Report Design in SQL Server Reporting Services

This section provides comprehensive guidance on designing reports using SQL Server Reporting Services (SSRS). Learn how to create effective and visually appealing reports that meet your business intelligence needs.

Getting Started with Report Design

Report design in SSRS involves using SQL Server Data Tools (SSDT) or Visual Studio with the SQL Server Data Tools extension. You'll define data sources, datasets, and then visually construct the report layout.

Using Report Builder

Report Builder is a powerful tool for creating paginated reports. It offers a user-friendly interface that allows business users and developers alike to design reports without extensive coding.

Key features of Report Builder include:

  • Intuitive drag-and-drop interface
  • Rich set of chart and visualization options
  • Interactive features like drill-through and drill-down
  • Support for various data sources

For a step-by-step guide, see the Report Builder Tutorial.

SSDT for Report Development

SQL Server Data Tools (SSDT) provides a more integrated development experience, especially for larger projects. It allows you to manage report projects, deploy reports, and work with other SQL Server components within a single environment.

When using SSDT, you will typically:

  1. Create a new Report Server project.
  2. Add shared data sources and datasets.
  3. Create new report items (.rdl files).
  4. Design the report using the Report Designer canvas.
  5. Deploy the reports to your Report Server.

Refer to the SSDT Documentation for more details on project management and deployment.

Understanding Report Layouts

A report layout defines the structure and appearance of your report. It consists of various elements:

  • Report Items: Tables, matrices, charts, images, text boxes, and custom report items.
  • Groups: Organizing data by rows or columns.
  • Parameters: Allowing users to filter or customize report data.
  • Expressions: Dynamically changing content, formatting, or behavior based on data or user input.
  • Formatting: Applying styles, fonts, colors, and conditional formatting to enhance readability and visual appeal.

Tables and Matrices

Tables are ideal for displaying detailed row-based data, while matrices (or crosstabs) are used for summarizing data in a grid format, similar to pivot tables.

Example Table Structure:


+-------------------+-------------------+-------------------+
| Product Name      | Quantity          | Unit Price        |
+-------------------+-------------------+-------------------+
| Laptop            | 10                | $1200.00          |
| Keyboard          | 50                | $75.00            |
| Mouse             | 100               | $25.00            |
+-------------------+-------------------+-------------------+

Charts and Visualizations

SSRS offers a wide array of chart types to visualize data effectively, including bar charts, line charts, pie charts, scatter plots, and more. Choosing the right chart is crucial for conveying insights.

Tip: Always consider your audience and the message you want to convey when selecting a chart type.

Advanced Design Techniques

Beyond basic layout, explore advanced techniques to create sophisticated reports:

Using Expressions for Dynamic Content

Expressions are snippets of code written in Visual Basic .NET that are evaluated at runtime. They are essential for:

  • Calculating values (e.g., totals, averages).
  • Conditionally formatting text or cells.
  • Setting properties of report items.
  • Manipulating data.

Example Expression for a Total Price:


=Fields!Quantity.Value * Fields!UnitPrice.Value

Example Expression for Conditional Formatting (e.g., red text if value < 0):


=IIF(Fields!Sales.Value < 0, "Red", "Black")
Best Practice: Keep expressions concise and well-commented to maintain readability and ease of debugging.

Best Practices for Report Design

Adhering to best practices ensures your reports are not only functional but also maintainable and user-friendly.

  • Clarity and Simplicity: Design reports that are easy to understand at a glance.
  • Consistent Formatting: Use consistent fonts, colors, and spacing.
  • Meaningful Titles and Labels: Clearly label all report elements.
  • Performance Optimization: Design efficient datasets and avoid overly complex expressions where possible.
  • Accessibility: Consider users with disabilities when choosing color palettes and report structures.