRecords;
//define a variable that is available throughout the 'main' report
Global Numbervar Records;
//increment the variable
Records:=Records+1;

3. Place this field in the report’s Details section. Suppress the field by checking ‘Suppress’ check box on the Format Editor’s Common tab.
4. Create a new Page Header section by right-clicking the Page Header section and choose ‘Insert Section Below’ from the context menu.
5. Right-click the newly-created Page Header and choose ‘Section Expert…’ from the context menu. Check the ‘Underlay Following Sections’ checkbox.
6. Click the Conditional-Formula Editory button to the right of the ‘Suppress’ checkbox. Set the formula’s text to:
   //If the field isn't null, suppress the section; the field will only be null when
//the report does not contain data.
Not(Isnull({@Records}))

7. Add a Text Object to the report containing the desired message. Place the Text Object in the newly-created Page Header section.
8. Test the report.

Report with Data

Report without Data

Sample Report

Business Objects · Crystal Reports · Technique