SQL Reporting Services

MSDN Documentation

Report Design in SQL Reporting Services

This section provides a comprehensive guide to designing reports using SQL Server Reporting Services (SSRS). Learn how to create visually appealing, informative, and interactive reports that effectively present your data.

Core Report Design Concepts

Understanding the fundamental concepts of report design is crucial for building effective reports. This includes knowledge of the report item hierarchy, the report definition language (RDL), and the overall report lifecycle.

  • Report Item Hierarchy: Reports are structured hierarchically, with items like tables, text boxes, and images placed on a report page.
  • Report Definition Language (RDL): Reports are defined in RDL, an XML-based language that specifies the layout, data, and rendering of a report.
  • Report Lifecycle: From data retrieval to rendering, understanding each stage ensures efficient report generation.
Report Design Workflow Diagram

Figure 1: A typical SSRS report design workflow.

Layout Elements

Control the visual presentation of your report with various layout elements. These elements define the structure and appearance of the report canvas.

Common Layout Elements:

  • Report Body: The primary area where report items are placed.
  • Page Header & Footer: Used for recurring information like titles, page numbers, and dates.
  • Tablix (Table, Matrix, List): Powerful data regions for displaying data in structured formats.
  • Text Box: Used for displaying static text, dynamic data, images, and interactive elements.
  • Image: Embed images directly into your reports.

Adjusting properties like size, position, and borders is essential for a professional look.

Data Regions

Data regions are placeholders in a report that display data retrieved from a dataset. They are the core components for presenting your information.

Types of Data Regions:

  • Table: Displays data in rows and columns, ideal for detailed lists.
  • Matrix: A cross-tab report item that summarizes data at the intersection of rows and columns, useful for pivot table-like views.
  • List: Displays data in a free-form format, suitable for invoices or receipts.
  • Chart: Visualizes data through various chart types.
  • Gauge: Displays a single value against a scale.
  • Map: Visualizes data geographically.

Configuring data sources and datasets for these regions is a critical step.

Charts and Graphs

Transform raw data into insightful visualizations with a variety of chart types.

Supported Chart Types:

  • Column Charts
  • Bar Charts
  • Line Charts
  • Area Charts
  • Pie Charts
  • Doughnut Charts
  • Scatter Charts
  • Bubble Charts
  • Stock Charts
  • and more...

Customize chart titles, legends, axes, and data labels to enhance readability and impact.

Sample SSRS Chart

Figure 2: Example of a column chart in SSRS.

Report Parameters

Allow users to interact with reports by providing input values. Parameters enable dynamic filtering and customization of report data.

Key Features:

  • Parameter Types: Text, Date/Time, Boolean, Integer, Float, etc.
  • Cascading Parameters: Create dependencies between parameters.
  • Multi-Value Parameters: Allow users to select multiple options.
  • Available Values: Define static lists or retrieve values from a dataset.
  • Default Values: Set predefined values for parameters.

Parameters significantly enhance report usability and relevance.

Expressions

Use expressions to perform calculations, manipulate data, control visibility, and format report items dynamically.

Common Use Cases:

  • Calculating totals, averages, or percentages.
  • Conditionally formatting text or cell backgrounds.
  • Setting the visibility of report items.
  • Defining parameter default values.
  • Constructing dynamic SQL queries.

Expressions are written in Microsoft Visual Basic .NET or C#.

Example Expression:

=Sum(Fields!SalesAmount.Value)

This expression calculates the sum of values from the 'SalesAmount' field.

Formatting and Styling

Apply formatting to make your reports professional and easy to read.

Formatting Options:

  • Font Properties: Typeface, size, color, bold, italic.
  • Number Formatting: Currency, percentages, dates, custom formats.
  • Borders and Backgrounds: Define cell and report item styling.
  • Alignment: Horizontal and vertical text alignment.
  • Conditional Formatting: Change appearance based on data values using expressions.

Consistent formatting across reports improves brand identity and user experience.

Formatted Report Section

Figure 3: An example of well-formatted report data.

Getting Started with Report Builder

Microsoft Report Builder is a standalone application for creating paginated reports for SQL Server Reporting Services and Power BI Report Server. It provides a user-friendly interface for report design without requiring direct access to Visual Studio.

Steps:

  1. Launch Report Builder.
  2. Create a new report or open an existing one.
  3. Add a dataset to fetch data.
  4. Insert a data region (e.g., table, matrix).
  5. Drag and drop fields from the dataset into the data region.
  6. Add charts, parameters, and other elements as needed.
  7. Preview and save your report.
Best Practices for Report Design

Follow these best practices for creating effective and maintainable reports:

  • Keep it Simple: Avoid overwhelming users with too much information.
  • Use Clear Labels: Ensure titles, column headers, and axis labels are descriptive.
  • Consistent Formatting: Maintain a uniform look and feel across all reports.
  • Optimize for Performance: Design queries and reports to be efficient.
  • User-Centric Design: Consider the audience and their needs.
  • Leverage Parameters: Empower users to customize their view of the data.
  • Regularly Test: Preview and test reports thoroughly before deployment.