Professional Documents
Culture Documents
Super Guide PDF
Super Guide PDF
SUPER-USER FUNDAMENTALS
Overview of Business Objects (BOBJ), Basic Navigation,
and Creating & Formatting Reports
This document created by:
EBS Training, Functional, & Technical Teams.
Page 1
Table of Contents
1. Introduction ............................................................................................................................ 4
1.1 The SuperUser Role ......................................................................................................... 4
1.2 Creating a PDF for Distribution ......................................................................................... 5
1.3 Saving a Report to Favorites or SuperUser Work Area Folders ........................................ 5
2. Design Mode Overview .......................................................................................................... 9
2.1 Accessing Design Mode.................................................................................................... 9
2.2 Available Objects .............................................................................................................. 9
2.3 Structure and Filters.........................................................................................................11
2.4 The Main Tool Bar ...........................................................................................................12
2.4.1 Left Side of Main Tool Bar-File Tab............................................................................13
2.4.2 Left Side of Main Tool Bar-Properties Tab .................................................................14
2.4.3 Report Elements Tab .................................................................................................15
2.4.4 Formatting Tab ..........................................................................................................17
2.4.5 Data Access Tab .......................................................................................................17
2.4.6 Analysis Tab ..............................................................................................................18
2.4.7 Page Setup tab ..........................................................................................................19
2.5 Viewing Modes—Page and Quick Display .......................................................................21
2.6 Folding and Unfolding Report Data ..................................................................................22
2.7 Freezing Table Headers, Columns and Rows ..................................................................23
2.8 Tracking Changes in Data................................................................................................24
2.8 Drilling on Report Data .....................................................................................................27
3. Report Design Modifications .................................................................................................29
3.1 Columns in a Table ..........................................................................................................29
3.1.1 Add a Column ............................................................................................................29
3.1.2 Remove a Column .....................................................................................................30
3.1.3 Swap a Column .........................................................................................................30
3.1.4 Replace a Column .....................................................................................................30
3.2. Sections ..........................................................................................................................30
Page 3
1. Introduction
This guide provides the following information for City of Portland Web Intelligence (Webi) report
users who have the BOBJ Super User role:
• Responsibilities of the SuperUser
• Overview of the Webi icons and buttons
• Viewing Reports
• How to execute basic edit (design) modifications in existing Webi reports to meet
bureau specific needs.
Note: Basic information on accessing, refreshing and viewing a Webi report is located in the
BOBJ End User Guide on the SAP Learning Center website. Please review that guide first if
you are new to Webi reports.
SAP Business Objects (BOBJ) is used to gather data from SAP, and Web Intelligence (Webi) is
the tool that is used to create web-based reports using the gathered data. Webi reports are built
using data that is refreshed nightly from SAP.
You can use the Java or HTML interface of SAP Business Objects Web Intelligence to perform
data analysis from the BI launch pad. You can choose which interface to launch by setting in
your Preferences settings in the BI launch pad.
Note: The screen shots in this guide are created with the HTML interface.
Step 2: Refresh the report, making changes to the prompts to generate the desired data.
Step 4: From here you can save the report to your desktop, print the report or e-mail to the
recipients directly from the PDF.
Page 5
Users can access the report which can be useful if you are collaborating on the editing of a
report.
Step 1: Once you are logged into ireport.city, click on the Documents Tab at the top of the
page, open the Public Folders folder, and then the 1-SAP folder.
Step 2: Open any of the folders and right click on the report you want to edit.
Step 3: In the drop-down menu click on Organize>Copy.
Step 4: Choose the folder you wish to work in, either your Favorites folder or your Bureaus’
Super User Workarea.
Step 5: Once the folder you want to use is open, right click
in the report listing area of the folder and in the drop down
menu click on Organize>Paste. Your report is now available
for you to edit and to save the edits you make.
Note: In order for End-Users to access the edited report you must have it promoted to your
Bureau’s folder in the 1-SAP folder. To request a report be promoted to your bureau’s public
folder, contact Chan Aaby: chan.aaby@portlandoregon.gov
Step 6: If you want to delete the report, right click on the report and click on Organize>Delete.
Page 7
Page 8 Updated: 2/11/16
2. Design Mode Overview
2.1 Accessing Design Mode
To be able to edit reports you have to change a report to the design mode by clicking on the
Design button in the Main tool bar.
Once you are in Design mode, two new icons are available on the side panel:
When you click on the Available Objects icon , all the objects that are used to create the
report are displayed. The objects are elements that correspond to a selection of data from SAP.
The objects are organized into Dimensions, Details, and Measures and are grouped into folders
called classes.
Page 9
In the screenshot to the right there are two
Classes—Query 1 and Variables which include all
the objects used in the report.
Within the folders, the blue diamonds are
dimensions. The dimension
represents character-type data such as the Funds
Center name; for example: Office of
Management and Finance.
If there is a detail to further
describe the dimension you
can see it by expanding the
+ sign to the left of the
dimension. Once
expanded the detail
appears below the
dimension and provides
additional information
about the dimension,
usually the object code or number.
Page 11
2.4 The Main Tool Bar
Below is an explanation of the different icons and tabs on the Main Tool Bar. Many of these will
be familiar to you as they are similar to Office 2010 and 2013. Specific use of the icons and
tabs will be explained throughout the guide.
Note: Many of these same actions can be accessed by right clicking on an area of the report.
Cut Cut the selection from the document and put it on the
Clipboard
Copy Copy the selection from the document and put it on the
Clipboard
Page 13
2.4.2 Left Side of Main Tool Bar-Properties Tab
View Choose which tool bars, tabs and panels you want to
view.
Note: Some icons or buttons are context specific so are only available when you are in a
certain area of the report.
Page 15
Icons Sub Tab Description
Note: These icons work mostly the same as in a Word or Excel document.
Page 17
2.4.6 Analysis Tab
Page 19
Icon Sub Tab Description
In Design document mode, you can access the different modes from the Main Tool Bar on the
Page Setup Tab > Display Subtab.
The Page view mode displays the page layout of reports, including page margins, headers, and
footers. Use Page view mode when you want to fine-tune the formatting of tables and charts
and the layout of report pages.
The Quick Display view mode is the default display mode.
It is a pagination mode that is based on the data, rather than the physical size of report pages.
The Quick Display view mode displays just the tables, reports, and free standing cells in
reports and displays a maximum number of records vertically and horizontally, depending on the
Quick Display settings. The Quick Display view mode also specifies the minimum page width
and height and the amount of padding around the edges of the report.
Because the Quick Display view mode restricts the number of horizontal and vertical rows, a
report might not contain all possible data. You can change the number of horizontal rows and
vertical rows displayed by changing the settings.
Use the Quick Display view mode when you want to focus on analyzing results, add
calculations or formulas, or add breaks or sorts to tables to organize results.
You can easily switch between the two modes by clicking on the icons.
Page 21
2.6 Folding and Unfolding Report Data
You can hide and display report data by folding and unfolding the display of different report
elements.
You can fold and unfold sections, breaks and tables. Data is concealed and displayed in
different ways depending on the report element.
Section When a section is folded, section details are hidden and free cells only are
displayed.
Table or break When a table or break is folded, the rows are concealed, and only
headers and footers are displayed. Tables must have headers and footers
to be folded and unfolded.
Vertical tables, horizontal tables and cross tables can be folded and
unfolded.
You can fold and unfold data in Reading and Design mode by activating the outline. Open a
Web Intelligence document.
1. Select a cell in the table.
2. Do one of the following:
• In the Reading mode, click Outline on the Main tool bar.
• In the Design mode, in the Analysis tab, select the Interact sub tab and click
Outline.
Note: You must be in Quick Display mode to be able to use this feature.
Page 23
1. Highlight the row or column you want to freeze.
2. Click on the Freeze icon. The Freeze icon will be grayed out until you highlight the row
or column.
Page 25
The default settings for the changes that are tracked and how they are displayed are in the
screen shot below:
If you are in Design mode, you have the ability to change those options. You can choose the
elements you wish to track by checking and unchecking the boxes. You can also change the
formatting of how those changes are displayed. For numerical values you can change the
formatting and the % amount of increased or decreased value.
In Design mode click on the Analysis Tab then the Interact subtab. Then click on the Drill
icon.
There are different ways to drill:
2. You can drill down by clicking on the link of the dimension you want to drill on:
You can drill up by clicking on the arrow in the right of the cell:
You can right-click on the cell you want to drill from and choose where you want to go using
the drop down menu.
Page 27
3. Once you have the report drilled to the level you want, you can save that version of the
report by taking a snapshot. Take a snapshot of the report by clicking on the snapshot
icon from the drop down menu on the drill icon. That snapshot will
appear in your document as with a new tab. If you are in Design
mode you can rename the report by right clicking the tab and
clicking on rename report.
Page 29
You can change the heading if you want by highlighting the heading and changing it in the
Function toolbar.
column you want to replace, and release when you see the message: .
3.2. Sections
Another modification you can make to a report is to add and/or delete a section. Sections allow
you to split report information into smaller, more comprehensible parts and add totals or other
calculations to the sections. A section distributes the data into multiple free-standing cells called
section headers. Each section header contains one value for a dimension, with a block of data
that corresponds to the dimension value. The sections sort numerically and alphabetically.
There are a few different ways you can add a section to an existing report.
Note: Breaks and sections separate data differently in Web Intelligence.
4. To add a section from an object that is not currently in a report, click on the Insert
Section tab.
Drag the field to the area between the header of the report and the report table.
5. Highlight the object you want to use to create sections from the available objects window
that opens and click on OK.
Page 31
Your report is now organized by sections by the object you chose. You can add totals to the
sections. (See 3.6 for information on how to add totals).
1. Click on the Document Structure and Filters icon on the left Side Panel .
Page 33
3.2.3 Hide Sections
You can hide sections in your report based on selected parameters.
1. Click on the Document Structure and Filters icon on the left Side Panel .
2. Highlight the section in the Document Structure window.
2. Select Report Elements > Behaviors > Hide on the Main Tool Bar to hide the section.
3. Select Report Elements > Behaviors > Hide When Empty to hide the section when it is
empty.
4. Select Report Elements > Behaviors > Hide When, select Hide when the following
formula is true, and type a formula in the box to hide the section when the formula is true.
Page 35
When you apply a break in a report, a default sort order is applied.
When you insert a break on an object, the values for the object are automatically sorted in
ascending order as follows:
• If the values are numeric, the lowest value appears in the first row of the table, the
highest in the last row.
• If the values are alphabetical characters, then the values are sorted in alphabetical order
from A to Z.
You can set multiple breaks across several dimensions details or measures and set a sort
priority on each break
2. In the Analysis tab, in the Display subtab, select Add Break from the Break dropdown list
or right click on the highlighted column, choose Break > Add Break.
The table is divided into as many mini tables as there are unique values in the column. Each
mini table has a footer.
Note: If the column does not have a break defined, the Remove Break menu item is not
available.
3. To remove all breaks, select any column in the table and select Remove All Breaks
from the Break dropdown list.
Note: The Remove All Breaks menu item is not available if the table has no breaks defined.
Page 37
3.3.3 Manage Break(s)
You can manage existing table column breaks.
1. In a Web Intelligence document in Design mode, select any column in a table.
2. In the Analysis tab, in the Display subtab, select Manage Breaks from the Break
dropdown list. The Manage Breaks dialog box shows the breaks defined in the table. If
the table is a crosstab, the dialog box shows the breaks on both the horizontal and
vertical axes. Each break is represented by the dimension on which it is defined. The
order in which the dimensions appear indicates the order in which the breaks are
applied.
3. To change the priority of a break, select the dimension and click the Up or Down arrow
to move the dimension in the break priority.
4. To add a break, click Add and select the dimension on which you want to apply the
break.
5. To remove a break, select the dimension and click Remove.
6. To set the properties of a break, select the dimension and select the properties in the
opposite section in the dialog box.
Property Description
Break header Displays a header for each part of the table, crosstab, or form when
you insert a break.
Break footer This displays a footer for each break in a section, including a footer
after the last row for a table or column for a crosstab when you
insert a break. When you apply a calculation to the data, the result
is shown in the footer.
Duplicate values: Displays all values in the break, even when they are duplicated.
Display all
Duplicate values: Displays the first value only when values are duplicated.
Display first
Page 39
Property Description
Duplicate values: Merges cells containing duplicate values and displays a single
Merge value over the merged cells.
Duplicate values: Displays the first value in a group of duplicate values at the
Repeat first on beginning of the break and on each new page.
new page
Start on a new Displays each part of the table or form created by a break on a new
page page.
Avoid page Where possible, keeps each break section on the same page. This
breaks in block option is not taken into account when a block is larger than one
page.
Repeat header on Repeats the header at the top of the table on every new page when
every page a table goes over onto a new page.
Repeat footer on Repeats the footer at the bottom of the table on every new page
every page when a table goes over onto a new page.
7. Click OK.
Page 41
3. Select the input control type. The list of control types is determined by the data type of
the report object.
4. Define the input control, select an input control, then set the properties.
Property Description
List of values The list of values available in the input control. You can use all values
of the report object on which the input control is based (the default) or
define your own custom list of values.
Use restricted List If you define a custom list of values for the report object, this setting
of Values filters the data in the report element you assign to the input control
based on this list of values. Even when no values are selected in the
input control, any values not in the restricted list are excluded from the
report element filtered by the input control.
For example, if an input control based on the Fund dimension is
restricted to the values General Fund, a table filtered by the input
control shows data for General Fund only, even when no value is
selected in the input control.
If you deselect Use restricted List of Values, all values of Fund appear
in the table when no value is selected in the input control.
Allow selection of all This property allows you to show or hide the All Values option in an
values input control. For example, you may want to hide the All values option
when the aggregation of the values makes no sense.
Filter operators The operator that the input control uses to filter the associated report
elements.
Default values The default values that the input control uses to filter the associated
report element.
Number of lines The number of lines that the input control displays in the Input Control
pane. For example a list of five radio buttons with Number of lines set
to 3 displays only three radio buttons by default. You access the other
two radio buttons by using the scrollbar.
3. Edit the input control properties in the Properties tab of the Edit Input Control dialogue
box.
4. Edit the report elements associated with the input control on the Dependencies tab.
5. Click OK to return to the document.
Page 43
4. Click Yes to confirm the action.
Page 45
5. Select the measure on which the ranking is based in the Based on list.
6. Click Ranked By and select the dimension on which the ranking is based if you want to
rank by a particular dimension rather than by all dimensions in the block.
7. Select the rank calculation mode in the Calculation mode list.
8. Click OK.
Top/Bottom When the calculation mode is Count, the ranking returns the
top/bottom n records based on the measure specified as the Based
on parameter.
When the calculation mode is Percentage, the ranking returns the
top/bottom n% of the total number of records based on the measure
specified as the Based on parameter. For example, if there are 100
records and you rank the top 10%, the ranking returns the top 10
records.
When the calculation mode is Cumulative Sum, the ranking returns
the top/bottom records, for which the cumulative sum of the measure
specified as the Based on parameter does not exceed n.
When the calculation mode is Cumulative Percentage, the ranking
returns the top/bottom records, for which the cumulative sum of the
measure specified as the Based on parameter does not exceed n%
of the total of the measure.
The screen shot below shows a BA04 report with the following parameters applied.
Page 47
Note: Sorts applied to display rankings take precedence over sorts that you previously applied
to data. For example, if a list was previously sorted in alphabetical order the ranking sort
overrides the alphabetical order.
Page 48 Updated: 2/11/16
Note: You cannot rank on an object whose values depend on the data order. This is because
the ranking changes the data order, which in turn changes the object data, which then requires
a recalculation of the ranking. The result is a circular dependency between the ranking and the
object that cannot be resolved.
Page 49
3.6 Calculations
When in Design mode you can add calculations to reports.
You can repeat this step to add multiple calculations to the same column.
A footer containing the result of the calculation is added below the column.
You can change the name that was added to the footer by highlighting the cell and changing the
name in the formula bar and then using formatting tools from the main menu to change font,
color, etc.
Page 51