How to share a Crystal Server report with your Web Access Users

Version 19

    Verified Product Versions

    Service Desk 7.6Service Desk 7.7.xService Desk 7.8.xService Desk 2016.xAsset Manager 2016.x


    Crystal Server 2008.

    Crystal Server 2013.

    Customers on earlier versions of Crystal Server or Enterprise should contact their account/sales manager to request the latest version.


    Here are some steps in order to share your Crystal reports via Crystal Server 2008 and Web Access  The assumption is that the reports are already running ok via Crystal Professional and you already have a configured working copy of Crystal Server.


    1. From the Crystal Reports Server 2008 program group launch the Central Management Console.


    2. Login with your usual Administrator Details.


    3. Under the Organize group select the Folders option.


    crystal 1.png


    4. Select a folder to store your report in.


    NOTE: If you haven't ever published any Service Desk reports you may want to click the New Folder icon on the far left of the toolbar to create one.  Give this new folder a name and then click OK.


    crystal 2.png


    5. Once in your folder click on the Manage menu and if using Crystal Server 2008, select Add -> Crystal Reports.  If you are using Crystal Reports Server 2013 the Add -> Crystal Reports option is not available so select Add -> Local Document instead.


    crystal 3.png


    6. Browse to your report location and then click OK.


    7. Double-click the report from the folder list to view its properties.  Click on the User Security tab and set as appropriate - for example you might want to allow Everyone the View on Demand right.


    crystal 4.png


    NOTE: For more information on the options available please click on the Help button within Crystal Server Central Management Console.  The section Controlling User Access - Controlling Users' Access to objects - Setting common access levels may be a good place to start.


    8. Click on the Default Settings -> Database Configuration tab and ensure that your database connection details are stored here.  They should be there under the "Use original database logon details from report" but you will need to retype your database password and save it.


    9. On the Properties tab make a note of the report ID number as you will need this for the next step.


    crystal 5.png


    10. Log out of the Central Management Console and close/re-launch the web browser.


    11.  Crystal Reports Server 2008:


    Using the following URL as a template, replace the server name and report ID to match yours respectively and this is the URL to launch from Web Access:




    If the URL does not work you can confirm what it should be from within the Central Management Console.  You must use either Firefox or Google Chrome rather than Internet Explorer for this.


    Crystal Reports Server 2013:


    Using the following URL as a template, replace the server name, variable and report ID to match yours respectively and this is the URL to launch from Web Access:




    servername – Your Crystal Server name

    variable – The number from the URL seen when viewing the report in CMC (if you don't see the address bar when you view the report, you can also get this number from the URL of your main CMC window: http://servername:8080/BOE/CMC/1601251015/admin/...)

    reportid – From the properties of the report in CMC (found at step 9)

    You can also pass a user name and password (parameters apsuser and apspassword) if you have activated the guest account or if you have created a dedicated user to run reports in the CMC. For more details see How to create a reporting user in Crystal Server to avoid the CMC authentication prompt when running web reports?


    12. From the folder view in the Central Management Console right-click your report and select View.


    crystal 6.png


    13. On the window that appears copy the first part of the URL.  This will confirm the server name, port, viewer path, and report ID.  However do not use this full URL from Web Access as it will not automatically log you in as Guest.  Instead use the information to amend the URL provided in step 11.


    NOTE: You can also get the report id from looking at the properties of the report within Crystal Enterprise.


    crystal 7.png


    TIP: If you amend your Crystal Report design at any stage through Crystal Professional you will need to delete your object from the folder and re-add it again following the steps above for the changes to be reflected within Crystal Server.