Introduction to BusinessObjects

2 Introduction to BusinessObjects

Appropriate Use and Security of Confidential and Sensitive Information
Due to the integrated nature of the various Human Resources, Finance and Student modules in Banner and the reporting information in the Enterprise Data Warehouse (EDW), you may have access to information beyond what you need to perform your assigned duties. Your access to Banner and the EDW has been granted based on business need, and it is your responsibility to ensure the information you access is used appropriately. Here are some reminders of good data stewardship to help you carry out your responsibility: • Do not share your passwords or store them in an unsecured manner. Do not leave your workstation unattended while logged on to administrative information systems. You are responsible for any activity that occurs using your logon id. • Do not share confidential and sensitive information with anyone, including colleagues, unless there is a business reason. • Retrieve printed reports quickly, and do not leave the reports lying around in plain view. • Secure reports containing confidential and sensitive information (e.g., FERPA, EEO or HIPAA protected data). • When disposing of reports containing confidential or sensitive information, shred the documents in a timely manner. Your responsibilities regarding the protection and security of administrative information are outlined in the University of Illinois Information Security Policy posted at http://www.obfs.uillinois.edu/manual/central_p/sec19-5.htm. Any violation could subject you to disciplinary action, which could include dismissal or, in those cases where laws have been broken, legal action. You should have signed a compliance form that indicates you have read, understand and agree to comply with the University's Information Security Policy for Administrative Information. If you have not already signed the compliance form, please see your Unit Security Contact, who is responsible for maintaining these forms.

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Introduction to BusinessObjects Table of Contents
Appropriate Use and Security of Confidential and Sensitive Information .............................................. 2 About this Course......................................................................................................................................... 5 Objective............................................................................................................................................. 5 Instructor Led Course ......................................................................................................................... 5 Training Data ...................................................................................................................................... 5 Practice............................................................................................................................................... 5 Files .................................................................................................................................................... 5 How To’s and Tips.............................................................................................................................. 5 Chapter 1 ..................................................................................................................................................... 7 Creating a Basic Report ........................................................................................................................ 7 Business Objects Products................................................................................................................. 7 Parts of a BusinessObjects Document ............................................................................................... 7 Logging into BusinessObjects from EDDIE ........................................................................................ 8 Using the New Report Wizard ............................................................................................................ 8 Working with the Query Panel ...........................................................................................................11 Classes and Objects..........................................................................................................................11 Finding Objects..................................................................................................................................12 Adding Objects ..................................................................................................................................12 Conditions..........................................................................................................................................13 Predefined Conditions .......................................................................................................................14 Saving a document............................................................................................................................16 Starting BusinessObjects from the desktop .......................................................................................17 Exercise 1: Creating a Basic Report ...................................................................................................19 Chapter 2 ....................................................................................................................................................21 Basic Formatting ..................................................................................................................................21 Toolbars.............................................................................................................................................21 Edit Data Provider .............................................................................................................................22 Changing objects...............................................................................................................................22 Moving Columns................................................................................................................................23 Page Layout ......................................................................................................................................25 Setting margins..................................................................................................................................25 Wrapping text ....................................................................................................................................26 Resizing columns and rows ...............................................................................................................28 Formatting Numbers ..........................................................................................................................29 Changing the report title ....................................................................................................................29 Centering the title cell ........................................................................................................................30 Centering the table ............................................................................................................................31 Inserting Table Column Headers on Multiple Pages..........................................................................31 Exercise 2: Basic Formatting ..............................................................................................................33 Chapter 3 ....................................................................................................................................................35 Sorting .................................................................................................................................................35 Default Sorting...................................................................................................................................35 Inserting Sorts ...................................................................................................................................35 Format Sorts......................................................................................................................................37 Custom Sort.......................................................................................................................................38 Exercise 3: Sorting..............................................................................................................................41 Chapter 4 ....................................................................................................................................................43 Breaks, Calculations, and Sections......................................................................................................43 Inserting a break................................................................................................................................43 Format Breaks ...................................................................................................................................44 Format Table .....................................................................................................................................45 Calculations .......................................................................................................................................46 Count vs. Count All............................................................................................................................47 Adding a Sum ....................................................................................................................................48 Adding a Percentage .........................................................................................................................49

.......................................................................................................................................................75 Save as XLS...................................................................................................................................................................................................................83 Appendix B – Decision Support On-Line Help ..............................................................................................................................57 Complex Conditions ........................................................................................................................................................................................................75 Exporting Data...................................57 User-defined Conditions ...................................64 Chapter 6 .................................................................................... Calculations.....65 Multiple prompts .........................................................105 ................................................................................................................................................................77 Saving a Personal Document ...........................................Installing BusinessObjects ...........................................................................68 Displaying Prompt Values ..................................................................................................................................................................................................................................................................................................................................................................................................................................78 Sending an Inbox Document .......................................................................................99 Appendix G – Condition Operand Options .....................................................77 Retrieving a Personal Document ................................................55 Chapter 5 ...................................................................................................75 File Types and Sending Reports.....................................................................................................................................................................................................................53 Format Section ...........................................59 Indenting Logical Operators ................................................73 Chapter 7 ..................................................69 Insert Special Fields ........................................................................................................................................81 Appendix A – BusinessObjects Online Help ...............71 Exercise 6: Prompts............................................................................70 Cell Alignment ...............................................................................................AITS Help Desk ...................................................................................................................................................... and Sections...........................................................................................65 Prompts ................................................................................................................................93 Appendix E – Query Panel Toolbar...................................................................................................................................................................................................................................................................................................................79 Sending a Document via Email ...........101 Appendix H – Review question answers .......................................................................................................51 Using the Map ............................................................................4 Introduction to BusinessObjects Adding an Average .......................................................50 Creating Sections .........59 And vs.................103 Appendix I ..........................................................................................................................................................................................................................................................................................................................................................................................................................................75 Save as PDF ................................................................................................................................................76 Advantages of Working with Personal Documents.......................................................50 Removing calculations....54 Exercise 4: Breaks............................61 Exercise 5: User-defined Conditions.....................91 Appendix D ......50 Folded Breaks ...............................................................................97 Appendix F – Condition Operators...............................................................87 Appendix C – Setting the Passwords ... Or .....................................................................................................................................................................................................................................

edu/how_to.ds. but for phony applicants. The EDW – STU – Course Schedule universe is used for all the examples. At the end of each chapter the students complete an exercise.ds. The password for all these accounts is 1234. which is similar to the example.5 About this Course Objective The objective of this course is to teach the basic functionality of the BusinessObjects editor for creating reports from the Enterprise Data Warehouse.asp. This universe lists current and past course schedules for the three campuses. The students in the class follow by doing the same steps as the instructor. Files Completed versions of the examples an exercises are available in a zip file at the following location: http://www. The instructor presents the information by completing the examples in each chapter on the screen. This universe contains recruiting and admissions data. dsplay2… dsplay10.uillinois. Practice To repeat the examples and exercises on your own. you can use “play” accounts which have access to the training data. Training Data Two universe/databases are used in the course. You can find a more detailed description of How To’s and Tips in Appendix B.zip How To’s and Tips Demonstrations and documents explaining various BusinessObjects features can be found at: http://www. Instructor Led Course This course is presented in a computer lab with an instructor. These accounts have the same access as the accounts used during the class. The play accounts are: dsplay1.edu/training/intro_files.uillinois. The EDW R&A Training universe is used for all the exercises. The data was used as test data for Recruiting and Admissions. .

6 Introduction to BusinessObjects .

A report can include one or more blocks. Data Provider: A data provider is the data returned when a query is run. and BusinessObjects. print. Updates and bug fixes are initiated and applied through the server. the block types are table. A portion of the software is installed on your PC. and can be displayed in different formats. and distribution tools. for creating reports. This allows for easy installation and centrally administered maintenance. InfoView InfoView is a web-based application to view. viewing. Block: A block is a collection of data in a particular format. In BusinessObjects. The major components are InfoView. Multiple blocks can appear in a single report and each block can display data from the same or different data providers. and distribute documents. A report gets its data from one or more data providers. Parts of a BusinessObjects Document BusinessObjects attaches specific meanings to the following terms representing the parts of a BusinessObjects file: Document: A document is the file created by BusinessObjects. and chart. BusinessObjects can be started either through InfoView or from the Windows desktop. It is analogous to an Excel worksheet. A document can contain multiple data providers and multiple reports.Chapter 1: 7 Chapter 1 Creating a Basic Report Business Objects Products Business Objects is a software suite of report creation. The BusinessObjects editor gives users the ability to create simple reports very quickly. Business Objects is composed of applications that are accessible through the web or reside on your desktop computer. Reports the user can access are presented as documents in lists. for viewing reports. BusinessObjects BusinessObjects is an editor that allows you to create and edit BusinessObjects documents. . while most of the application remains on a server. It also enables users to create more complex reports including multiple data sources and user-defined variables. Report: A report is any formatted display of data. crosstab.

Enter the url: https://eddie.ds. 5. The Welcome page appears. Using the New Report Wizard The BusinessObjects editor starts and the Welcome screen of the New Report Wizard displays. the editor can be started from the desktop. 3.edu. Click BusinessObjects under the New Document heading to open the BusinessObjects editor. . 4. Once installed. Enter your user name and password and then click the OK button. 1. 6. Open a web browser. 2. Click the Log In button. Note: The Download and Install BusinessObjects link will install the BusinessObjects editor on the PC. The login window appears. This wizard walks you through creating a new document.8 Introduction to BusinessObjects Logging into BusinessObjects from EDDIE BusinessObjects must first be installed on your computer from the EDDIE web site before it can be used.uillinois. Click the Home button in the navigation bar along the top of the screen.

9. Dbase files. from the Standard toolbar if the New Report 7. Click Begin to go to the Specify Data Access screen. 10. Select Universe as the way you want to access data. 8. Click Next to continue. The universes listed are the ones you can access based on your security profile. The Select Universe screen appears.Chapter 1: 9 Note: Select the New Report Wizard Icon Wizard does not display on the screen. and XML files. Microsoft Excel files. . Note: The Others option allows you to read data from other sources such as text files. Select Generate a standard report for the report layout.

The universe simplifies report creation by eliminating the need to know the database structure. The Query Panel appears. It also provides automatic joins between database tables based on key values. 11. .10 Introduction to BusinessObjects Note: A universe is a database interface which maps objects to fields in a database. Select the EDW – STU – Course Schedule universe and click the Finish button.

College Description could be a detail object associated with the College Code dimension object. all address fields might be grouped together in one class. values displayed for a Salary object differ if the report is for one pay period or for one year.Chapter 1: 11 Working with the Query Panel The Query Panel is used to create the query that retrieves data from the database. For example. Classes and Objects A universe is a collection of objects. • A detail object provides additional information about the dimension object. A class is a group of related objects. • A measure’s value changes depending on the report context. Object names are everyday terms instead of the cryptic field names in the database. For example. For example. Conditions: This panel contains selection criteria for the query. Each object added to the Result Objects panel produces a column in the report table. Classes Classes are logical groupings of objects to make the objects easier to find. Result Objects: This panel holds the objects to be included in the report. conditions. A class can be expanded or collapsed by clicking the + or . Detail. Object Types There are three different types of objects: Dimension. Some dimension objects may contain numeric data. • Dimension objects represent the basic structure of the data. The data returned when the query is run is called a data provider. such as Name. . Measure • Measure objects are numeric values that are the result of calculations. or Application Date. such as Section Enrollment. The objects. and parameters in this window determine what data is included in the data provider. which represent fields in a database table. The data provider is stored in the document and becomes the source of the data displayed in the report. The Query Panel has three main panels: • • • Classes and Objects: This panel displays the classes (folders) within the universe. Detail • A detail object is always associated with a dimension object. UIN. The conditions determine which rows from the database are included in the report.to the left of the folder. and Measure Dimension • Dimension objects contain text or dates.

14. 9. • drag the object to the Result Objects panel. Press the Enter key to add the Section Enrollment object. 2. Adding Objects There are three ways to add an object to the Result Objects panel: • double-click the object. 13. Add the Meeting Days object. Expand the Section Meeting class by clicking the box with a ‘+’ symbol. icon in the Query Panel toolbar is down 1. Drag the Section Number object from the Classes and Objects panel to the right of Course Subject Code in the Result Objects panel. As you enter the name of the object. 7. 4. Type Section Enrollment in the Find Text field. .12 Introduction to BusinessObjects Finding Objects Most of the production universes you will be working with contain a large number of classes and objects. the location of the object will be displayed in the Classes and Objects panel. Double-click the Course Number object to add it to the Result Objects panel. We will now create a simple report listing horticulture course sections for term 120048. One way to make this easier is to use the Find option in the Query Panel. the associated dimension object is also added. The Course Number object will be selected in the Classes and Objects list. Add the Section Building Name object. 12. 5. Select the Section Enrollment object. 10. 11. 6. 3. Press the Enter key to go to the next object containing ‘Section Enrollment’ in its label. Add the Start Time – End Time object. Note: Make sure the Wrap Results Objects to wrap objects in the Result Objects panel. When a detail object is added to the Results Objects panel. which can make finding the objects difficult. Type Course Number in the Find Text field. • highlight the object and then press Enter. 8. Press the down arrow key to move the highlight to the Section Number object. Use the Find Text field to find the Section Building Name object. Click in the Find Text field .

Chapter 1: 13 Note: There are three ways to delete an object from the Result Objects panel: • Click the object and then press the Delete key. • Drag the object to the Classes and Objects panel. Without them. When you are done the Query Panel should look like this: Conditions Query conditions limit data returned from the database. Conditions are vital when running queries against a production universe. . We will look at user-defined conditions in an upcoming chapter. predefined conditions and user-defined conditions. 16. 15. Remove the Section Building Code object by dragging it over to the Classes and Objects panel. There are two types of conditions. For this report we will use some of the predefined conditions. the query may run for hours. • Right-click the object and then select Remove. which are available in the Schedule universe. Add the Section Room Number object located above Section Building Code.

2. 8. • Drag the object to the Conditions panel. They save time because you can select them as you would select an object. Double-click the Exclude Independent Study condition. click the funnel radio button located under the Classes and Objects panel of the Query Panel. 1. instead of creating the condition yourself. 5. Drag and drop the Active Section condition in the Conditions panel. which will allow the user to enter the value(s) for the term code when the query is run. Double-click the Select Course Subject Code condition. A definition should appear in the information bar at the bottom of the Query Panel provided that 1) the universe designer included a definition and 2) the information icon is selected in the Query Panel. . 7. To view pre-defined conditions. They are created for conditions that are complicated and/or commonly used. Expand the Prompts class. They are stored within the universe and are available to all users. 6. Click the Predefined Conditions button at the bottom left-hand corner of the Query Panel to display the predefined conditions. Double-click the Current Section Enrollment condition to place it in the Conditions panel. 3. Double-click the Select Term Code condition. 4. This condition limits the sections returned to only sections that are active for enrollment.14 Introduction to BusinessObjects Predefined Conditions Predefined conditions are time savers that are created by a universe designer. This returns only the current value for the section enrollment. Without this condition all the incremental values between zero and the current enrollment value will be returned. There are two ways to add a predefined condition to the Conditions panel: • Double-click the object. Expand the Conditions class by clicking the box with a ‘+’ symbol. This condition includes a prompt.

Click the Values… button to display the list of available values. Click OK. which can take some time. all values are retrieved from the database and stored in a file on the hard-drive. However.Chapter 1: 15 The Query Panel should look like this: 9. 12. Note: The first time the list of values for an object are displayed. The prompt appears: 10. Select 120048 for the term code. 11. Click the Run button. the next time you see the same list. the values will be read more quickly from the local file. 13. . Click the Term Code field.

Click the Select Course Subject Code field so that a blinking cursor appears. Select File Save The Save As dialog box displays. the data returned from the database is stored in the document and displayed as a table: Saving a document Save the document in the same way you save other documents in Windows. you are better off entering the value if the object in the prompt has hundreds or thousands of values. 16. Type HORT in the Select Course Subject Code field. make sure to type it correctly. However.16 Introduction to BusinessObjects 14. 1. Click OK to run the query. 15. If you enter the value manually. After the query runs. otherwise. you will get no data. .

Chapter 1: 17 2. 1. Close the document by clicking the lower of the two close buttons. 5. 6.5. The file will be saved with an extension of . Starting BusinessObjects from the desktop You can start BusinessObjects from the Windows desktop once it has been installed. Log out of EDDIE by clicking the Logout button in the upper right corner. Name the file HORT Classes for Term 120048. Log out of BusinessObjects by selecting File Exit. Select Programs BusinessObjects BusinessObjects 6. At this point the User Identification screen appears: . Click the Start button on the task bar.rep. and close the browser. 2. 4. Click Save. 3.

Enter your user name and password. . 4. Click OK or press the Enter key. Note: You can also open this file by selecting it from the list of most recently used documents in the File menu.18 Introduction to BusinessObjects 3.

A _______________ is a logical grouping of objects. 2. Two methods for adding objects to the Results Panel are _______________ or _______________. First Name. Save the document as Intro Exercise 1. The _______________ object type is always text or dates and is the data structure. Use the Find option to select the following objects in order: Campus Desc. Last Name. 5. A _______________ is an interface which maps objects to data in a database. 4. You will use this in a later exercise. 7. High Rank Use the FERPA – Non-Restricted predefined condition. 3. Exercise Use the New Report Wizard to create a new report using the EDW R&A Training Universe. The _______________ object type are always numeric and are the results of calculations. Finished Report – Page 1 . The _______________ object type provides additional information on dimension objects. Describe the button which allows you to view the predefined conditions in the universe.Chapter 1: 19 Exercise 1: Creating a Basic Report Review 1. Department Desc. College Desc. 6.

20 Introduction to BusinessObjects .

and to create variables. Formatting. resizing columns and cells. 2. It can also be used to apply sorts. wrapping text. We have already looked at the first view.Chapter 2: 21 Chapter 2 Basic Formatting The process of creating a report involves toggling back and forth between two views in BusinessObjects. Toolbars In this class we use three of the available toolbars. and formatting page numbers. Select the Standard. aligning text within a cell. the Report Manager. and Report. breaks. the Query Panel. this chapter will cover basic tasks such as centering report elements and setting margins. and Report toolbars from the list. The top of the BusinessObjects editor window should now look like this: Standard Toolbar Formatting Toolbar Report Toolbar . formatting numbers. Standard. Click View Toolbars. Once the query has been run and data is retrieved you are brought to a second view. In the meantime. calculations. which we will discuss in upcoming chapters. This is the area where we select the data and conditions to be used in our document. sections. To select the toolbars to display: 1. Formatting. This second view is where most of the report formatting occurs.

New Report Wizard: This button starts a wizard that steps you through creating a new document. you must run the query again to retrieve different data from the database. 2. button. Add the Instructor Last Name object. New: This button also creates a new document. Select the File menu to open the HORT Classes for Term 120048 document. The name is a little misleading because it actually creates a new document. This updates the data in the data providers. Enter 120048 for the Term Code. . Enter HORT for the Course Subject Code. Creating a blank document provides a more flexible process for creating new reports than with the New Report Wizard. Click the Run button. 5. Changing objects We will now add some new objects to the query and save the report. depending on a setting in Tools/Options. not a new report. Note: After changing the objects in the Query Panel. such as adding or removing objects. 1. The data provider is the data that was returned from the database when the query ran. 3. You can display the Query Panel by selecting the Edit Data Provider icon within the Standard toolbar. BusinessObjects refers to this as “Editing the Data Provider”. Edit Data Provider Most reports require changes to the data after the query is run the first time. Click the Edit Data Provider The Query Panel appears. It either starts the New Report Wizard or creates a blank document. Report Manager: This button toggles the display of the Data and Map tabs in order to provide additional display area for reports. you need to use the Query Panel. Refresh Data: This button reruns all queries in the document. 6.22 Introduction to BusinessObjects Let’s look at some of the most useful buttons in these toolbars. To make changes to the data. such as removing or adding objects. 4. Edit Data Provider: This button displays the Query Panel so that you can change the result objects or conditions of the query.

The Slice and Dice panel appears. 2. Any new objects are added after the last dimension object from the original query. Click the Slice and Dice icon. Click OK. We will look at the drag and drop method first. 1. Once the table is created. changing the object order in the Query Panel changes the order of objects in the data provider. Close the Slice and Dice panel. but does not change the order of columns in the table. The first method requires the use of the Slice and Dice panel. Moving Columns There are two methods of moving columns within BusinessObjects. . The revised query returns the following data: Note: The order of the columns in the table matches the order of the objects in the Query Panel only when the table is first created. The Slice and Dice panel should look like this: 3. The second method involves dragging and dropping a column to the desired location with the mouse. Slice and Dice method An advantage of using the Slice and Dice method of moving columns is that it eliminates the possibility of accidentally misaligning table cells. Drag the Instructor Last Name object to the left so that it is the first object.Chapter 2: 23 7. Select Apply. 4.

Left-facing transparent bracket: Releasing the mouse on the divider line inserts the column to the left of the column divider line. This cell becomes your “handle” for the column. Note: Never click the column heading to select the column. and it is the cell you drag to move the column. The background of the column will change to black except for the cell that was clicked. Right-facing transparent bracket: Releasing the mouse on the divider line inserts the column to the right of the column divider line. Click a value in the Section Enrollment column and release the mouse button. As the mouse pointer moves across different parts of the table you see three different cursors: Large transparent rectangle: Releasing the mouse over another column exchanges the locations of the two columns. This will select only the heading and not the data of the column. .24 Introduction to BusinessObjects The table should look like this: Drag and drop method 1.

The report will be divided into pages and the margins will be displayed as dashed lines.Chapter 2: 25 8. The end result should be: Page Layout In order to see the page as it will be printed you can change to Page Layout view. Drag the selected cell within the Section Enrollment column. Keep the mouse button pressed down until you see a bracket to the right of the Section Room Number column. 1. Click View Page Layout or the Page Layout page layout mode. 9. icon to display the report in Setting margins You can set the margins for your report by following these steps: . Release the mouse button when the bracket appears.

26 Introduction to BusinessObjects

1. Select File Page Setup.

2. Click the Margins button. 3. Enter .5 in the Left, Top, Right, and Bottom fields to get a half inch margin.

4. Click OK. 5. Click OK again. Wrapping text As you can see, we need to make further adjustments for the report to fit on one page. There are several columns where the object names are much longer than the values for the objects. For example, the Course Number column only has three-digit numbers, but the width of the column header is much wider than the value. We can reduce the resulting excess column space by having the text wrap to multiple lines within the cell.

Chapter 2: 27

Instead of wrapping the text for each individual column header cell, we will do it all at once by selecting the entire header row. There are two ways to do this: 1. Move the mouse over the left edge of the first column header cell so that you see a dark black horizontal arrow. Then click to select the row.

2. An alternative method is dragging a box from the first column header cell to the last column header cell. (The box borders appear as very faint dotted lines in the illustration below.) When the mouse button is released, the entire column header row will be selected.

The selected column header row has a yellow background:

To change the text wrap settings: 1. Select Format menu. Cell… or right-click and select Format Cell… from the pop-up

2. Select the Alignment tab. 3. Select Wrap Text and Row by Row Auto Fit in the Settings box.

28 Introduction to BusinessObjects

Wrapping the text will cause the text beyond the right edge of the cell to wrap to a second line. Row by Row Auto Fit will increase the height of the row to accommodate the multiple lines. 4. Select Bottom for the vertical alignment. 5. Click OK. Here are the results:

Resizing columns and rows We still need to adjust many of the column widths in the table. You can resize columns and rows by dragging the column or row border. 1. Place the cursor over the right border of the Course Number column, but don’t select it.
Note: If you resize a column while it is selected, the header and the body separate. Always click outside the table prior to resizing to make sure nothing is selected.

2. When the cursor changes to the Resize cursor, drag the edge to decrease the column width to be just wide enough for the word Number in the heading.

3. Manually resize the Instructor Last Name, Section Number, Meeting Days, Start Time – End Time, Section Room Number, and Section Enrollment columns. Another way to resize a column or row is by double-clicking the border. This resizes the column or row to fit the cell contents.
Note: Double-clicking the column border of a cell with wrapped text removes the text wrapping.

4. Automatically resize the Section Building Name column by double-clicking its right border.

While it is possible to reformat the numbers using the Number tab of Cell Format. 2. a title is automatically added at the top of the first page. You can undo the last ten actions. Since it is unlikely that a fractional student will enroll in these (or any other) classes. Note: If you are not happy with the formatting results. . twice. use the Undo button on the Standard toolbar. Press Enter. Ctrl+Z. Click the Remove Decimal Place icon Changing the report title When you generate a standard report using the New Report Wizard. we will instead take the easier approach of clicking the Remove a Decimal Place icon twice.Chapter 2: 29 A third way to resize a column (or row) is to set the width or height of the cell by clicking Format Cell Height and Width. or Edit Undo … to undo the last action. Select a cell within the Section Enrollment column. The default text for the title is Report Title. To change the title: 1. The Remove a Decimal Place icon is located in the Formatting toolbar: 1. Enter the new title HORT Classes for Term 120048. we will remove the decimal places from the number formatting. 3. Double-click the text Report Title. 2. Formatting Numbers Currently the numbers within the Section Enrollment column have two decimal places.

30 Introduction to BusinessObjects Note: If you do not press the Enter key after entering new text. you need to use the Appearance tab within Cell Format. 4. You can navigate to Cell Format by selecting it from the Format menu. Cell… or by right-clicking and selecting 3. 6. Do the same on the top edge to vertically resize the title cell. Place the cursor on the left edge of the title cell so that the resize appears. Go to Cell Format by selecting Format Format Cell… from the pop-up menu. 6. 1. click on the down arrow in the Horizontal Position Relative to field to display the drop-down menu. the new text will not be saved and it will revert to the default text. 2. or by selecting a cell. . 4. In the Position area. cursor 5. Click OK. and then selecting Format Cell from the pop-up menu. Select the title cell. Centering the title cell The alignment icons available in the Formatting toolbar only align text within a cell. right-clicking. Double-click while the resize cursor appears to horizontally resize the cell to be just wide enough for the title. In order to align elements on a page. Select the Appearance tab. 5. Select Center across the Page from the drop-down menu.

Here is how the table now appears on the page: Inserting Table Column Headers on Multiple Pages If we scroll down the page while in Page Layout view. When the four-headed arrow cursor 3. click to select the table. To fix this: 1. Click OK. Select the table. 2. 7. 5. 1. 2. Select the table by moving the cursor over a table border. Select Format Table.Chapter 2: 31 Centering the table We will now center the table on the page. Select the Appearance tab. . Select Center across the Page from the drop-down menu in the Horizontal Position Relative to field. 4. we can see that there is no column header for the table on the second page. 6. Select Format Table. appears. just as we did in Format Cell.

6. Select File Close. Select Repeat header on every page in the Page Break box. 4. 7. Save the file. The column header now appears on page 2. .32 Introduction to BusinessObjects 3. Click OK. Click the Page Layout tab. 5.

Save the document as Intro Exercise 2. Put in center alignment icon from Formatting Toolbar . Change the margins to . footers. Wrap text in the Department Desc column. Which icon allows you to edit the data provider? 2. Format c.5 inches. Format Exercise Open Intro Exercise 1. Center the title and table. Display the table header on page 2. Finished Report – Page 1 Cell Table b.Chapter 2: 33 Exercise 2: Basic Formatting Review 1. You will use this in a later exercise. Resize the columns as necessary. Wrap text in the column header. Change the title to Applications by Department. and page numbers? 3. Which of the following will center a table on the page? a. Which icon is used to display header.

34 Introduction to BusinessObjects Finished Report – Pages 1 & 2 .

Within Course Number. Within Title. Click the Descending Sort button. The sorting toolbar appears. The report should be sorted by Instructor Last Name in descending order. Within Instructor Last Name. and so on. and Section Number are applied. Within Instructor Last Name. We’ll now override the default sorting on the previous example by specifying the sort order for some columns. After that. the report is sorted by default. Sorting determines the order of the rows of data in the table. not the columns in the table. the Sort 3. the report is sorted by Course Number in ascending order. Click the down arrow button on the Report toolbar is enabled. Select the Instructor Last Name column by clicking any value in the body of the column. . Open the HORT Classes for Term 120048 document.Chapter 3: 35 Chapter 3 Sorting In this chapter we discuss the ways to sort the data in a report. Title. 2. it is sorted by Section Number. 4. Let’s place a sort on Instructor Last Name. so the table is sorted by Instructor Last Name in ascending order first. attached to the Sort button. Note: Specifying a sort on the Query Panel only sorts the table when it is created. the default sorts on Course Number. Measure objects are not sorted by default. Default Sorting Even if no sorting has been applied. 1. Inserting Sorts The default sorting is in effect. Once a column is selected. it is sorted by Title. it only sorts the data in the data provider. The dimension and detail objects are sorted from left to right in ascending order.

Select the Course Number column. Select Insert Sorts Ascending from the pop-up menu. The table is now sorted first on Instructor Last Name in descending order and then by Section Enrollment in descending order. 10. The sorting toolbar appears. Right-click to display the pop-up menu. . 9. The second sort on Section Enrollment makes the third sort on Course Number irrelevant. Select the Section Enrollment column. Select Insert Sorts.36 Introduction to BusinessObjects Now we apply a secondary sort to the Section Enrollment column. 5. The only way the third sort would have an effect is if two rows for the same instructor had the same value for Section Enrollment but different values for Course Number. The order of the values did not change. 7. When we scroll down the page we see the following rows: 8. 6. Click the Descending Sort button in the sorting toolbar.

which is the bottom sort. The Format Sorts… option allows you to add. remove. The Sorts dialog box is displayed. Click Format Sorts…. Click the Move Up button to make this the second sort. 4. Note: You can also rearrange the object order by clicking and dragging on the object so that it is in the location you want. Click Course Number.Chapter 3: 37 Format Sorts There is a better way to keep track of the sorts on a table. . Click anywhere on the table to select it. The blue arrows to the left of the object icons point up for an ascending sort and down for a descending sort. 3. 1. or rearrange multiple sorts for a table. The sorts are applied from the top down. 2. You must have a cell in the table selected in order to display the sorts that are currently applied to the table.

. BusinessObjects also allows you to create a custom sort. Select the Meeting Days object and then the OK button. 2. to add a new sort. Click Add.. 4. The report should now look like this: Custom Sort Besides allowing you to apply ascending and descending sorts. Click OK to close the Sorts dialog box. . Use the Move Up and Move Down buttons to arrange the values in the desired order. Click Yes to verify you want to remove the sort. 1. click Format Sorts…. 5. Remove the sort on Section Enrollment. A custom sort specifies the order of the values for the object. While having a cell selected within the table. 3.38 Introduction to BusinessObjects 5.

7. select the value and then click the Move Up or Move Down button. Select the Custom radio button under Sort Definition.Chapter 3: 39 6. To change the position of a value within the sort order. . Click the Values… button. 8. Put the values in the order shown in the next illustration. Click OK to close the Custom Sort dialog box. The Custom Sort dialog box is displayed.

March. etc. Month and Day. Tuesday. Wednesday. The Day option will sort day names chronologically: Monday. Close the document. The Month option will sort month names chronologically: January. Click OK to close the Sorts dialog box. .40 Introduction to BusinessObjects Note: There are two special Sort Options available. etc. 9. February. The rows for classes taught by Skirvin now appear like this: 10. Save the document. 11.

Chicago. Add the following sorts in order: • Campus Desc in the following order: Springfield. Finished Report . 3. Urbana-Champaign. • College Desc in ascending order • Department Desc in ascending order • High Rank in descending order Save the document as Intro Exercise 3. BusinessObjects does not automatically sort your report: True or False? 2. A _________________ allows you to arrange the values in the order you want. Exercise Open Intro Exercise 2.Chapter 3: 41 Exercise 3: Sorting Review 1. _________________ displays a list of all the sorts for a report.

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2. We can also break reports into smaller tables. In the following example. . Select a cell within the Course Number column. Open the HORT Classes for Term 120048 document. Calculations. totals. 3.Chapter 4: 43 Chapter 4 Breaks. 1. Inserting a break We apply a break on the Course Number object to divide the report into tables for each Course Number. and Sections So far the reports have contained one continuous table. subtotals and percentages are applied to a table with a break on the Course Number column. The rows for each course number now display in separate tables. one for each value of an object. Click the Break button on the Report toolbar.

Click anywhere on the table to select it. To make these changes we need to format the break we just inserted. 1. 4. we can see that the table for HORT 341 (Greenhouse Mgmt and Production) is being split between two pages. there is a dialog box for breaks that allows you to add. Turn on the Break Header option. It would be nice if each table had its own column header. We would like to avoid page breaks in the middle of a table. remove. . if we scroll down the screen while in Page Layout view. 3. and edit all the breaks applied to a table. The Breaks dialog box is displayed.44 Introduction to BusinessObjects The tables are not yet formatted for easy viewing. Click Format Breaks…. 2. Format Breaks As with sorts. Additionally.

The table header appears at the top of the table. Click Format Table. We will remove the table header to prevent this. Click anywhere on the table. 6. 7. The table should appear like this: Format Table When both the table header and the break header are displayed. Click OK.Chapter 4: 45 The break header is similar to the table header that is already displayed. 5. Click the OK button to apply the changes and close the dialog box. 3. Table header 1. Break header . 4. When the break header is added there will be two headers at the top of the table. Turn on the Center Value Across Break option. This moves the course number value to be centered across the rows. This prevents a table from starting on one page and continuing on the next page. Turn on the Avoid Page Break option. there are two headers at the top of the table. Turn off the Show Header option. Click the General tab. while the break header appears for each value for Course Number. 2. 5.

Calculations BusinessObjects calculations enable you to quickly add information to your report. The type of data determines which calculation functions are available. and display the average of the values. Go ahead and wrap the text in the break header. Many of the calculations only work with numeric data. (See Chapter 2 for further details on wrapping text).46 Introduction to BusinessObjects You may have noticed that the text in the break header is not wrapped. You can sum the values in a column. . count the number of values in a column.

However. 2. Count returns the number of distinct values. So for measure objects. sum of all values average of all values Each rows percent of the total difference between two dimension values difference between two dimension values as a percentage. Count vs. Count returns different values depending on the type of object. Click the Count button in the Report toolbar. 1.Chapter 4: 47 The following table shows the available calculations and data types: Calculation Count # of rows Count All Maximum Minimum Sum Average Percentage Variance Variance Percentage # of rows. Minimum value. Count returns the number of rows. Select the Section Building Name column. Count All The Count and Count All calculations display a count of rows in the report. Object Type Returns # of distinct values Note: It’s better to establish the breaks before the calculations. Count behaves the same as Count All. For dimension and detail objects. including duplicates and empty rows. . there is a big difference between the two calculations: Count All counts all the rows in a column. To see the calculations again you have to remove and recreate the calculations after the break is added. For measure objects. Maximum value. Inserting a break erases the calculations.

. The name of the calculation is added to the previous column. 2. Right-click to display the pop-up menu. use Data Calculations…. or the pop-up menu which appears when you right-click. In fact. Click the Sum button in the Report toolbar. Select the Section Number column. 5. To add other calculations. Select Calculations from the pop-up menu. 3. Select the Section Enrollment column. 1. only five of the most commonly used calculations appear on the Report toolbar.48 Introduction to BusinessObjects Note: Not all calculations have a button on the Report toolbar. Select Count All from the Calculations submenu. 4. if one exists. The sum of the Section Enrollment values is added for each course number. Adding a Sum The Sum calculation adds the values in a column. 6.

Adding a Percentage It is often necessary to have numeric data expressed in terms of percentages.Chapter 4: 49 Notice that a final sum. 2. The Percentage calculation is unique in that it also adds a new column called Percentage. Click the Percentage button in the Report toolbar. count. The values in this column are each row’s percent of the total for the report. In this example. . In our example we can quickly add each section’s percent of the course enrollment. and count all also appear at the end of the report. The course’s percent of the enrollment for all courses appears at the bottom of the table for each course number. the values are each section’s percent of the course’s enrollment. We add a Percentage calculation to the same report. Select the Section Enrollment column if it isn’t already selected. 1.

50 Introduction to BusinessObjects Adding an Average Now we apply an Average calculation: 1. 1. Folded Breaks Folding a break hides the body of the table and only shows the break header and footer. Right-click the Section Enrollment column. Click anywhere on the table to select it. Click Average. 2. Click the Percentage button in the Report toolbar to remove it. This is useful to see the sub-totals of the report without seeing the details. Select Calculations. The pop-up menu is displayed. Select the Section Enrollment column. . Removing calculations To remove calculations from a report using the toolbar. Note: Calculations can also be removed using the pop-up menu. The calculations that have been applied have a depressed icon or check mark to the left of the name. do the following: 1. 3. 2. The average enrollment for each section is added as a new row.

1. one for each value of an object. The report now looks like this: . Unlike breaks. Click the Apply button to see the change without closing the dialog box. 2. Select the Course Number column. 3. Turn on the Fold option. Click the Set as Master button in the Report toolbar. Creating Sections Sections are similar to breaks in that the report is divided into smaller tables. The detail rows are not displayed. which contains the calculations. Now the folded break on Course Number only displays the footer. Click Format Breaks. Let’s divide the HORT Classes for Term 120048 report into sections. 6. the object is removed from the table and placed above the table. Turn off the Fold option. Since calculations are only shown for the values within the section. Click OK. there is no grand total at the end of the report as there is when using breaks.Chapter 4: 51 2. 5. 4.

3. 5. Drag the selected cell to just above the upper-left corner of the table. Select the Instructor Last Name column.52 Introduction to BusinessObjects Note: Other ways of creating sections are by dragging an object above the table. Click just outside the cell for Instructor Last Name. The dividing lines for the sections will be displayed. . or by dragging and dropping the icon in the Slice and Dice panel to the Section panel. 4.

4. click the Report Manager button. Click Fermanian to go to that part of the report. .Chapter 4: 53 Using the Map The Map option in the Report Manager is a navigation tool that allows you to go directly to the start of a section. If the Report Manager is not already displayed. 3. Click the + to the left of 489 to expand the section for HORT 489. 1. 2. Click the Map tab of the Report Manager.

1. 4. Click an Instructor Last Name cell. and adding shading to the background of the section. We want to avoid page breaks in both the Course Number and Instructor Last Name sections. Click Format Section…. Click OK to close the Section Format dialog box.54 Introduction to BusinessObjects Format Section Formatting options for sections include starting each new value on a new page. avoiding page breaks within the section. Save the document. 5. 7. Click a Course Number cell. Click OK to close the Section Format dialog box. 2. . Select the Avoid page break in block option. 10. Scroll to the top of the report. 8. 3. Select the Avoid page break in block option. hiding section headers and footers. 6. Click Format Section…. 9.

Include the following objects in order: Campus Desc College Desc Department Desc College PGPA Divide the report into sections based on Campus Desc. The Count calculation on a measure object returns the number of rows: True or False? Exercise Create a new report using the EDW R&A Training universe. Finished Report . and campus. Calculations. and Sections Review 1.Chapter 4: 55 Exercise 4: Breaks. 3. college. Display the average College PGPA for each department. The break header is automatically displayed for all breaks: True or False? 2. The calculation values are displayed in the Break ____________.

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If there is no predefined condition for the condition you need. These conditions can be combined with And or Or logical operators to create complex conditions. predefined conditions and user-defined conditions. At this point the Query Panel should look like this: . the operator determines how to compare it. We start by opening HORT Classes for Term 120048. 4. 1. 2. you can easily create your own user-defined condition. and the operand. the operator. Remove the Instructor Last Name object from the Result Objects panel. There are two types of conditions. and the operand determines what to compare it to. Edit the data provider. We now turn our attention to user-defined conditions. We want to eliminate the Study Abroad Options course from the report. Expand the Section Information class. A condition contains three elements: the object. We used predefined conditions in for the report we created in Chapter 1. The object determines what to compare. 3. Drag the Course Number object to the Conditions panel.Chapter 5: 57 Chapter 5 User-defined Conditions Conditions are added to a query to limit data returned from the database.

The commas are misinterpreted when the query runs. never include commas as separators. Note that the Study Abroad Options course (HORT 388) has been eliminated from the report: . 8. Double-click the Different from operator to select it as the operator for the condition. 7. A list of ways to enter the operand appears in the left pane of the Query Panel. Run the query using 120048 for the Term Code and HORT for the Course Subject Code. Enter 388 and press Enter. Note: When entering a number. 5. 6.58 Introduction to BusinessObjects <Select an operator> appears in the new condition for Course Title. Double-click the Type a new constant option. and a list of available operators is displayed in the left section of the Query Panel.

But . For example: returns rows for sections where the section enrollment is less than or equal to 5 and the course number is greater than or equal to 400.Chapter 5: 59 Complex Conditions BusinessObjects permits the creation of complex conditions in which conditions can be grouped together. Or And requires that all conditions must be true for the row to be included in the query. And vs. and then selecting either Shift Right or Shift Left from the drop-down menu. Brackets and shifting are applied by right-clicking the And or Or operator. Complex conditions are created by grouping and connecting conditions with logical operators.

In the following example we want to find 100 level Horticulture course sections with an enrollment less than or equal to 10 students. Add a condition for Course Number Level Equal to 100 underneath the last condition. 1. Add a condition for Section Enrollment Less than or equal to 10 at the bottom of the Conditions panel 3. 4. . Add a condition for Course Number Level Greater than or equal to 400 at the bottom of the Conditions panel. Or requires that only one of the conditions be true. For example: returns rows that have a course title containing the word Individual or a course title containing the word Seminar. The Conditions panel should look like this: 6. 5.60 Introduction to BusinessObjects returns no data because no row will have a value for Course Number that is both less than 200 and greater than or equal to 400. Run the query. and graduate level Horticulture courses (levels 400 and above) with a section enrollment less than or equal to 5 students. Add a condition for Section Enrollment Less than or equal to 5 underneath the last condition. Edit the data provider. 2.

Select Shift Right from the pop-up menu. Right-click the And operator between Section Enrollment Less than or equal to 10 and Course Number Level Equal to 100. 1. . No rows were returned because no single course number can be level 100 and greater than or equal to 400 at the same time. but no rows were found that met the conditions. In order to get the desired results. The report is displayed with no data.Chapter 5: 61 The following message displays: This message indicates that the query ran. we want to make sure that we have the current enrollment. We want to put both sets of data into the same report. The No data to fetch message usually indicates there is a problem with the condition(s) which eliminates all rows. Edit the data provider. we have to reorganize our query by indenting the conditions. We also know there are graduate level courses (levels 400 and above) with a section enrollment equal to or less than 5 students. Indenting Logical Operators We know there are 100 level course sections with a section enrollment equal to or less than 10 students. 7. the active section. 3. Click OK. 2. And as before. and do not want to see independent study or study abroad sections. We need to group the pairs of conditions together and connect these two groupings with an Or operator.

The completed complex condition should look like this: . The condition should now look like this: 4. 5.62 Introduction to BusinessObjects The conditions attached to the operator are bracketed and indented. Double-click the middle And operator to change it to an Or. Do the same with the bottom And operator to indent the last two conditions.

or have a section enrollment less than or equal to 5 and a course number greater than or equal to 400. The report appears as follows: 7. .Chapter 5: 63 6. Click Run. So to be included in the query results. Save the document as HORT Classes for Term 120048v2. a row must either have a section enrollment less than or equal to 10 and have a course number less than 200.

85 or an ACT Composite Score greater than 32. Finished Report .64 Introduction to BusinessObjects Exercise 5: User-defined Conditions Review 1. Name the three parts of a user-defined condition. 2. What is the difference between the And and Or operators? Exercise Create a table from the EDW R&A Training universe containing columns in the following order: Last Name First Name High School GPA ACT Composite Score Use the predefined condition to query for the Chicago campus only. Display applicants with a High School GPA greater than or equal to 3.

After you press Enter or click outside the condition. 3.Chapter 6: 65 Chapter 6 Prompts It is possible to create a condition that prompts the user to supply the operand for the condition. the condition changes from: to: 7. 6. 4. 2. Prompts allow users to control what data is returned from the database. Refreshing the report and choosing different values at the prompt produces different data. Edit the data provider. 5. Drag the Instructor Last Name object to the Conditions panel. so that users see only the data they need. The Operands list displays. Let’s use the query we created in Chapter 4. Select Equal to as the operator. This time we’ll prompt the user to supply the instructor for which report rows will be displayed. Double-click Type a new prompt for the operand. The prompt appears: . Enter the text Which instructor? in the text field. 1. Run the query. Open the HORT Classes for Term 120048 document. A condition with a prompt is more flexible because it does not have to be edited to return different data.

. 10. you are better off entering the value. all values are retrieved from the database and stored in a file on the hard-drive. This can take some time. However. the values will be read for the local file. Click the Values… button to display the list of available values. Note: The first time the values for an object appear. 11.66 Introduction to BusinessObjects 8. The next time you choose to see the list of values for the same object. which is very fast. Click OK to run the query. Scroll down the list to select Noland and click OK. but if you do not type it correctly you may get no data. Note: You could enter the value. if the object in the prompt has hundreds or thousands of values. Place the cursor in the Which instructor? field. 9.

Chapter 6: 67 The report should look like this: .

68 Introduction to BusinessObjects

Multiple prompts You can also have multiple prompts within a report. A prompt can be applied to any user-defined condition. We want our report to prompt the user for the instructor and the meeting days. 1. Edit the data provider. 2. Drag the Meeting Days object to the Conditions panel. 3. Select In list as the operator. 4. Select Type a new prompt as the operand.
Note: The prompts are displayed in alphabetical order. If you want them in a specific order, start the prompt text with a number, such as “1. Year”.

5. Enter Which days? for the prompt text. The condition should look like this:

6. Run the query. The prompts are displayed.

You can enter multiple values for Meeting Days by clicking the Values button and then clicking on other values (while holding down the Ctrl key), or by typing values separated by semicolons. 7. Click the Which days? field.

Chapter 6: 69

8. Click the Values button. 9. While holding down the Ctrl key, select T, T R for Meeting Days. 10. Click OK to close the Values dialog box. 11. Click OK to run the query. The report should look like this:

12. Save the document. Displaying Prompt Values If you have added prompts to your report, you should display the values that were entered at the prompt(s). This way someone looking at the report will know the parameters for the report data. For our next example, we will modify the title of the document so that it displays the most recently selected values for Course Subject Code and Term Code.

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1. Open HORT Classes for Term 120048v2. 2. Select Edit Data Provider. 3. Remove the conditions for Course Number Level and Section Enrollment. 4. Click Run. 5. Double-click the title cell. 6. Remove HORT and 120048 from the title. 7. Press Enter. 8. Select the down arrow next to the No Border icon.

9. Select the last icon in the submenu to remove the border.

10. Resize the title cell horizontally and vertically. 11. Click in the white space to deselect the cell. Insert Special Fields 1. Select Insert Special Field Query Prompt….

The prompts for the report are displayed.

Click OK. Select Select 6 digit Term Code from the List of prompts. Select Select Course Subject Code from the List of prompts. Click OK. Special Field Query Prompt…. . 6. Select Insert 11. 2. The currently selected Course Subject Code should now appear in the cell. Drag the title cell towards the center of the page. We will fix this in the next section. 8. 3. Right-click to display the pop-up menu. Remove the border from the Course Subject Code cell. 5. Change the Horizontal Position Relative to setting to Upper Section. Cell Alignment 1. 5. 7. reposition the Term Code cell. Resize the Term Code cell. Drag a box. 4. Remove the border from the Term Code cell. 4. If necessary. Click OK. 12. The title should now look like this: Notice that the vertical centers of the cells are not properly aligned. 14. 9. 15. reposition the Course Subject Code cell by clicking and dragging it to the left of the title cell. Click just to the right of the title cell. Select the title cell. 6.Chapter 6: 71 2. 10. Click just to the left of the title cell. Resize the Course Subject Code cell. Select the Appearance tab. 3. The currently selected Term Code should now appear in the cell. 13. If necessary.

9. 10. 12. Save the document as Classes by Subject Code and Term. 14. The title should now look like this: 13. from the pop-up menu. Select Middle from the Alignment menu. Select Alignment. Right-click to display the pop-up menu. 11. While holding down the Ctrl key. select the Course Subject Code and Term Code cells. 8. The finished report should look like this: 15.72 Introduction to BusinessObjects 7. Refresh the report using 220051 for the Term Code and PHAR for the Course Subject Code. Select the title cell again. . Click in the white space to deselect the cells. Click OK.

and then view the report. Sort by the High School GPA in descending order. Finished Report . You can only have a prompt for one object per query: True or False? Exercise Create a table from the EDW R&A Training universe containing columns in the following order: Last Name First Name Campus Desc Department Desc High School GPA • • Use the predefined condition to query for the Urbana-Champaign Campus only. In which part of a condition can you insert prompts? 2.Chapter 6: 73 Exercise 6: Prompts Review 1. Create a condition that prompts the user for a Minimum High School GPA value. When is the prompt displayed? 3. After you have created the report: • • Run the query and enter a value of 3.0 when prompted.

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txt.csv. . or copy data retrieved through a BusinessObjects report. not any of the formatting from the report.dbf. Click File Save As…. you can also save the file in different formats such as . extract. Open the Classes by Subject Code and Term document if it is not already opened. . 1. Exporting Data There are several ways to download. . and . 3.xls. the most straightforward method is to export data directly from a data provider. Select Microsoft Excel Worksheet (*. Click the down arrow for the Save as type field. You can also refresh the data provider.pdf.asc file formats.xls and . Remember that a data provider contains the results of a query.prn. Save as XLS While it is possible to copy and paste data from a BusinessObjects report to another application.xls) from the drop-down menu.Chapter 7: 75 Chapter 7 File Types and Sending Reports In addition to saving a document in the standard file type (. When data is exported from a data provider. . or purge the data from the data provider. You can also export the data in the data provider to various file formats. only the data is exported. 2. 4. . The View Data button on the Report toolbar displays the Data Manager dialog box.rep). From this dialog box you can export the data in the data provider to .

The file was saved in the default location: My Documents\My Business Objects Documents\userDocs with the same name. The Excel file looks like this: 7. Click the down arrow for File Type. but as an Excel file.76 Introduction to BusinessObjects 5. Close the xls file and return to BusinessObjects. 5.pdf).pdf file. Click the Save button. 2.xls file through Excel. Save as PDF Adobe Acrobat Reader has fairly extensive controls for viewing and printing reports. Open the . 1. 3. Click the Save button. Open the . . Click File Save As…. Select Portable Document Format (*. 6. 4.

Besides being saved in various file formats.Chapter 7: 77 The Acrobat Reader launches. The reasons you might want to store a document in your Personal Documents storage area are: • It provides a safe and consistent location for long-term storage of completed documents or templates. 2. Open HORT Classes for Term 120048v2. Saving a Personal Document To save a document to your Personal Documents. assuming it has already been installed. Advantages of Working with Personal Documents Personal Documents are documents saved in a user’s own personal storage area in the Business Objects Repository on the server. do the following: 1. 6. a report can be: • Saved and retrieved from your own Personal Documents • Sent to another user’s Inbox Documents. • Sent to another user using standard email. . 7. Click File Send To Personal Documents…. Close Classes by Subject Code and Term. • You can easily view the documents from any location. Close the pdf file and return to BusinessObjects.

Click File Retrieve From Personal Documents…. Select the document. listing the BusinessObjects documents currently stored in Personal Documents. Click Open to open a copy of the document. 4. Retrieving a Personal Document To retrieve the document from your Personal Documents: 1. Click the Save button to save the document. .78 Introduction to BusinessObjects The following dialog box appears. 2. Close the document. 3. 3. You also have the opportunity to change the document’s name before saving it. The Retrieve Personal Document window opens.

xls.Chapter 7: 79 You are informed that a copy of the report already exists locally. Sending an Inbox Document One way to distribute BusinessObjects documents is to send them to the person’s Inbox Documents. .pdf. Note: You can also save the report from Personal Documents in InfoView as an . The Send window appears. and asked if the existing local version should be overwritten. Click Yes to complete the retrieval. or . Click File Send To Users…. To send a document to another user: 1. . 4.rep file.

Click the To… button. The Select Users and Groups dialog box is displayed: 3. Enter adhoc in the Search input box. Select the adhoc account you want to send the document to from the list of users.80 Introduction to BusinessObjects 2. 4. 5. Click the Search button. .

2. Close BusinessObjects. you must have the BusinessObjects application installed on the workstation.rep extension. 3. Your default email application appears with the BusinessObjects document inserted as an attachment. Note: To view any report with a . Click File Send To Mail…. Close the email window without sending the message. Open the document. To refresh a document you must also have security access to both the universe and the database. The following message is displayed after the document has been sent. you can send a document using your default. Click OK. The recipient can either open the document within the email. 7. This method is similar to the one used to send a document to a user’s InfoView Inbox. 1. Click OK again to send the document to the user. 4. Sending a Document via Email Lastly. Click the Add button. or save the attachment in a location to be read later by BusinessObjects.Chapter 7: 81 6. installed email application. . 8.

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A significantly expanded section on functions and formulas provides examples and tips to put the information to use. Topics can be located using an index or Find command. The following choices are available from the BusinessObjects drop-down Help menu: Quick explanation of each option follows: BusinessObjects Help… This is similar to the standard Windows help found in most applications. this guide provides the information you need to view reports. edit and reformat data. setting up drillable reports. creating queries. as well as how to share BusinessObjects documents in different formats such as Microsoft Excel. and does not describe processes. Business Objects User’s Guides… The Business Objects User's Guide has been split into two with the release of Business Objects 6. Reporting Techniques and Formatting… If you are a beginner or a more experienced BusinessObjects user.5: Accessing Data and Data Analysis… If you are a beginner or an advanced BusinessObjects user you can use this guide for information on accessing different data providers. .Appendix A: 83 Appendix A – BusinessObjects Online Help BusinessObjects provides on-line assistance and information about basic product features. It tends to provide explanations and definitions of available options and parameters. creating variables and using the BusinessObjects functions to analyze the data in the reports. as well as information to help you troubleshoot and solve common problems.

scheduling and printing documents in BusinessObjects. distributing. and it is valuable in deciphering error messages that may appear in BusinessObjects (or other Business Objects components). Each lesson in the tutorial takes you through the steps required to build a BusinessObjects report to answer a specific business question.businessobjects.com Glossary… This guide describes frequently used terminology in: • the business intelligence industry • reporting. The Online Customer Support website is at: www. querying and analysis • database access • deployment • customizing Business Objects products. Resources on the Web… Business Objects offers online access to its product documentation as well as online information and entry points to customer support. It also explains how to use 3tier BusinessObjects in a web browser. in Adobe Acrobat format. managing. education and consulting. The terms in this glossary apply to BusinessObjects 6.techsupport. This documentation can be searched. . Most BusinessObjects users will not have this capability. It can be used as a preliminary introduction to the product before taking organized training. While many subject areas are missing. or as a review tool to reinforce and review organized training. along with associated error message numbers. Getting Started is a good resource for those beginning BusinessObjects users. the information it does contain is helpful. Error Messages Explained This is a list of Business Objects error messages. Quick Tours… This provides a brief animated overview of some major features with fairly standard examples. Data Access Guide… The Data Access User Guide includes information on how to connect your RDBMS to Business Objects products. Some information is repeated in the BusinessObjects User's Guide: Reporting Techniques and Formatting. InfoView User’s Guide… This guide explains all you need to know about viewing.5 products.84 Introduction to BusinessObjects Getting Started… This tutorial aims to introduce first-time users to BusinessObjects.

however.Appendix A: 85 Install Help Files… When you install BusinessObjects from InfoView via an Internet browser. They remain on the server to which you connected in order to open InfoView. are not installed with the product. You will use the server version when you open a guide from the Help menu. The electronic guides. the online help installs at the same time as the product. You may install the electronic guides and reinstall the online help files to your computer by clicking Install Help Files from the Help menu. .

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Appendix B: 87 Appendix B – Decision Support On-Line Help Decision Support also provides on-line assistance and information about BusinessObjects product features. Then click Demos & Tutorials in the menu bar in the left margin. and Hands-on Assistance link to navigate to the Get Help menu. Webcasts. Demos. . To see demos and tutorials of various BusinessObjects features.ds. This information resides on the Decision Support website (http://www. first click the Training Sessions.uillinois.edu).

as they run within your web browser. No software download is required to use the demos.88 Introduction to BusinessObjects The Demos & Tutorials section contains demos and documents which explain various commonly used BusinessObjects features. . You can control the demonstration pace by using the video controls in the upper right corner of the screen.

Appendix B: 89 The documents are in . .pdf format. so all that is required is Adobe Acrobat Reader.

90 Introduction to BusinessObjects .

edu 2.edu) 2. Click the DS Self-Service Password Management link.ds. Go to the Decision Support web site (http://www.uillinois. .uillinois. Method 1 1.ds. Business Objects then passes your user name and password to Oracle.Appendix C: 91 Appendix C – Setting the Passwords When a document retrieves data from the EDW. Start your browser and enter the URL: https://eddie. 3. There are two ways of navigating to the Password Management Application where you can set your EDDIE and Oracle passwords. Mouse over the Get Help link. Enter your Bluestem netid and password. it accesses an Oracle database. and select Change or Reset Passwords from the drop-down menu. Enter your Bluestem netid and password. 3. Method 2 1. You must have an account on that database. This means your Business Objects password and your Oracle password must match.

the text will appear in green. 6. enter your new password. 8. Click the Reset Password button. Click the Logout link or close the window. . re-enter the password you just entered in the New Password field. you can change your passwords. In the New Password field. 7. Click the Reset Password button.92 Introduction to BusinessObjects Changing passwords Once you are at the EDDIE and Data Warehouse Password Management Application screen. In the Verify field. 5. If your new password meets all requirements. 4.

Click the Login button. (See Appendix C. 4.Installing BusinessObjects To install BusinessObjects. 1.ds.Appendix D: 93 Appendix D . Start your browser and enter the URL: https://eddie. Enter your Business Objects user name and password.uillinois. . First set your password.edu 3. you need to start EDDIE (InfoView).) 2.

Click Next to start the Installation Wizard. An installation routine starts. Click the BusinessObjects link under New Document. 3. Click Install to start the process.94 Introduction to BusinessObjects Installing the editor 1. 2. 4. which installs BusinessObjects on your computer. . Select English for the language.

This step is necessary because it downloads a key file. close the BusinessObjects editor. After this. 2. After the installation is complete. Installing the key file 1. 7. Log into EDDIE again. Agree to the license agreement. Click the BusinessObjects link again. . 6. The install will take about 10 minutes. which indicates which universes you can access. Click Next repeatedly and then Install.Appendix D: 95 5. log out of EDDIE and close the browser. you can start the BusinessObjects editor from the Windows Start button.

96 Introduction to BusinessObjects .

Applies a simple condition on the object currently selected in the Result Objects box. which is not covered in this class. As with the Sort icon above. You can invert a sort by double-clicking the icon that appears below the object. Note: not all objects have definitions. refresh and edit the SQL.Appendix E: 97 Appendix E – Query Panel Toolbar Let’s take a moment to discuss the buttons along the top of the Query Panel. The queries can be combined with a UNION. (Not covered in this class. (This is related to drilling.) Enables you to combine the results of two queries. as well as save it to a text file. which is not covered in this class.) Enables you to work with multiple sorts simultaneously. This option sorts the results of the query and places the sorted data in the data provider. Lets you create your own objects based on the definition of other objects in the current universe.) Standard Windows-type help.)(Icon is missing) Enables you to select the dimensions you want to include in your scope of analysis. Show/hide all classes Show/hide help on selected item Wrap Result Objects Displays or hides the Classes and Objects box in the Query Panel. Allows you to define scope of analysis based on the objects in the Result Objects box. Applies an ascending sort on the current object. Displays the SQL statement for the query. Allows you to view. (This is related to drilling. rather than in one long row. (Not covered in this class. Displays the objects in the Result Objects panel in rows and columns. We use some of them in our following discussions and examples. This is especially useful if the query includes many result objects. the sorts will only be applied when the table is created. Displays a definition of selected object. INTERSECT. Simple condition Sort Default Scope of Analysis Scope of Analysis Manage Sorts View SQL User Objects Combine Queries Help . These sort settings are only applied to the table when it is created. or MINUS operator.

98 Introduction to BusinessObjects .

Appendix F: 99 Appendix F – Condition Operators The following table helps you to select the operator you need: Operator Equal to Different from Greater than Greater than or equal to Less than Less than or equal to Between Description Is equal to one given value Is different from. or not equal to.C2’) Employee Detail Department Code Not in list (‘103.714.715’) Contains empty rows Employee Campus Email Addr Type CD Is null Does not contain empty rows Employee Campus Email Addr Type CD Is not null Contains the same character(s) Employee Last Name as the given pattern Matches pattern ‘S%” Does not contain the same Financial Account Code characters as the given pattern Different from pattern ‘9%’ Satisfies two conditions on Prior Degree Year Both one object ‘2001. one given value Is greater than a given value Is greater than or equal to a given value Is less than a given value Is less than or equal to a given value Is greater than or equal to the first given value and less than or equal to the second given value Is less then the first given value or greater than the second given value Is equal to any of a list of values Is different from all of a list of values Example Year Equal to 2005 Employee Status Code Different from ‘T’ GL Detail Credit Amount Greater than 100 GL Detail Credit Amount Greater than 100 Job Detail Annual Salary Less than 20000 Employees who are 60 or under Job Begin Date Between 1/1/2004 12:00:00 AM and 12/31/2004 11:59:59 PM Employee Age Not Between 18 and 60 Not between In list Not in list Is null Is not null Matches pattern Different from pattern Both Except Employee Campus Address Code In list (‘C1. If you click theValues button in this dialog box. you can also select them from a .2004’ Excludes a given value Employee Status Code Except ‘T’ Using In list You can type your list of values in the text field of the Enter or Select Values dialog box.

you might still get the values you don’t want. Not in list and Except are all operators that exclude certain data from your query results. For example. Using wildcard characters Conditions with the Match pattern and Different from pattern operators are great for finding lists of similar values. N% returns all values beginning with an N (New York. you could use this condition to obtain a list of customers who have not stayed at Bahamas Beach. such as customer names beginning with S. The maximum number of values allowed in a list is 256. whether they had stayed at other resorts or not. However. Greve. Nevada.) _ Replaces a single character in a constant. . For example. Wildcard Description % Replaces several characters. The condition illustrated above would not exclude customers who had stayed at Bahamas Beach if these customers had also stayed at other resorts. However.100 Introduction to BusinessObjects list. When you type values. but multiple values with Not in list. or in the response to a prompt. GR_VE returns Grave. Not in list and Except Different from. etc. etc. separate each value with a comma (. when you use Different from or Not in list. if you used Except. Using Different from. Grove.). For example. Note also that: You can only specify one value with Different from. the query would exclude all Bahamas Beach customers.

wizard that appears. Type your question. 1.Appendix G: 101 Appendix G – Condition Operand Options The following table helps you to select the operand option you need: Operand Option Type a new constant Description Values that you type Enter by… Type the values with a separator (comma. Click the value(s) you want. semicolon. . This is covered in the Complex average or count) Queries in BusinessObjects class.) between each one. then click OK. etc. minimum. This is covered in the Complex Queries in BusinessObjects class. Press the Enter key. All values returned by Build a query in the new another query query tab that appears. Another object (which can Double-click the object in be a user object) the Classes and Objects panel. maximum. Show list of values Values that you select from the object’s list of values Type a new prompt Show list of prompts Select an object Create a subquery (ANY) Create a subquery (ALL) Calculation Values that you will select when you run the query Select from existing prompts 1. Follow the screens of the The result of a calculation (sum. 2. Select a prompt from the dialog box that appears. 2. Hold down the Ctrl key. This is covered in the Complex Queries in BusinessObjects class. The separator to use is defined in the Windows Control Panel (Regional Settings). Any value returned by Build a query in the new another query query tab that appears.

102 Introduction to BusinessObjects .

The funnel radio button near the bottom of the Query Panel.Appendix H: 103 Appendix H – Review question answers Exercise 1: Creating a Basic Report 1. Exercise 4: Breaks. and Sections 1. BusinessObjects does not automatically sort your report: False 3. What is the name of the folder where BusinessObjects documents are stored by default on your PC? My Documents\My Business Objects Documents\userDocs Exercise 3: Sorting 1. The dimension object type is always text or dates and is the structure of the data. The measure object type are always numeric and are the results of calculations. What is the difference between the And and Or operators? And means both conditions have to be true. Object. 3. 4. The Set as Master button in the Report toolbar allows you to create sections. 2. The Count calculation on a measure object returns the number of rows: True 4. Name the three parts of a user-defined condition. 3. The break header is automatically displayed for all breaks: False 2. Describe the button which allows you to view the predefined conditions in the universe. Operand. which maps objects to data in a database. Calculations. A Custom Sort allows you to arrange the values in the order you want. 4. The calculation values are displayed in the break footer. Two methods for adding objects to the Results Panel are double-click or drag & drop or highlight and press Enter 7. 5. Exercise 5: User-defined Conditions 1. 2. The Map option in the Report Manager can be used to navigate the sections in the report. Exercise 2: Basic Formatting 1. Or means only one has to be true. 6. The detail object type provides additional information on dimension objects. Operator. 5. . Format Sorts… displays a list of all the sorts for a report. Which icon allows you to edit the data provider? 2. A universe is a database interface. A class is a logical grouping of objects.

104 Introduction to BusinessObjects Exercise 6: Prompts 1. 3. When is the prompt displayed? Every time the query is run or refreshed. You can only have a prompt for one object per query: False . In which part of a condition can you insert prompts? Operand 2.

AITS Help Desk For further assistance. Chicago Urbana & Springfield (312) 996-4806 (217) 333-3102 .Appendix I: 105 Appendix I . or to report problems. call the AITS Help Desk.

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