Tutorial: Creating Drillthrough and Main Reports (Report Builder 3.0)

This tutorial teaches you how to create two kinds of reports: a drillthrough report and a main report. The sample sales data used in these reports is retrieved from an Analysis Services cube. The following illustration shows the reports you will create.

The following illustration shows how the field value, Games and Toys, in the main report displays in the drillthrough report’s title. The data in the drillthrough pertains to the Games and Toys product category.

What You Will Learn

In the drillthrough report you will learn how to:

1. Create a Drillthrough Matrix Report and Dataset from the Table or Matrix Wizard

   1. Specify a Data Connection

   2. Create an MDX Query

   3. Organize Data into Groups Style

   4. Add Subtotals and Totals

   5. Choose a Style

2. Format Data as Currency

3. Add columns to Show Sales Values in Sparklines

4. Add Report Title with Product Category Name

5. Update Parameter Properties

6. Save the Report to a SharePoint Library

In the main report you will learn how to:

1. Create the Main Matrix Report and Dataset from the Table or Matrix Wizard

   1. Specify a Data Connection

   2. Create an MDX Query

   3. Organize Data into Groups

   4. Add Subtotals and Totals

   5. Choose a Style

2. Remove the Grand Total Row

3. Configure Text Box Action for Drillthrough

4. Replace Numeric Values with Indicators

5. Update Parameter Properties

6. Add a Report Title

7. Save the Report to a SharePoint Library

8. Run the Main and Drillthrough Reports

Estimated time to complete this tutorial: 30 minutes.

Requirements

This tutorial requires access to the Contoso Sales cube. This requirement applies to both the drillthrough and the main reports. For more information about requirements, see Prerequisites for Tutorials (Report Builder 3.0).

1. Create a Drillthrough Report from the Table or Matrix Wizard

From the Getting Started dialog box, create a matrix report by using the Table or Matrix Wizard. There are two modes available in the wizard: report design and shared dataset design. In this tutorial, you will use the report design mode.

To create a new report

1. Click Start, point to Programs, point to Microsoft SQL Server 2008 R2 Report Builder 3.0, and then click Report Builder 3.0.

   The Getting Started dialog box opens. If it does not appear, from the Report Builder button, click New.

2. In the left pane, verify that New Report is selected.

3. In the right pane, verify that Table or Matrix Wizard is selected.

1a. Specify a Data Connection

A data connection contains the information necessary to connect to an external data source such as an Analysis Services cube or a SQL Server database. To specify a data connection, you can use a shared data source from the report server or create an embedded data source that is used only in this report. In this tutorial, you will use an embedded data source. To learn more about using a shared data source, see Alternative Ways of Getting a Data Connection (Report Builder 3.0).

To create an embedded data source

1. On the Choose a dataset page, select Create a dataset, and then click Next. The Choose a connection to a data source page opens.

2. Click New. The Data Source Properties dialog box opens.

3. In Name, type Online and Reseller Sales Detail as the name for the data source.

4. In Select a connection type, select Microsoft SQL Server Analysis Services, and then click Build.

5. In Data source, verify that the data source is Microsoft SQL Server Analysis Services (AdomdClient).

6. In Server name, type the name of a server where an instance of Analysis Services is installed.

7. In Select or enter a database name, select the Contoso cube.

8. Click OK.

9. Verify that Connection string contains the following syntax:

   Data Source=<servername>; Initial Catalog = Contoso
   

   The <servername> is the name of an instance of SQL Server with Analysis Services installed.

10. Click Credentials type.

    Note

    Depending on how permissions are configured on the data source, you might need to change the default authentication options. For more information, see Security (Report Builder 3.0).

11. Click OK.

    The Choose a connection to a data source page appears.

12. To verify that you can connect to the data source, click Test Connection.

    The message Connection created successfully appears.

13. Click OK.

14. Click Next.

1b. Create an MDX Query

In a report, you can use a shared dataset that has a predefined query, or you can create an embedded dataset for use only in your report. In this tutorial, you will create an embedded dataset.

To create query filters

1. On the Design a query page, in the Metadata pane, click the button (…).

2. In the Cube Selection dialog box, click Sales, and then click OK.

   Tip

   If you do not want to build the MDX query manually, click the icon, toggle the query designer to Query mode, paste the completed MDX to the query designer, and then proceed to step 6 in To create the dataset.

   SELECT NON EMPTY { [Measures].[Sales Amount], [Measures].[Sales Return Amount] } ON COLUMNS, NON EMPTY { ([Channel].[Channel Name].[Channel Name].ALLMEMBERS * [Product].[Product Category Name].[Product Category Name].ALLMEMBERS * [Product].[Product Subcategory Name].[Product Subcategory Name].ALLMEMBERS ) } DIMENSION PROPERTIES MEMBER_CAPTION, MEMBER_UNIQUE_NAME ON ROWS FROM ( SELECT ( { [Date].[Calendar Year].&[2009] } ) ON COLUMNS FROM ( SELECT ( { [Sales Territory].[Sales Territory Group].&[North America] } ) ON COLUMNS FROM ( SELECT ( STRTOSET(@ProductProductCategoryName, CONSTRAINED) ) ON COLUMNS FROM ( SELECT ( { [Channel].[Channel Name].&[2], [Channel].[Channel Name].&[4] } ) ON COLUMNS FROM [Sales])))) WHERE ( [Sales Territory].[Sales Territory Group].&[North America], [Date].[Calendar Year].&[2009] ) CELL PROPERTIES VALUE, BACK_COLOR, FORE_COLOR, FORMATTED_VALUE, FORMAT_STRING, FONT_NAME, FONT_SIZE, FONT_FLAGS
   

3. In the Measure Group pane, expand Channel, and then drag Channel Name to the Hierarchy column in the filter pane.

   The dimension name, Channel, is automatically added to the Dimension column. Do not change the Dimension or Operator columns.

4. To open the Filter Expression list, click the down arrow in the Filter Expression column.

5. In the filter expression list, expand All Channel, click Online, click Reseller, and then click OK.

   The query now includes a filter to include only these channels: Online and Reseller.

6. Expand the Sales Territory dimension, and then drag Sales Territory Group to the Hierarchy column (below Channel Name).

7. Open the Filter Expression list, expand All Sales Territory, click North America, and then click OK.

   The query now has a filter to include only sales in North America.

8. In the Measure Group pane, expand Date, and then drag Calendar Year to the Hierarchy column in the filter pane.

   The dimension name, Date, is automatically added to the Dimension column. Do not change the Dimension or Operator columns.

9. To open the Filter Expression list, click the down arrow in the Filter Expression column.

10. In the filter expression list, expand All Date, click Year 2009, and then click OK.

    The query now includes a filter to include only the calendar year 2009.

To create the parameter

1. Expand the Product dimension, and then drag the Product Category Name member to the Hierarchy column below Calendar Year.

2. Open the Filter Expression list, click All Products, and then click OK.

3. Click the Parameter checkbox. The query now includes the parameter ProductProductCategoryName.

   Note

   The parameter contains the names of product categories. When you click a product category name in the main report, its name is passed to the drillthrough report by using this parameter.

To create the dataset

1. From the Channel dimension, drag Channel Name to the data pane.

2. From the Product dimension, drag Product Category Name to the data pane, and then place it to the right of Channel Name.

3. From the Product dimension, drag Product Subcategory Name to the data pane, and then place it to the right of Product Category Name.

4. In the Metadata pane, expand Measure, and then expand Sales.

5. Drag the Sales Amount measure to the data pane, and then place it to the right of Product Subcategory Name.

6. On the query designer toolbar, click Run (!).

7. Click Next.

1c. Organize Data into Groups

When you select the fields on which to group the data, you design a matrix with rows and columns that displays detail and aggregated data.

To organize data into groups

1. To switch to design view, click Design.

2. On the Arrange fields page, drag Product_Subcategory_Name to Row groups.

   Note

   The spaces in the names are replaced with underscores (_). For example Product Category Name is Product_Category_Name.

3. Drag Channel_Name to Column groups.

4. Drag Sales_Amount to Values.

   Sales_Amount is automatically aggregated by the Sum function, the default aggregate for numeric fields. The value is [Sum(Sales_Amount)].

   To view the other aggregate functions available, open the drop-down list (do not change the aggregate function).

5. Drag Sales_Return_Amount to Values, and then place it below [Sum(Sales_Amount)].

   Steps 4 and 5 specify the data to display in the matrix.

6. Click Next.

1d. Add Subtotals and Totals

After you create groups, you can add and format rows where the aggregate values for the fields will display. You can also choose whether to show all the data or to let a user expand and collapse grouped data interactively.

To add subtotals and totals

1. On the Choose the layout page, under Options, verify that Show subtotals and grand totals is selected.

   The wizard Preview pane displays a matrix with four rows.

2. Click Next.

1e. Choose a Style

A style specifies a font style, a set of colors, and a border style.

To specify a style

1. On the Choose a Style page, in the Styles pane, select Slate.

2. Click Finish.

   The table is added to the design surface.

3. To preview the report, click Run (!).

2. Format Data as Currency

Apply currency formatting to the sales amount fields in the drillthrough report.

To format data as currency

1. To switch to design view, click Design.

2. To select and format multiple cells at one time, press the Ctrl key, and then select the cells that contain the numeric sales data.

3. On the Home tab, in the Number group, click Currency.

3. Add Columns to Show Sales Values in Sparklines

Instead of showing sales and sales returns as currency values, the report shows the values in a sparkline.

To add sparklines to columns

1. To switch to design view, click Design.

2. In the Total group of the matrix, right-click the Sales Amount column, click Insert Column, and then click Right.

   An empty column is added to the right of Sales Amount.

3. On the ribbon, click Rectangle, and then click the empty cell to the right of the [Sum(Sales_Amount)] cell in the [Product_Subcategory] row group.

4. On the ribbon, click the Sparkline icon, and then click the cell where the rectangle was added.

5. In the Select Sparkline Type dialog box, verify that Column type is selected.

6. Click OK.

7. Right-click the sparkline.

8. In the Chart Data pane, click the Add field icon, and then click Sales_Amount.

9. Right-click the Sales_Return_Amount column, and then add a column to the right of it.

10. Repeat steps 2 through 6.

11. Right-click the sparkline.

12. In the Chart Data pane, click the Add field icon, and then click Sales_Return_Amount.

13. To preview the report, click Run.

4. Add Report Title with Product Category Name

A report title appears at the top of the report. You can place the report title in a report header or, if the report does not use one, in a text box at the top of the report body. In this tutorial, you will use the text box that is automatically placed at the top of the report body.

To add a report title

1. To switch to design view, click Design.

2. On the design surface, click Click to add title.

3. Type Sales and Returns for Category:.

4. Right-click, and then click Create Placeholder.

5. Click the (fx) button to the right of the Value list.

6. In the Expression dialog box, in the Category pane, click Dataset, and then in the Values list double-click First(Product_Category_Name).

   The Expression box contains the following expression:

   =First(Fields!Product_Category_Name.Value, "DataSet1")
   

7. To preview the report, click Run.

The report title includes the name of the first product category. Later, after you run this report as a drillthrough report, the product category name will dynamically change to reflect the name of the product category that was clicked in the main report.

5. Update Parameter Properties

By default parameters are visible, which is not appropriate for this report. You will update the parameter properties for the drillthrough report.

To hide a parameter

1. In the Report Data pane, expand Parameters.

2. Right-click @ProductProductCategoryName, and then click Parameter Properties.

   Note

   The @ character next to the name indicates that this is a parameter.

3. On the General tab, click Hidden.

4. In the Prompt box, type Product Category.

   Note

   Because the parameter is hidden, this prompt is never used.

5. Optionally, click Available Values and Default Values and review their options. Do not change any options on these tabs.

6. Click OK.

6. Save the Report to a SharePoint Library

You can save the report to a SharePoint library, report server, or your computer. If you save the report to your computer, a number of Reporting Services features such as report parts and subreports are not available. In this tutorial, you will save the report to a SharePoint library. For more information, see Report Servers and SharePoint Report Servers (Report Builder 3.0 and SSRS).

To save the report

1. From the Report Builder button, click Save. The Save As Report dialog box opens.

   Note

   If you are resaving a report, it is automatically resaved to its previous location. To change the location, use the Save As option.

2. To show a list of recently used report servers and SharePoint sites, click Recent Sites and Servers.

3. Select or type the name of the SharePoint site where you have permission to save reports.

   The URL of the SharePoint library has the following syntax:

   Http://<ServerName>/<Sites>/
   

4. Click Save.

   Recent Sites and Servers lists the libraries on the SharePoint site.

5. Navigate to the library where you will save the report.

6. In the Name box, replace the default name with ResellerVSOnlineDrillthrough.

   Note

   You will save the main report to the same location. If you want to save the main and drillthrough reports to different sites or libraries, you must update the path of the Go to report action in the main report.

7. Click Save.

1. Create a New Report from the Table or Matrix Wizard

From the Getting Started dialog box, create a matrix report by using the Table or Matrix Wizard.

To create a new report

1. Click Start, point to Programs, point to Microsoft SQL Server 2008 R2 Report Builder 3.0, and then click Report Builder 3.0.

2. In the Getting Started dialog box, verify that New Report is selected, and then click Table or Matrix Wizard.

1a. Specify a Data Connection

You will add an embedded data source to the main report.

To create an embedded data source

1. On the Choose a dataset page, select Create a dataset, and then click Next.

2. Click New.

3. In Name, type Online and Reseller Sales Main as the name for the data source.

4. In Select a connection type, select Microsoft SQL Server Analysis Services, and then click Build.

5. In Data source, verify that the data source is Microsoft SQL Server Analysis Services (AdomdClient).

6. In Server name, type the name of a server where an instance of MicrosoftAnalysis Services is installed.

7. In Select or enter a database name, select the Contoso cube.

8. Click OK.

9. Verify that the Connection string contains the following syntax:

   Data Source=<servername>; Initial Catalog = Contoso
   

10. Click Credentials type.

    Depending on how permissions are configured on the data source, you might need to change the default authentication.

11. Click OK.

12. To verify that you can connect to the data source, click Test Connection.

13. Click OK.

14. Click Next.

1b. Create an MDX Query

Next, create an embedded dataset. To do so, you will use the query designer to create filters, parameters, and calculated members as well as the dataset itself.

To create query filters

1. On the Design a query page, in the Metadata pane, in the cube section, click the ellipsis (…).

2. In the Cube Selection dialog box, click Sales, and then click OK.

   Tip

   If you do not want to build the MDX query manually, click the icon, toggle the query designer to Query mode, paste the completed MDX to the query designer, and then proceed to step 5 in To create the dataset.

   WITH MEMBER [Measures].[Net QTY] AS [Measures].[Sales Quantity] -[Measures].[Sales Return Quantity] MEMBER [Measures].[Net Sales] AS [Measures].[Sales Amount] - [Measures].[Sales Return Amount] SELECT NON EMPTY { [Measures].[Net QTY], [Measures].[Net Sales] } ON COLUMNS, NON EMPTY { ([Channel].[Channel Name].[Channel Name].ALLMEMBERS * [Product].[Product Category Name].[Product Category Name].ALLMEMBERS ) } DIMENSION PROPERTIES MEMBER_CAPTION, MEMBER_UNIQUE_NAME ON ROWS FROM ( SELECT ( { [Date].[Calendar Year].&[2009] } ) ON COLUMNS FROM ( SELECT ( STRTOSET(@ProductProductCategoryName, CONSTRAINED) ) ON COLUMNS FROM ( SELECT ( { [Sales Territory].[Sales Territory Group].&[North America] } ) ON COLUMNS FROM ( SELECT ( { [Channel].[Channel Name].&[2], [Channel].[Channel Name].&[4] } ) ON COLUMNS FROM [Sales])))) WHERE ( [Sales Territory].[Sales Territory Group].&[North America], [Date].[Calendar Year].&[2009] ) CELL PROPERTIES VALUE, BACK_COLOR, FORE_COLOR, FORMATTED_VALUE, FORMAT_STRING, FONT_NAME, FONT_SIZE, FONT_FLAGSQuery text: Code.
   

3. In the Measure Group pane, expand Channel, and then drag Channel Name to the Hierarchy column in the filter pane.

   The dimension name, Channel, is automatically added to the Dimension column. Do not change the Dimension or Operator columns.

4. To open the Filter Expression list, click the down arrow in the Filter Expression column.

5. In the filter expression list, expand All Channel, click Online and Reseller, and then click OK.

   The query now includes a filter to include only these channels: Online and Reseller.

6. Expand the Sales Territory dimension, and then drag Sales Territory Group to the Hierarchy column, below Channel Name.

7. Open the Filter Expression list, expand All Sales Territory, click North America, and then click OK.

   The query now has a filter to include only sales in North America.

8. In the Measure Group pane, expand Date, and drag Calendar Year to the Hierarchy column in the filter pane.

   The dimension name, Date, is automatically added to the Dimension column. Do not change the Dimension or Operator columns.

9. To open the Filter Expression list, click the down arrow in the Filter Expression column.

10. In the filter expression list, expand All Date, click Year 2009, and then click OK.

    The query now includes a filter to include only the calendar year 2009.

To create the parameter

1. Expand the Product dimension, and then drag the Product Category Name member to the Hierarchy column below Sales Territory Group.

2. Open the Filter Expression list, click All Products, and then click OK.

3. Click the Parameter checkbox. The query now includes the parameter ProductProductCategoryName.

To create calculated members

1. Place the cursor inside the Calculated Members pane, right-click, and then click New Calculated Member.

2. In the Metadata pane, expand Measures and then expand Sales.

3. Drag the Sales Quantity measure to the Expression box, type the subtraction character (-), and then drag the Sales Return Quantity measure to the Expression box; place it after the subtraction character.

   The following code shows the expression:

   [Measures].[Sales Quantity] - [Measures].[Sales Return Quantity]
   

4. In the Name box, type Net QTY, and then click OK.

   The Calculated Members pane lists the Net QTY calculated member.

5. Right-click Calculated Members, and then click New Calculated Member.

6. In the Metadata pane, expand Measures, and then expand Sales.

7. Drag the Sales Amount measure to the Expression box, type the subtraction character (-), and then drag the Sales Return Amount measure to the Expression box; place it after the subtraction character.

   The following code shows the expression:

   [Measures].[Sales Amount] - [Measures].[Sales Return Amount]
   

8. In the Name box, type Net Sales, and then click OK.The Calculated Members pane lists the Net Sales calculated member.

To create the dataset

1. From the Channel dimension, drag Channel Name to the data pane.

2. From the Product dimension, drag Product Category Name to the data pane, and then place it to the right of Channel Name.

3. From Calculated Members, drag Net QTY to the data pane, and then place it to the right of Product Category Name.

4. From Calculated Members, drag Net Sales to the data pane, and then place it to the right of Net QTY.

5. On the query designer toolbar, click Run (!).

   Review the query result set.

6. Click Next.

1c. Organize Data into Groups

When you select the fields on which to group data, you design a matrix with rows and columns that displays detail and aggregated data.

To organize data into groups

1. On the Arrange fields page, drag Product_Category_Name to Row groups.

2. Drag Channel_Name to Column groups.

3. Drag Net_QTY to Values.

   Net_QTY is automatically aggregated by the Sum function, the default aggregate for numeric fields. The value is [Sum(Net_QTY)].

   To view the other aggregate functions available, open the drop-down list. Do not change the aggregate function.

4. Drag Net_Sales_Return to Values and then place it below [Sum(Net_QTY)].

   Steps 3 and 4 specify the data to display in the matrix.

1d. Add Subtotals and Totals

You can show subtotals and grand totals in reports. The data in the main report displays as an indicator; you will remove the grand total after you complete the wizard.

To add subtotals and grand totals

1. On the Choose the layout page, under Options, verify that Show subtotals and grand totals is selected.

   The wizard Preview pane displays a matrix with four rows. When you run the report, each row will display in the following way: The first row is the column group, the second row contains the column headings, the third row contains the product category data ([Sum(Net_ QTY)] and [Sum(Net_Sales)], and the fourth row contains the totals.

2. Click Next.

1e. Choose a Style

Apply the Slate style to the report. This is the same style that the drillthrough report uses.

To specify a style

1. On the Choose a Style page, in the Styles pane, select Slate.

2. Click Finish.

3. To preview the report, click Run.

2. Remove the Grand Total Row

The data values are shown as indictor states, including the column group totals. Remove the row that displays the grand total.

To remove the grand total row

1. To switch to design view, click Design.

2. Click the Total row (the last row in the matrix), right-click, and then click Delete Rows.

3. To preview the report, click Run.

3. Configure Text Box Action for Drillthrough

To enable the drillthrough, specify an action on a text box in the main report.

To enable an action

1. To switch to design view, click Design.

2. Right-click the cell that contains Product_Category_Name, and then click Text Box Properties.

3. Click the Action tab.

4. Select Go to report.

5. In Specify a report, click Browse, and then locate the drillthrough report named ResellerVSOnlineDrillthrough.

6. To add a parameter to run the drillthrough report, click Add.

7. In the Name list, select ProductProductCategoryName.

8. In Value, type [Product_Category_Name.UniqueName].

   Product_Category_Name is a field in the dataset.

   Important

   You must include the [UniqueName] property because the drillthrough action requires a unique value.

9. Click OK.

To format the drillthrough field

1. Right-click the cell that contains the Product_Category_Name, and then click Text Box Properties.

2. Click the Font tab.

3. In the Effects list, select Underline.

4. In the Color list, select Blue.

5. Click OK.

6. To preview your report, click Run.

The product category names are in the common link format (blue and underlined).

4. Replace Numeric Values with Indicators

Use indicators to show the state of quantities and sales for Online and Reseller channels.

To add an indicator for Net QTY values

1. To switch to design view, click Design.

2. On the ribbon, click the Rectangle icon, and then click in the [Sum(Net QTY)] cell in the [Product_Category_Name] row group in the Channel_Name column group.

3. On the ribbon, click the Indicator icon, and then click inside the rectangle. The Select Indicator Type dialog box opens with the Directional indicator selected.

4. Click the 3 Signs type, and then click OK.

5. Right-click the indicator and in the Gauge Data pane, click the down arrow next to (Unspecified). Select Net_QTY.

6. Repeat steps 2 through 5 for the [Sum(Net QTY)] cell in the [Product_Category_Name] row group within Total.

To add an indicator for Net Sales values

1. On the ribbon, click the Rectangle icon, and then click inside the [Sum(Net_Sales)] cell in the [Product_Category_Name] row group in the Channel_Name column group.

2. On the ribbon, click the Indicator icon, and then click inside the rectangle.

3. Click the 3 Signs type, and then click OK.

4. Right-click the indicator and in the Gauge Data pane, click the down arrow next to (Unspecified). Select Net_Sales.

5. Repeat steps 1 through 4 for the [Sum(Net_Sales)] cell in the [Product_Category_Name] row group within Total.

6. To preview your report, click Run.

5. Update Parameter Properties

By default, parameters are visible, which is not appropriate for this report. You will update the parameter properties to make the parameter internal.

To make the parameter internal

1. In the Report Data pane, expand Parameters.

2. Right-click @ProductProductCategoryName, and then click Parameter Properties.

3. On the General tab, click Internal.

4. Optionally, click the Available Values and Default Values tabs and review their options. Do not change any options on these tabs.

5. Click OK.

6. Add a Report Title

Add a title to the main report.

To add a report title

1. On the design surface, click Click to add title.

2. Type 2009 Product Category Sales: Online and Reseller Category:.

3. Select the text you typed.

4. On the Home tab of the ribbon, in the Font group, select the Times New Roman font, 16pt size, and the Bold and Italic styles.

5. To preview your report, click Run.

7. Save the Main Report to a SharePoint Library

Save the main report to a SharePoint library.

To save the report

1. To switch to design view, click Design.

2. From the Report Builder button, click Save.

3. Optionally, to show a list of recently used report servers and SharePoint sites, click Recent Sites and Servers.

4. Select or type the name of the SharePoint site where you have permission to save reports. The URL of the SharePoint library has the following syntax:

   Http://<ServerName>/<Sites>/
   

5. Navigate to the library where you want to save the report.

6. In Name, replace the default name with ResellerVSOnlineMain.

   Important

   Save the main report to the same location where you saved the drillthrough report. To save the main and drillthrough reports to different sites or libraries, confirm that the Go to report action in the main report, points to the correct location of the drillthrough report.

7. Click Save.

8. Run the Main and Drillthrough Reports

Run the main report, and then click values in the product category column to run the drillthrough report.

To run the reports

1. Open the SharePoint library where the reports are saved.

2. Double-click ResellerVSOnlineMain.

   The report runs and displays product category sales information.

3. Click the Games and Toys link in the column that contains product category names.

   The drillthrough report runs, displaying only the values for the Games and Toys product category.

4. To return to the main report, click the Internet Explorer back button.

5. Optionally, explore other product categories by clicking their names.

See Also

Other Resources

Tutorials (Report Builder 3.0)