How to Create a SQL Server Reporting Services (SSRS) Report

Creating a SQL Server Reporting Services (SSRS) report involves a structured process that transforms raw data into visually appealing and informative documents for analysis and decision-making. These reports can range from simple tables to complex dashboards with charts and drill-through capabilities.

The primary tools for developing SSRS reports are SQL Server Data Tools (SSDT) within Visual Studio, or the standalone Report Builder. Both offer robust environments for designing, previewing, and publishing reports.

Step-by-Step Guide to Building an SSRS Report

Follow these essential steps to develop a professional SSRS report:

1. Create a Report Project

Your reporting journey begins by setting up a project. This project acts as a container for all your report definitions (.rdl files) and associated data sources.

• Using SQL Server Data Tools (SSDT):

  • Open Visual Studio.
  • Go to File > New > Project.
  • Select the Reporting Services category and choose the Report Server Project template.
  • Give your project a meaningful name and click OK. This creates a solution with a Reporting Services project.

• Using Report Builder:

  • Open Report Builder.
  • You can start with a blank report or use a wizard to guide you through initial setup steps, which often includes data source and dataset creation.

2. Set Up a Data Connection (Data Source)

Reports need data. A data connection, or data source, defines where your report will pull its information from. This could be a SQL Server database, an Oracle database, an OLE DB source, Analysis Services, or other data providers.

• In your Report Project (SSDT) or Report Data pane (Report Builder):
  • Right-click on Shared Data Sources (SSDT) or Data Sources (Report Builder) and select Add New Data Source.
  • Provide a descriptive Name for your data source (e.g., AdventureWorksData).
  • Choose the Type of connection (e.g., Microsoft SQL Server).
  • Click Edit... to build the connection string, specifying the server name, authentication method, and database.
  • Test the connection to ensure it's successful.

3. Define a Query (Dataset)

Once the data source is established, you need to define what specific data your report will use. This is done through a dataset, which contains a query written in a language compatible with your data source (e.g., T-SQL for SQL Server).

• In your Report Project (SSDT) or Report Data pane (Report Builder):
  • Right-click on Datasets and select Add Dataset....
  • Give it a Name (e.g., SalesData).
  • Select the shared data source you created earlier.
  • Choose Query type (e.g., Text for a direct SQL query).
  • Write your query. For example:

    SELECT
        p.Name AS ProductName,
        SUM(sod.OrderQty) AS TotalQuantitySold,
        SUM(sod.LineTotal) AS TotalSales
    FROM
        Production.Product p
    JOIN
        Sales.SalesOrderDetail sod ON p.ProductID = sod.ProductID
    GROUP BY
        p.Name
    ORDER BY
        TotalSales DESC;

  • Click Refresh Fields to ensure the query is valid and retrieves the column names correctly.

4. Add a Table Data Region

The data region is the visual layout component that displays your data. A table is one of the most common data regions, suitable for displaying row-and-column data.

• In your report design surface:
  • Go to the Toolbox (SSDT) or Insert tab (Report Builder).
  • Drag and drop a Table into the report body.
  • Drag fields from your Dataset (e.g., ProductName, TotalQuantitySold, TotalSales) onto the columns in the table data region.
  • Each field will automatically create a header and data cell.

5. Format the Report

Formatting enhances readability and aesthetic appeal. This step involves styling the appearance of your report elements.

• Table Formatting:
  • Adjust column widths by dragging the column borders.
  • Select cells or rows to change properties like Font, FontSize, FontWeight, BackgroundColor, BorderColor, and Padding using the Properties window or ribbon controls.
  • Align text (e.g., left-align text, right-align numbers).
  • Apply currency or number formatting to appropriate fields (e.g., TotalSales as currency).
• Report Body and Header/Footer:
  • Add a report title in a text box in the report body or header.
  • Add page numbers or a "Date Printed" field in the report footer.
• Branding: Incorporate company logos or specific color schemes.

6. Group and Total Fields

Grouping and totaling data are crucial for summarizing information and creating hierarchical views within your report.

• Grouping:
  • In the Row Groups pane (usually at the bottom of the design surface), right-click on (Details) and select Add Group > Parent Group.
  • Choose a field to group by (e.g., ProductCategory). This will add a new column to the left of your table for the group field and create a group header row.
  • You can add multiple nested groups.
• Aggregates and Totals:
  • To add a total for a group, right-click on the detail row and select Add Total > After. This will insert a total row for that group.
  • For grand totals, right-click on the row group in the Row Groups pane and select Add Total > After.
  • SSRS automatically suggests aggregate functions like SUM, AVG, COUNT for numeric fields. You can also write custom expressions.

7. Preview the Report

Before publishing, it's essential to preview your report to ensure it looks and behaves as expected.

• In SSDT, click the Preview tab at the top of the design surface.
• In Report Builder, click the Run button in the ribbon.
• Check for:
  • Correct data display and formatting.
  • Accurate totals and groups.
  • Proper alignment and spacing.
  • Performance (how quickly the data loads).
  • Any error messages.

8. Publish the Report

Once satisfied with the preview, the final step is to deploy your report to a Report Server, making it accessible to users.

• In SSDT:
  • In the Solution Explorer, right-click on your Report Project.
  • Go to Properties.
  • Set the TargetServerURL to the URL of your Report Server (e.g., http://yourserver/reportserver).
  • Set the TargetReportFolder if you want to publish to a specific folder on the server.
  • Click OK.
  • Right-click on the Report Project again and select Deploy.
  • Monitor the Output window for deployment success or errors.
• In Report Builder:
  • Go to File > Save As.
  • Choose Report Server and navigate to the desired folder on your Report Server.
  • Provide a file name and click Save.

After deployment, users can access the report through the Report Manager web portal or by integrating it into other applications.

Key Considerations for Robust SSRS Reports

• Performance Optimization: Efficient queries are paramount. Use appropriate indexes in your database and avoid complex calculations within the report dataset if they can be done at the database level.
• Security: Manage who can access and run reports by configuring roles and permissions on the Report Server.
• Parameters: Allow users to filter data dynamically (e.g., by date range, product category) by adding report parameters.
• Interactive Features: Incorporate drill-through reports, document maps, and interactive sorting to enhance user experience.
• Error Handling: Implement robust error handling in your queries and consider user-friendly messages for report failures.
• Documentation: Document your data sources, datasets, and report logic for future maintenance.

By following these steps, you can effectively create, format, and deploy powerful SSRS reports that cater to diverse business intelligence needs.