Vision Word UserGuide v633 d10 20060925 PDF

Vision Word
User Guide
Vision Word
Copyright and Restrictions

October 2006
Vision Word User Guide
Vision 6.3.3
Disclaimer: Vision is used in conjunction with third party companion products, such as operating systems and database
systems. Vision is only supported for companion products that are in turn currently supported by their respective parent
company. Please refer to the Vision Support Policy for full details.
Copyright © 2006 Infor Global Solutions Technology GmbH and/or its affiliates and subsidiaries. All rights reserved.
The word and design marks set forth herein are trademarks and/or registered trademarks of Infor Global Solutions
Technology GmbH and/or its affiliates and subsidiaries. All rights reserved. All other trademarks listed herein are the
property of their respective owners.
Information in this document is subject to change without notice. Companies, names and data used in the exercises
herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or
by any means, electronic or mechanical, for any purpose, without the express written permission of Infor Global
Solutions Technology GmbH. The software described in this document is furnished under a license agreement. It is
against the law to copy the software on any other medium except as specifically allowed in the license agreement. The
licensee may make one copy of the software for backup purposes.
Infor
147-149 Colin Street
West Perth
Western Australia 6005
Microsoft® Excel and Microsoft® Internet Explorer are either registered trademarks or trademarks of Microsoft
Corporation in the United States and/or other countries.

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Contents
ABOUT THIS GUIDE ............................................................................................................................... 1
Recommended Audience and Prerequisite Knowledge......................................................................................................... 1
Course Objectives....................................................................................................................................................................... 1
Typographical Conventions....................................................................................................................................................... 2
Vision Documentation............................................................................................................................................................... 2
SECTION 1: VISION WORD OVERVIEW ................................................................................................... 3
Query Templates......................................................................................................................................................................... 3
Query Definitions ....................................................................................................................................................................... 3
Equation Editor .......................................................................................................................................................................... 4
Graph............................................................................................................................................................................................ 4
Format Tables ............................................................................................................................................................................. 4
Alerts............................................................................................................................................................................................. 4
Merge............................................................................................................................................................................................ 5
Utilities.......................................................................................................................................................................................... 5
Recalculate ................................................................................................................................................................................... 8
Drilldown ..................................................................................................................................................................................... 8
V3................................................................................................................................................................................................... 8
SECTION 2: STARTING VISION .............................................................................................................. 9
Loading the Vision Word Add-In (Template) ........................................................................................................................ 9
Logging On and Off Vision .................................................................................................................................................... 10
Show or Hide the Vision Toolbar and Menu........................................................................................................................ 11
Changing Your Password ........................................................................................................................................................ 11
Setting Options ......................................................................................................................................................................... 11
SECTION 3: QUERY DEFINITION FORMS .............................................................................................13
Components of a Query Definition Form ............................................................................................................................ 13
Working with Query Definition Forms ................................................................................................................................. 16
SECTION 4: DETAIL REPORTS ............................................................................................................. 26
Overview.................................................................................................................................................................................... 26
Creating a Detail Report .......................................................................................................................................................... 26
Wildcard Characters.................................................................................................................................................................. 29
SECTION 5: TARGETS, BOOKMARKS AND SUMMARY LINK .................................................................. 30
Targets ........................................................................................................................................................................................ 30
Bookmarks................................................................................................................................................................................. 31
Table Bookmark Name Manager............................................................................................................................................ 31
Summary Link ........................................................................................................................................................................... 32
Creating a Summary Link ........................................................................................................................................................ 32
SECTION 6: TABLE FORMULA COPY AND DEFINE CRITERIA ............................................................. 34
Table Formula Copy................................................................................................................................................................. 34
Copying Formulas in a Table .................................................................................................................................................. 34
Define Criteria........................................................................................................................................................................... 35
Modifying Multiple Formulas.................................................................................................................................................. 36

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Viewing Form Fields ................................................................................................................................................................ 37

SECTION 7: EQUATION EDITOR.......................................................................................................... 38
Overview.................................................................................................................................................................................... 38
Defining an Equation............................................................................................................................................................... 39
SECTION 8: CRITERIA VIEW .................................................................................................................41
Overview.................................................................................................................................................................................... 41
Using Criteria View................................................................................................................................................................... 42
SECTION 9: DOCUMENT RULE MANAGER AND TABLE COPY............................................................. 43
Overview.................................................................................................................................................................................... 43
Creating a New Rule................................................................................................................................................................. 43
Table Copy................................................................................................................................................................................. 44
Copying a Table ........................................................................................................................................................................ 45
SECTION 10: COMBINING VISION WORD FUNCTIONS ........................................................................ 46
Overview.................................................................................................................................................................................... 46
Combining Vision Word Functions ....................................................................................................................................... 46
Moving data items..................................................................................................................................................................... 46
Formula Field ............................................................................................................................................................................ 46
Headers and Footers ................................................................................................................................................................ 47
SECTION 11: MERGE ............................................................................................................................ 48
Overview.................................................................................................................................................................................... 48
Step 1: Creating a Data Source File ........................................................................................................................................ 48
Step 2: Creating a Main Document ........................................................................................................................................ 48
Step 3: Adding Merge Fields ................................................................................................................................................... 49
Step 4: Starting the Merge Process ......................................................................................................................................... 50
Removing Merge Fields ........................................................................................................................................................... 51
SECTION 12: DRILLDOWN ................................................................................................................... 52
Overview.................................................................................................................................................................................... 52
Using Drilldown........................................................................................................................................................................ 52
SECTION 14: V3 : V-CUBED ..................................................................................................................... 1
Overview...................................................................................................................................................................................... 1
V3 Tabs......................................................................................................................................................................................... 1
Working with V3 ......................................................................................................................................................................... 3
Format Tables ............................................................................................................................................................................. 5
Storing Cube Results .................................................................................................................................................................. 7

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About This Guide
Recommended Audience and Prerequisite Knowledge

This guide is designed to quickly help you become familiar with Vision. Prior to working through the
guide, it is recommended that you be familiar with the Windows environment, your financial package
and Microsoft Word.
To gain an understanding of the functionality of the features of Vision Word, it is recommended all
examples and exercises are completed.
The examples and results of any information extracted in this document should be used as reference
only. Please note that the database used to develop the training course may differ to your database.
Course Objectives
By the end of the course you will be able to:
Load the Vision Add-in.
Use the Vision Word functions of Data Link, Summary Link, Detail Report and Summary
Report to extract data from your financial database into an Word worksheet.
Create your own User Defined Output data items.
Use Drilldown to drilldown on data associated with formulas.
Create simple Format Tables.
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Typographical Conventions
To facilitate your use of the Vision Training Guide, the following conventions have been used:
Formatting Conventions Type of Information
Numbered Lists Step-by-step procedures. You can follow these

instructions to complete a specific task.
Special Bold Items you must select, such as menu options,

command buttons, or items in a list.
Italic Emphasis Used to highlight the name of the window

displayed or field referenced.
CAPITALS Names of keys on the keyboard. For example,

SHIFT, CTRL, or ALT.
Vision Documentation
Online Help
Vision includes Online Help that provides detailed information for using the Vision features.
To gain access to Online Help select Help from the Vision menu.
Internet Resources
Lasata Web Site

You can obtain additional information on Vision from the Lasata Web site at:
http://www.lasata.com
Print Documentation
Vision Installation Guide

The Installation Guide provides detailed information on the installation of Vision products.
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Section 1: Vision Word Overview
Vision Word provides an intelligent link between your database tables and Microsoft Word, allowing
you to access and exchange data held in your database tables from within Microsoft Word.
Access to Vision Word commands can be found in the Vision menu on the Word menu bar or on the
Vision Word toolbar.
Vision Word provides the following purpose-built functions and utilities, which can be used together
or separately:
Query Templates
Query Templates facilitates the sharing and management of predefined query definitions across Vision
client applications, such as Vision Word. A template contains details of Data Filter Items, Data
Output Items and Report Style settings. Completed and incomplete templates can be saved for future
refinement. Templates are stored on the server in the Vision centralized database. Users are able to
create and then share templates by placing them in the ‘Library’ folder work area. In addition, each
Vision user is provided with their own dedicated folder, which is not accessible to other Vision users
connected to the server. Users are able create customized sub-folders in the ‘Library’ and their
personal folder work area. A lock ensures that the template or folder can not be deleted by another
Vision user.
Query Definitions
Data Link
Data Link returns the value of a single record. A single formula can output multiple data items for
that record. Data Link provides a dynamic link between Word and your database. The link is
represented by a formula in a Target within a Word document.
Summary Link
Summary Link can be used to extract the balance of a filtered range. One formula can output multiple
data items for the selected range of records. Summary Link also maintains a dynamic link to your
tables. The link is represented by a formula in a Target within a Word document.
Summary Report
Summary Report can be used to extract a summarized listing from your database into a Word
document. There is one row in the Word table containing all the Data Output Items for each
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summary level. For example, if the summary level is a date, there would be one row in the Word table
for each date.
Summary Report query can be saved as a formula so the function can be re-run to extract the current
data from your database. The report definition can be saved as a Setup File or Document File for
retrieval later.
After Vision Word has generated the values for your worksheet you can apply all the usual Word
facilities. You can save, print and export it as you would any other Word document.
Detail Report
Detail Report provides a detailed listing from your database into a Word table. There is one row in the
Word table for each record in your database.
Detail Report query can be saved as a formula so the function can be re-run to extract the current
data from your database. The report definition can be saved as a Setup File or Workbook File for
retrieval later.
Equation Editor
The Equation Editor enables you to define your own equations (formulas). The result of the equation
is stored in a Vision bookmark. The bookmark containing the result can be used in other equations or
in Document Rules.
Graph
The Graph feature inserts a graph into a document to represent report definition results. Graphs can
be displayed for Summary Reports and Detail Reports.
The data source for the graph can be held as a target, Setup file or Document file. The graph can be
recalculated as if it were a regular formula.
Format Tables
A Format Tables allows the user to define bookmarks driven by the value of another bookmark or
calculated value in the document. If a value falls in a user-defined range, the value can be replaced
with text, formulas, field references or any combination of these. You can also change the font and
background color.
Alerts
Alerts are used in conjunction with the Vision Alert product to do conditional processing depending
on whether the Alert has fired or not fired.
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An Alert is defined in Format Tables and is activated when any of the conditions defined in a Format
Table are met.
Merge
The Merge function is used to create multiple letters or reports that contain standard text and are each
tailored by information from a data source file.
There are three components required for the merge process:
• A Main document is the template for the generated merge file. It contains standard text and
merge field links to a data source file.
• A data source file contains data that populates the merge document. The data is held in a
table, with each column a potential merge field. The table cells can contain text or a report
definition formula. Alternatively, the table itself can be generated by a Summary Report or
Detail Report definition. The data source file can be a separate document, stored as a Setup
File (file system) or Document File (within the Main document).
• A merge file is generated by extracting each row in the data source's table into the Main
document's merge fields. The merge file can be created as a single document, sent to a
printer or created as multiple documents.
Utilities
Document Rule Manger

The Document Rule Manager has two functions:
• Creating new Target Filter Rules
You can define your own Target Filter Rule to modify the face value of the extracted value
in existing Targets. For example: If you wish amounts to displays in thousands, you would
define a rule to divide the bookmark value by 1000.
Target Filter Rules can only be applied to Target values calculated using Data Link, Summary
Link or Equation Editor.
• Managing the documents rules. This feature allows you to:
Define the processing sequence of Target Filter Rules
Enable or disable a Target Filter Rule processing.
Criteria View
Criteria View enables the user to display all Data Link, Summary Link and Equation Editor definition
bookmark names and values for a selected range in one window. Microsoft Word bookmarks are also
included in the window.
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Define Criteria
Define Criteria allows the user to change the filter criteria or Data Output Items in multiple Data Link
or Summary Link definitions in a selected range with the same parent table.
Vision will group multiple definitions in the selected range by the parent table. For example, there
would a group for definitions that selected Chart of Accounts and another group for definitions that
select Ledger.
If you select a group of definitions and the Data Filter Items or filter criteria are different in the
selected definitions then these data items are displayed with a key to indicate they are locked. You can
override this lock and the filter criteria in all the definitions will be changed for that data item. If the
selected definitions have different Data Output Items in the Output window then the relevant data
items are displayed with a key. You can override this lock and all the definitions will be changed to
include the amended Data Output Items.
Group Manager
The Group Manager utility is used to assign a collective Group Name and Group Values to single
value targets (results). This provides a mechanism for preventing new targets from unintentionally
being part of an existing filter.
The output of the following definition types can be grouped: Data Link, Summary Link, Equation
Editor and Format Table.
Group names can be used as part of an advanced target filter rule in Document Rule Manager or
Equation Editor. This removes the dependence on target names when creating filter rules and
provides greater flexibility when filtering.
Table Bookmark Name Manager

Table Bookmark Name Manager allows you rename the bookmarks for multiple Data Link, Summary
Link and Equation Editor definition bookmark names in the same table column with uniform naming
conventions. Uniform naming conventions allow for wild card filtering when defining Target Filter
Rules. For example, giving all values extracted for sales accounts one naming convention and cost of
sales another group.
Bookmark names can be created for cells that are the result of a Summary Report or Detail Report
extraction but only if the Formula option on tab 2 of the Definition Form is N. Bookmark names can
also be created for cells in a table that were entered manually.
Bookmark names must start with an alpha character cannot contain spaces or use reserved characters.
There is a test button to validate the name you provide.
All the bookmarks in the selected column are displayed and you can clear the checkbox to exclude any
bookmarks not to be included in the renaming. You then enter the first bookmark name and Table
Bookmark Name Manager then allocates names to the remaining bookmarks. For example, the name
entered for the first bookmark is ACC0001 the second bookmark would then be named ACC0002
etc.
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The value of the bookmark may also be included in the bookmark name. For example, including the
account code in the bookmark name.
Individual bookmark names can also be edited using this function.
Table Formula Copy

The Table Formula Copy utility is used to copy Summary Link, Data Link or Equation Editor
formulas in a table.
If the formula uses bookmarks as filters, you can select to either copy the formula with a relative or
absolute reference to those bookmarks.
A single cell or cells in a single row containing formulas can be copied down a column. The default is
to the end of the table but you can specify the number of rows.
A Single cell or cells in a single column containing formulas can be copied across a row. The default is
to the end of the table but you specify the number of columns.
If you wish Vision Word to automatically increment a bookmark name on a filter then clear the check
box containing the absolute ($) indicator for this bookmark.
If the Data or Summary Link definitions are saved as a Setup File or Document File then each new
formula will have a new Setup File or Document File created with the name incrementing by 1 for
each copy.
There is a clear all button if all the filter bookmark names are to be automatically incremented.
Formula Export and Import

The Formula Import/Export utility is used to duplicate a Vision formula within the same document
or a Vision formula to another Vision application, such as Vision XL. If the formula references a
Word bookmark or Excel cell then the filter criteria contains the current value in the imported
formula.
Output to PDF
A Vision Word document can be output to a PDF document. A PDF document file size is smaller
than a Word file so it can be quickly sent via e-mail. A PDF document provides a secure means to
transfer confidential documents. Security passwords and permissions use 128-bit encryption to ensure
that the original PDF document can not be tampered. To view PDF documents, Adobe PDF Reader
or Adobe Acrobat 5 or above is required
Languages
The Languages utility allows you to change Product translations for predefined names for tables,
fields and lookups listed in the query definition form. These changes can be exported and imported
and so shared with other Vision users.
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Hierarchies
Hierarchies are used to represent parent-child relationships between records in your data source.
Specific data items have hierarchical lookups and optional data extraction available. Hierarchies can be
used to extract data for a parent data item and all of its descendents, thereby optionally enabling
consolidated data to be returned.
Hierarchies are created by the Hierarchy Designer and shown as green Data Items in the Selection
List. See Vision XL Training Guide for further details on Hierarchies.
Recalculate
There are three Vision Recalculate functions:
• Recalculate Range
• Recalculate Paragraph
• Recalculate Document
Drilldown
Drilldown will allow you to perform ad hoc drill downs Vision Word Targets.
Data items may be added or removed from the Output window in the Drilldown definition form to
allow you to define your analysis.
After the initial drill down on a single Target, different types of analysis can be performed using the
Adhoc Inquiries utility on one row in the Drill worksheet.
The Drilldown button on the query definition form allows you to perform Drilldown Analysis
without first extracting the data.
V3
V-cubed allows you to perform multi-dimensional analysis on Summary Link and Summary Report
Targets generated by Vision Word.
V-cubed can be performed across multiple serducts and across multiple dimensions. Multiple Product
formulas can only be viewed if they contain an identical number of fields and field types; the Validate
feature checks this.
V-cubed Profiles can be saved into a file and then viewed offline. No changes can be made to the
Cube when it is offline, but all the Drilldown information can be viewed.
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Section 2: Starting Vision
Loading the Vision Word Add-In (Template)

Vision Word uses a Microsoft Word Add-in (Template), Vision Word. It is represented as a menu
item on the Word toolbar or as a toolbar comprising individual function buttons.
When the Vision product is installed the Vision Word Add-in, LsAgoWrd.dot, is automatically
included in your Vision folder as well as your Word Startup folder (typically C:\Program
Files\Microsoft\Office11\Word\Startup). Vision Word is automatically loaded each time you launch
Microsoft Word.
Add or Remove Vision Word

You can control the inclusion of the Vision Word Add-In in Microsoft Word with the Vision Adds-In
utility. The utility can be started from two locations:
• Vision Maintenance, Add/Remove Add-ins button:
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• Vision Setup, Client menu.
Logging On and Off Vision

Prior to using Vision, you must obtain a user name and password information from your
Administrator.
To logon Vision, from the Vision menu select Logon or click the logon button on the Vision
toolbar.
The Vision dialog box is displayed. Enter valid User ID and Password details.
To logoff Vision, from the Vision menu select Logoff or click the logoff button on the Vision
toolbar.
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Show or Hide the Vision Toolbar and Menu

When you logon to Vision Word the Vision menu is automatically added to your Word menu bar. To
display the Vision menu as a toolbar, select Show Toolbar from the Vision menu. To return the
toolbar to the menu, click the Show Menu button.
Changing Your Password

In order to maintain a high level of security, it is advisable to change your password on a regular basis.
Your password can be changed in Vision Setup or by clicking the Password tab on the Vision logon
dialog box.
Setting Options
To customize Vision Word, from the Vision menu select Options.
The Options dialog box is displayed. Click the Assist button to select either a Yes or No setting.
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The following options are available:

Logon at startup: automatically displays the Vision logon when starting Word.
Allow in-form resizing: allows the user to change the default sizing of the Filter, Selection List
and Output windows in the Definition form.
Default Document File Name: automatically generates a Document file for Summary and
Detail Report definitions. The Document file name is based on the definition type and an
incremented number; for example, SummaryReport#, where # is a number.
Default report function output as formula: automatically sets the Default Setup File Formula
to Yes. This saves the definition as a formula in a Target and it can then be re-extracted using
Vision Word Recalculate.
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Section 3: Query Definition Forms
Definition forms are used to define and select criteria for Summary or Data Links and Summary or
Detail Reports. Vision Word functions can be opened from the Vision menu on the Word toolbar.
Components of a Query Definition Form

Query definition forms have one or more tabs. Tab 1 consists of the following areas: a Filter window,
a Selection List window, an Output window and control buttons.
Query Definition Form - Tab 1
Filter Window
The filter window is used to define data item filters. Mandatory data item filters are automatically
displayed in bold in the Filter window. The mandatory filters displayed are dependent on the Product
and Table selected, and they must always have filter values applied.
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Selection List Window

The Selections List window contains all the available data items and dependent tables relating to the
table selected in the Table field in the Filter window. You can use '+' plus and '-' minus signs to
expand and collapse the dependent tables.
Data items can be dragged from the Selection List window to the Filter window (to be used as
additional filtering criteria) or the Output window (to be output to Excel). Data items that are output
are highlighted in green.
Output Window
The Output window shows data items that will be output to Excel. The Output window also displays
the file path of each data output item to assist in identifying its source.
For Data Link and Summary Link functions, the Output window displays the Target Cells column.
This displays the cell where the data item will be extracted.
Query Definition Form - Tab 2

Tab 2 consists of settings, Report Style and file options. Data and Summary Links only have Setup
and Document File settings on Tab 2.
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Settings
Setup File: save the definition to the file system
Document File: save the definition in your Word document
Formula: if set to Y, the definition is saved as a formula in a Target and can be re-extracted using
Vision Word Recalculate.
Note: If Formula is set to Y, then the results in the table cannot be used as filter criteria for other
Vision Word definitions.
Suppress header when no data: if this is set to Y and either Output Table Names or Output Data
Item Names is enabled (under Report Style below) and no data is extracted when the definition is run,
then a table is not created in Word.
Target: allows you to define your own bookmark name for a new report when Formula is set to Y. If
you do not enter anything in Target and Formula is set to Y, then the bookmark will be named using
the default Microsoft Word bookmark naming convention. You can also edit the bookmark name for
the Target containing the report definition using this option.
Report Style
Report Style sets the layout of the report. There are two Report Style options:
• None: apply no style.
• Auto Format: apply a format selected from the Auto Format area.
Borders, Shading, Font, Colour: If the checkbox is cleared then the relevant default for the format
style selected is ignored.
Output Table Names: if checked, the first row of the Word table contains the table name.
Output Data Item Names: if checked, the second row of the Word table contains the data item
name displayed in the Output window. If Output Table Names is not enabled then this information
is in the first row of the table.
Total: if checked, numeric data output items will automatically be summed and a Total row will be
inserted at the end of the report.
Storing Report Definitions

Report definitions can be saved as Setup files or Workbook files.
The Setup File stores the extraction criteria to your file system and can be loaded into Vision Word.
This allows the extraction criteria to be shared among multiple documents.
The Document File function stores the extraction criteria within the Word document. The criteria
cannot be accessed by other documents. The Word document must be saved to save the Document
file.
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Working with Query Definition Forms
Step 1: Define Filter Criteria

The Filter window is used to specify filter criteria. The filter restricts the range of data you wish to
report on. If the filter is set to <ALL> no filtering is applied and all values are retuned.
Product represents the database to extract information from. Table represents the parent table to
extract data from. Depending on the table selected, additional items may also be listed.
Mandatory data items appear in bold and as such must be assigned filter criteria. Additional filters can
be defined by dragging data items from the Selection List into the Filter window.
There are different techniques to set filter criteria for Data Filter Items. These are detailed below.
Lookup List
The simplest and quickest way to set filter criteria is to use available values for the Data Filter Item.
Selecting the Data Filter Item and clicking the assist button displays a lookup list. The lookup list
contains all the values for the Data Item returned from the database. Select values from the list. The
values are inserted into the Query definition form next to the selected Data Filter Item.
With the Combinations feature, contiguous and non-contiguous ranges can be selected in the lookup
list. Hold down the SHIFT or CTRL key when making selections.
The selection in the dialog box can be replicated by the syntax: <<10000..12000,19000,22200 typed
into the Filter From text box on the query definition form.
To clear your selection in the lookup list click the Clear button, .
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Bookmark
A Data Filter Item can refer to the value of bookmark to set filter criteria. The value of bookmark can
be modified in the document without changing the Data Filter Item directly in the query definition. A
change to a referenced bookmark will alter the query extracted from the database.
For example, a bookmark called ‘Year’ has the value 2004. The query includes a Data Filter Item that
uses the bookmark to determine which year to return results for. If ‘Year’ is revised to 2005, the query
will now return values for the year 2005. It has not been necessary to open and modify the original
query definition form.
To use a bookmark:
1. In the document, type the value of the bookmark (e.g., 2004).
2. Highlight the value and insert a bookmark.
3. Give the bookmark a name (e.g.,Year).
4. Create a Query definition and select the Data Filter Item requiring the bookmark value.
5. Double-click the ‘Filter From’ field box. A list of available bookmarks is shown.
6. Select the bookmark. The bookmark name is assigned to the Data Filter Item.
Filter Options
Filter Options can assist with setting filter criteria for Data Filter Items by providing comparison
operator and pattern matching syntax.
Right-click the Data Filter Item and select Options from the short-cut menu.
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The Filter Options dialog box is displayed.
Filter Options has three main sections:

• Default: enter comparison operator and segment syntax.
• Combinations: specify contiguous and non-contiguous ranges for Data Filter Items.
• Literal: use reserved characters such as %, < and > literally as Data Filter Item criteria. For
example ‘30% off sale’, where % (percentage) is searchable character and not a wildcard.
Segment Filtering
Segment is used to filter a small section of a longer code. Within the code the array of segment
characters may represent a region, country or department. By filtering with a segment from a list of
codes it is possible to perform detail Drill analysis in both setting Data Filter Items and Data Output
Items.
Segment is reserved for alphanumeric fields. Segment functionality can not be applied to numeric
reference fields, where the field is referential and numeric.
In Vision, Segment is implemented in two areas:
• As Data Filter Item criteria, such as part of an account code which represent a company
department. Only account codes matching the specified segment are extracted.
• In Extraction Type, where the Data Output Item value can be stripped by a set number of
characters.
There are two settings two determine a Segment: Offset and Length. Where Offset is the starting
point of the segment in the string and Length is the number of characters in the segment.
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Step 2: Select Output Fields

The Selection List window lists all the fields found in the parent table selected in the Filter window.
Any of these fields can be output to Word. Drag data items from the Selection List to the Output
window or double-click the data items to include them in a report.
Selecting a table in the Selection window and clicking the Add Table button will add the entire table.
Once transferred to the Output window, data items are highlighted in green in the Selection List. To
remove a data item from the Output window, drag it back to the Selection List or select the data item
and press the Delete key. To remove all output items related to a table, select the output item and
click the Remove Table key.
Associated Buttons
Add / Remove all Data Output Items relating to the parent or selected
dependent table to the Output window.
Step 3: Ordering Data Output Items

The order that data items are displayed in the Output window determines the order they are output to
Word. To change the order of the items, drag an item into position or select an item and click the
Move Up or Move Down button. The Move to Top button moves the item to the top of the list and
the Move to Bottom button move the item to the bottom of the list.
Associated Buttons
Promote / Demote Data Output Items in the Output Window. Data is
extracted to the Executive worksheet in the order in which Data Output Items
are listed.
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Step 4: Sorting Data Output Items

Click the Sort button to display the Sorting dialog box. From the Selection List drag the output item
into the Sorting area.
To toggle between sorting the Data Output item in ascending ( ) or descending ( ) order, click
the data item.
Click the arrows on the right hand side of the Sorting list to change the output order. The Sort
Number displays the order number, and includes parenthesis ‘( )’ for items sorted in descending order.
Select the Top option to limit either the number of sorted records returned or as percentage of total
records.
Associated Buttons
Sort Data Output Item values in ascending or descending order.
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Step 5: Extract Mode

Extract modes represent the type of calculation performed on the data during extraction.
The Extract Mode button is available on the Tab 1 of the query definition form. All data items
selected for output that can use this function and have a default extract mode. The relevant symbol is
displayed to the left of the data item in the Output window.
The default extract mode for quantity and amount data items is Sum. For all other data items the
default is Count for Summary Link and None for Summary Report. Data items displayed in red in the
Selection List have additional extract modes associated with them.
The available extract modes are different for the type of data item selected for output. For example,
Sum and Average are available for quantity or amount data items but not for any other data item type.
Data items transferred more than once to the Output window are displayed with the next available
extract mode.
For example, the first time ‘Other Amount’ is added to the Output window Sum icon is displayed, as
Sum is the default extract mode for quantity data items. A second ‘Other Amount’ data item output
item automatically displays the Count extract mode and if ‘Other Amount’ is added a third time, the
extract mode is Average.
Associated Buttons
Change the Extraction type for a Data Output Item.
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Statistical Extract Modes

Icon Mode Description
Sum: Output the sum of the values in a column for all rows.
Count: Count and output the number of rows.
Average: Output the average of the values in a column for all rows.
Minimum: Output the smallest value in a column for all rows. If the column is
non-numeric, the output is the lowest entry based on a collating
sequence. For example, if the column contains names, the output is
the first name alphabetically.
Maximum: Output the largest value in a column for all rows. If the column is
non-numeric, the output is the highest entry based on a collating
sequence. For example, if the column contains names, the output is
the last name alphabetically.
Distinct Sum: Output the sum of the unique values in a column for all rows.
Distinct Count: Count and output the number of unique rows.
Distinct Average: Output the average of the unique values in a column for all rows.
Reverse Sign option Change numbers that normally appear as positive to negative and
vice versa (i.e. revenue account balances will appear as positive
numbers).
Non-Statistical Extract Modes

There are three additional non-statistical Extract Modes:
Code
Short Description
Description
These are displayed automatically when applicable data items are transferred to the Output window.
These modes are predefined on some data items to resolve issues between how the data is stored in a
database and the value required when output to a report.
Users have the choice of outputting Code, Short Description or Description by changing the default
Extract Mode. A data item can also be output multiple times with a different Extract Mode, for
example Code and Description.
Outputting Segment Sub-Strings

Segment is used to output a sub-string of a longer string. Within the code the array of segment
characters may represent a region, country or department. By filtering with a segment from a list of
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codes it is possible to perform detail Drill analysis in both setting Data Filter Items and Data Output
Items.
Segment is reserved for alphanumeric fields. Segment functionality can not be applied to numeric
reference fields, where the field is referential and numeric. In this case consider using text functions
such MID as part of a User Defined Output.
In Vision, Segment is implemented in two areas:
• As Data Filter Item criteria, such as part of an account code which represent a company
department. Only account codes matching the specified segment are extracted.
• As Extraction Type, where the Data Output Item value can be stripped by a set number of
characters.
There are two settings two determine a Segment: Offset and Length. Where Offset is the starting
point of the segment in the string and Length is the number of characters in the segment.
For example:
A Data Output Item has a Segment setting of Offset = 3 and Length = 3. If the Data Output Item
value is 'ID235ZA', then the string '235' is output.
Editing Extract Modes

1. Do one of the following to display the Extract Mode dialog box:
• Click the data output item for which you want to edit and click the Extract Mode button.
• Double-click the data output item.
2. Select the extract type.
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3. Select Reverse Sign if required.

4. Click OK. The new extract mode symbol is displayed.
Step 6: Format Data Output

The format for date and numeric data can be edited. Select a date or numeric data item and click the
Format button. Choose the format you want from the list. Click the OK button.
Associated Buttons
Format a date or numeric Data Output Item.
Step 7: Target Maintenance

Vision Word inserts the result of a query definition into a document using a Target. By default the
Targets are named AgFld1...AgFldn, where n is the number of Data Output Items. By applying
meaningful names to Targets it becomes easier to navigate and develop Vision Word documents.
Click the Target Maintenance button. Select the Target and to be renamed click the Edit button.
Enter the new name and click OK.
Associated Buttons
Rename Targets.
Step 8: User Defined Output

User Defined Output allows you to define customized output items. A number of preset functions are
available to use within your formulas including text string functions, mathematical functions and data
functions. Rows can be conditionally output based on the result of the formula. Click the User
Defined Output button in the definition form. Enter a description for the output. In the Formula
window, enter the formula for the output. Double-click or drag data items from either the Output
section or Selection List to help define the formula. Select a Format for the data and then click the
OK button.
Associated Buttons
User Defined Output defines customized output items. Preset text string
functions, mathematical and data functions can be incorporated into formulas.
Step 9: Item Options – Tab 2 (Summary and Detail Reports only)

The report extraction criteria can be saved for future retrieval. The Setup File saves the extraction
criteria within a file, allowing you to open the report in other Word documents. The Document File
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saves the extraction criteria within the Word document. Enter the name of the Setup or Document
File in the corresponding field. To retrieve a file that has been saved, click the Setup File or
Document File button at the bottom of the definition form.
Step 10: Report Style – Tab 2 (Summary and Detail Reports only)
The Report Style section allows you to set the layout and formatting of the report. To apply a
predefined format, select the AutoFormat option and then from the AutoFormat dropdown select the
desired format. The checkboxes allow you to override the AutoFormat and exclude elements from the
output.
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Section 4: Detail Reports
Overview
Detail Reports provide a detailed listing from your database into a Word table. Use Detail Report to
extract data from a range of data into a Word document. There is one row in the table for each record
in your database.
Detail Report does not retain a dynamic link to your database; therefore the function must be re-run if
data in your database changes. The report definition can be saved as a Setup File or Document File.
If a Setup File Formula is set to Y on tab 2 of the Definition Form, then the report can be run using
the Vision Recalculate functions. The formula is stored in a Target or text form field.
You can set a transaction limit in Vision Setup to limit the number of transactions extracted at any
one time. When the transactions extracted reach that number, a message appears notifying you of the
limit. You must reset the limit in Vision Setup to view further transactions.
Creating a Detail Report

1. Select Detail Report from the Vision menu. The Detail Report definition form is displayed.
2. Select a Product. Click the Filter From assist button to present a list of available products. Select
the required Author Product and click OK.
3. Select a Database. Click the Filter From assist button to present a list of available databases.
Select the required database and click OK.
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4. Select a Table. Click the Filter From assist button to present a list of available 'parent' tables.
Select the required table and click OK. Alternatively, click the Find button and enter the table's
name.
5. Enter filter criteria in the From field for the listed data filter items. If this filter criteria is:
• Unknown: Click the Filter assist button. A list of records is obtained from the table. Select a
record to extract data from. Click OK.
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• To be accessed from a bookmark: Double-click the Filter field. Select the bookmark from
the bookmark list. Click OK. The bookmark is inserted into the Filter field, the field turns
yellow.
• A date filter: Click the assist button. The Period Selection dialog box is displayed.
In addition to the mandatory filters, shown in bold, additional data filter items can be
included in the definition. Drag data items from the Selection List into the Filter window.
When a data item is added to the Filter window more than once it has a number added to
make it unique (i.e. #2 added will indicate that this filter is being used for a second time).
6. Enter Filter To criteria details.
7. Select data items to output. There are several ways to place an item in the data output window,
either:
• Drag the item from the Selection List to the Output window.
• Double-click the item in the Selection List. It is automatically transferred to the Output
window.
• Click the Add Table button to transfer all items to the Output window.
8. You have the option to perform the following functions:

• Modify the order in which data output items are extracted.
• Load a User Defined Output.
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• Sort the output table fields.
• Drilldown.
9. Select Tab 2, the following options are available:
• Save the definition form details as a Setup or Workbook File so it can be retrieved later.
• Set the Formula option.
• Set the Suppress header when no data option.
• Enter a Target bookmark value.
• Select a Report Style.
10. Click OK on the Definition Form to perform the query.
Wildcard Characters
Wildcard filters are available when defining Target Filter Rules. Filters with wildcards only use a single
filter value not a range. Any value entered in the Filter To field is ignored.
The wildcard filters are:
“%” (asterisk) to substitute any number of characters for the asterisk.
“*=_” (underscore mark) to substitute any single character for each underscore mark.
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Section 5: Targets, Bookmarks and Summary Link
Targets
Vision Word inserts the result of a report definition into a document using a Target. By default the
Targets are named AgFld1...AgFldn, where n is the number of Data Output Items. By applying
meaningful names to Targets it becomes easier to navigate and develop Vision Word documents.
Modifying a Target Name

1. Double-click the Target to be modified. The definition form appears. If the query has not yet
been submitted, and therefore the Target has not been generated, the definition form should still
be open.
2. Click the Target Maintenance button. The Target Maintenance dialog box appears.
3. Select the Target to be renamed.
4. Click the Edit button. The Edit Target text box appears.
5. Use the Clear and Clear All buttons to remove existing Target names. Unnamed Targets are
assigned the Vision Word default name.
6. Enter the Target's new name. Click OK.
7. Click OK on the Target Maintenance dialog box to update the Target names in the data output item
list.
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Bookmarks
A bookmark is a Microsoft Word function that is an item or location point you identify and name for
future reference. In Microsoft Word some of the ways you would use bookmarks is to quickly jump
to a specific location, create cross-reference or mark page ranges for index entries.
Vision Word Bookmarks

Vision Word has enhanced the Microsoft Word bookmark functionality by allowing you to use the
value in a bookmark as filter criteria in other definitions similar to the way Excel cells references or
Names can be used in Vision XL.
Naming Vision Bookmarks

In this version of Vision Word it is very important that you think about the naming of bookmarks
prior to defining Target Filter Rules or copying formulas.
When creating Target Filter Rules in either Equation Editor or Document Rule Manager you can only
filter by bookmark names. If the bookmark naming convention is in logical ranges then you can use
wild cards when defining Target Filter Rules.
Bookmark names must:
• start with an alpha character
• not contain spaces
• cannot use reserved characters
You can use Table Bookmark Name Manager to rename bookmarks.
Note: If you change a name of bookmark that is included in a Target Filter Rule you will need to
amend the Target Filter Rule to reflect the name change.
Showing bookmarks in a document

This is a Microsoft Word function. To change how bookmarks are displayed in your document, in
Microsoft Word select Tools > Options from the menu. On the View tab, enable Bookmarks to
show bookmarks in brackets ([…]) on the screen. The brackets will not be printed.
Table Bookmark Name Manager

Bookmark names can be created for cells that are the result of a Summary or Detail Report extraction
but only if the Formula option on Tab 2 of the Definition Form is N or blank. Bookmark names can
also be created for cells in a table that were entered manually.
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Bookmark names must start with an alpha character cannot contain spaces or use reserved characters.
There is a test button to validate the name specified.
The value of the bookmark may also be included in the bookmark name. For example, the account
code can be included in the bookmark name.
Note: Contiguous cells from a single column in a table must be selected prior to using Table
Bookmark Name Manager.
If you change a name of bookmark that is included in a Target Filter Rule you will need to amend the
Target Filter Rule to reflect the name change.
Summary Link
Summary Link maintains a dynamic link to your tables. The link is represented by a formula retained
in a bookmark within a Word table.
Summary Link can be used to extract the balance of the filtered range. One formula can output
multiple data items for the selected range of records.
The output is calculated using the selected Extract Mode such as Sum, Count, Distinct Count and
Minimum. User defined calculations are also available.
Once you have set up a table using Summary Link, you can edit the formulas within the definition
form to return the same information against different data.
Creating a Summary Link

1. Select Summary Link from the Vision menu. The Summary Link definition form is displayed.
2. Select a Product. Click the Filter From assist button to present a list of available products. Select
the required Author Product and click OK.
3. Select a Database. Click the Filter From assist button to present a list of available databases.
Select the required database and click OK.
4. Select a Table. Click the Filter From assist button to present a list of available 'parent' tables.
Select the required table and click OK. Alternatively, click the Find button and enter the table's
name.
5. Enter filter criteria in the From field for the listed data filter items. If this filter criteria is:
• Unknown: Click the Filter assist button. A list of records is obtained from the table. Select a
record to extract data from. Click OK.
• To be accessed from a bookmark: Double-click the Filter field. Select the bookmark from
the bookmark list. Click OK. The bookmark is inserted into the Filter field, the field turns
yellow.
• A date filter: Click the assist button. The Period Selection dialog box is displayed.
In addition to the mandatory filters, shown in bold, additional data filter items can be
included in the definition. Drag data items from the Selection List into the Filter window.
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6. Enter Filter To criteria details.

7. Select data items to output. There are several ways to place an item in the data output window,
either:
• Drag the item from the Selection List to the Output window.
• Double click the item in the Selection List. It is automatically transferred to the Output
window.
• Click the Add Table button to transfer all items to the Output window.
8. You have the option to perform the following functions:
• Modify the order in which data output items are extracted.
• Modify the output's extraction type.
• Load a User Defined Output.
• Drilldown.
• Target Maintenance.
9. Click OK on the definition form to perform the query.
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Section 6: Table Formula Copy and Define Criteria
Table Formula Copy

The Table Formula Copy utility is used to copy Summary Link, Data Link or Equation Editor
formulas in a table.
If the formula uses bookmarks as filters, you can select to either copy the formula with a relative or
absolute reference to those bookmarks.
A single cell or cells in a single row containing formulas can be copied down a column. The default is
to the end of the table but you can specify the number of rows.
A Single cell or cells in a single column containing formulas can be copied across a row. The default is
to the end of the table but you specific the number of columns.
If you wish Vision Word to automatically increment a bookmark name on a filter then clear the check
box containing the absolute ($) indicator for this bookmark.
If the Data Link or Summary Link definitions are saved as a Setup File or Document File then each
new formula will have a new Setup File or Document File created with the name incrementing by 1
for each copy.
There is a clear all button if all the filter bookmark names are to be automatically incremented.
Note: Table Formula Copy can only be used on rectangular (uniform) tables, i.e. the table has the
same number of columns in every row and vice versa.
Copying Formulas in a Table

To copy a formula in a table:
1. Select the table cell(s) containing the equation or query.
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2. Select Vision > Utilities > Table > Formula Copy. The Table Formula Copy dialog box appears
displaying a list of bookmark items used in the formula.
3. Select the direction in which the formula should be copied, either down a column or across a
row.
4. Select the bookmark check boxes to maintain an absolute reference when the formula is copied.
A relative reference is denoted by an unchecked box, an absolute reference is denoted by a “$”. A
bookmark associated with a red cross indicates that the bookmark is outside the table and so
absolute and relative referencing does not apply.
5. Click the OK button to proceed with copying the formula in the selected direction.
Define Criteria
Define Criteria allows the user to change the filter criteria or Data Output Items in multiple Data Link
or Summary Link definitions in a selected range with the same parent table.
Vision will group multiple definitions in the selected range by the parent table. For example, there
would a group for definitions that selected Chart of Accounts and another group for definitions that
select Ledger.
If you select a group of definitions and the Data Filter Items or filter criteria are different in the
selected definitions then these data items are displayed with a key to indicate they are locked. You can
override this lock and the filter criteria in all the definitions will be changed for that data item. If the
selected definitions have different Data Output Items in the Output window then the relevant data
items are displayed with a key. You can override this lock and all the definitions will be changed to
include the amended Data Output Items.
Note: A range must be selected prior to using Define Criteria.
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Modifying Multiple Formulas

1. Select the query Targets to be modified. Highlight with the mouse or choose Edit > Select All.
2. Select Vision > Utilities > Define Criteria. The Define Criteria Selection Manager lists all found
Targets. The Group window displays the tables referred to in the highlight queries, the query
technique and database (business unit). The Formula window lists the individual query commands
for the selected group.
3. Select the Table group to be modified. The Formula window is updated with the corresponding
queries that refer to the selected Table group. Each query is preceded by a check box.
4. Select the check box for each query Target to be updated. Use the Select All button to include all
queries and the Clear All button to remove all query selections.
5. Click the Define Criteria button. The definition form applicable to the selected Table group
appears.
6. Make the necessary modifications to the queries. When the selected bookmarks contain
mismatched filter criteria, the Filter fields are marked with a key and have an orange background
to indicate that they have been locked. Making a universal change to locked bookmark fields can
produce unexpected results.
7. Click OK to close the definition form.
8. Click OK to close the Define Criteria dialog box.
9. Recalculate the document.
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Viewing Form Fields

Information extracted using Vision Word is, by default, displayed with grey shading. This is controlled
by the Microsoft Word Forms toolbar. You can view the toolbar by selecting View > Toolbars >
Forms. Click the Form Field Shading button to add or remove shading.
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Section 7: Equation Editor
Overview
The Equation Editor enables you to define your own equations (formulas). The result of the equation
is stored in a Vision Target. The bookmark containing the result can be used in other equations or in
Document Rules.
Equation Editor uses VBScript and therefore you are not limited to just mathematical equations.
There are five equation types:
Bookmark: This enables you to apply an equation to the value of a single bookmark.
Bookmark in selection: This enables you to insert a delimiter between multiple bookmark values.
Delimiters can be mathematical operators or text.
Group Sum: This enables you to sum a group of Targets that have been defined in a Target Filter
Rule. You use a Target Filter Rule that has already been created in your currently selected Word
document or create a new Target Filter Rule as part of the process of defining an equation.
Group Average: This enables you to define an equation with the result being the average of a group
of Targets that have been defined in a Target Filter Rule. You use a Target Filter Rule that has already
been created in your currently selected Word document or create a new Target Filter Rule as part of
the process of defining an equation.
The average is calculated on the sum of the value of the Targets divided by the count of the
bookmarks.
Group Count: This enables you to count the number of bookmarks that have been defined in a
Target Filter Rule. You use a Target Filter Rule that has already been created in your currently selected
Word document or create a new Target Filter Rule as part of the process of defining an equation.
Note: Vision bookmarks and Word bookmarks behave differently if the value of a bookmark looks
like a number. For example, account code 11000 extracted using a Vision query will be treated as an
alphanumeric field and will not be treated as a number in an equation. Word bookmarks treat all
values that look like numbers as numbers and can therefore be included in mathematical equations
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Defining an Equation
1. Select Vision > Equation Editor. The Equation Editor dialog box appears.
2. Select Target from the item list.

3. Enter an equation name in the Value field box. The equation name appears as the Target name.
4. Select Format and click the assist button. A data format dialog box appears. Select the required
data format for the equation result and click OK.
5. Select Data Type and click the assist button. A data type dialog box appears. Select the required
data type for the equation result and click OK.
6. Enter the equation in the Formula box. To include a number in the equation simply enter the
number, e.g. {value} = 12. To assign text its value should be placed in quotes, e.g. {value} =
"Budget". The following bookmark and Target filter rule types can be included in the equation:
• Bookmark
• Bookmarks in selection
• Group sum
• Group average
• Group count
7. To include a bookmark or group in the equation, select the Target Type from the drop-down
list.
8. If Bookmarks in selection is to be selected, highlight in the document the bookmarks to be
included.
9. Click the Insert button.
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• If a bookmark type is selected, a list of bookmarks is displayed. With the Bookmarks in

selection option a delimiter operand is placed between each checked bookmark.
• If a group type is selected the Target Rule Filter is shown.

10. Select a Target Filter Rule name and click OK. The Target Filter Rule name is appended to the
formula.
11. Click the Test button to verify whether the formula is valid. Vision Word returns the Target
equation value. If the formula can not be calculated the result "#ERROR" is displayed, the
equation should be corrected and re-tested.
12. Click OK to insert the equation into the document and close the Equation Editor.
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Section 8: Criteria View
Overview
Criteria View enables the user to display all Data Link, Summary Link and Equation Editor definition
bookmark names and values for a selected range in one window. Microsoft Word bookmarks are also
included in the window.
If there are multiple definitions of the same type in the selected range, for example Summary Link,
then the relevant information for all the definitions for the selected item will be displayed.
When an item is selected in the Criteria View window the definition information is displayed in the
relevant Target in your Word document. Displaying the definition information in Criteria View does
not overwrite the extracted value.
Vision definition criteria are highlighted in yellow and Microsoft Word bookmarks in cyan. If a
bookmark has not been defined then <unspecified> is displayed.
Note: A range must be selected prior to using Criteria View.
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Using Criteria View

1. Click the Target. The Target form bookmark turns from grey to black.
2. Select Vision > Utilities > Criteria View. The Criteria View window displays the query
components in a tree.
• Click the plus sign '+' to expand the Criteria View tree.
• Click the minus sign '-' to contract the Criteria View tree.
3. Click a value or output item. The value of the item is displayed in the Target, which is highlighted
in yellow. Any Targets used in the selected Target's equation calculation are highlighted in cyan.
4. Click OK to close the Criteria View window.
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Section 9: Document Rule Manager and Table Copy
Overview
The Document Rule Manager has two functions:
• Creating new Target Filter Rules
You can define your own Target Filter Rule to modify the face value of the extracted value
in existing Targets. For example: If wish amounts to displays in thousands, you would define
a rule to divide the bookmark value by 1000.
Target Filter Rules can only be applied to Target values calculated using Data Link, Summary
Link or Equation Editor.
• Managing the documents rules
You can define the processing sequence of Target Filter Rules.
You can enable or disable a Target Filter Rule processing.
Creating a New Rule

1. Select Vision > Utilities > Document Rule Manager.
2. Click the New button. The Document Rule Editor dialog box appears.
3. Enter a Name for the rule.
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4. Enter a Description for the rule.

5. Enter a formula. Double click the {Value} label to include {Value} in the formula.
6. Enter a user defined filter by either double-clicking the Filter Name window or clicking the
assist button. The Target Filter Rule dialog box appears.
7. Select a Filter Rule and click OK. The Filter Rule is listed in the Document Rule Editor's Filter
window. A check is placed next to Bookmark Targets used in the Filter rule, shown in the Target
window.
8. Click the Test button. A Test report displays details of the formula value and any errors detected.
9. Click OK to dismiss the Test report.
10. If the text result is correct, click OK to close the Document Rule Editor dialog. The Document Rule
is appended to the Document Rule list.
11. Select the Document Rules to implement. Either:
• Select the Document Rule check box.
• Click the Select All button to select all the Document Rules listed.
12. Click OK to close the Document Rule Manager and implement the selected rules.
Table Copy
The Table Copy utility should be used to copy a Word table with cells containing Summary Link,
Data Link and Equation Editor Targets and Word bookmarks. A table can be copied to the same
Word document, an open Word document or a new Word document. Vision Word Table Copy will
automatically increment any bookmark names, Setup file and Document file names associated with
the table being copied. The formatting of the table is maintained.
If the table is being copied within the existing document the copy of the table will be underneath the
table being copied. If the table is being copied to an open or new Word document then the table will
appear at the top of the document.
Hint: To keep a table aligned whilst moving it to a new location, select the table and hold down the
shift key.
Note: Copying as table using the Microsoft Word copy will not copy Word bookmarks and the
Vision Word targets will have to be manually renamed.
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Copying a Table
1. Select the table.
2. Select Vision > Table > Table Copy. The Table Copy dialog box appears displaying a list of
documents. The list includes the current document, documents that are open in Word and the
New Document option.
3. Select the required document.
4. Click OK. If the document selected is the current document the new table is pasted underneath
the existing table. If the document selected is already open in Word the new table is pasted at the
beginning of the document. If the New Document option is selected, a new document is created
and a new table pasted in.
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Section 10: Combining Vision Word Functions
Overview
Vision Word functions are not mutually exclusive and can be used in conjunction with each other.
Reports can be created with combinations of Data Link, Summary Link, Detail Report and Summary
Report. Functions can also be used as filter criteria. For example, a Detail Report can use a Data Link
as a company or account filter. A change to the Data Link function would then cause a change in the
Detail Report on recalculation. This allows you to create more robust reporting solutions.
Combining Vision Word Functions

Several Vision Word functions can exist within the same document. They may or may not be linked.
When the document is recalculated it is processed from left to right, then top to bottom. In some
circumstances it might be necessary to first recalculate fields at the bottom of the document to
provide accurate results from formulae at the beginning of the document that use these fields in the
filter.
Command fields force the order of recalculation. Command fields refer to formulas held as targets.
Moving data items

The data items from a Data or Summary Link are always displayed in a row starting from the position
where the definition form was opened.
You can use the following methods to move data items to where they are required in the document:
• Move to start of a new line – position the cursor at the beginning of the data item then use
the Enter key.
• Space between data items – position the cursor at the beginning of a data item then use
the Tab key.
• Cut & Paste - highlight the required data items and use the Cut & Paste icons or short cut
keys available with Microsoft Word.
• Drag & Drop – highlight required data items and then drag to target position.
Formula Field
Formula Field is used in conjunction with Data Link, Summary Link or Equation Editor Targets. The
Formula Field function should be used if value being extracted from your database is inserted multiple
times in the same Word document.
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Note: You can reduce extraction time when the same information is being inserted multiple times in
the same Word document by using Formula Field. Vision Word reads the database once for every
formula whereas using Formula Field means the information can be inserted multiple times using the
same Vision formula and therefore will only do one read of the database.
Headers and Footers

Vision Formulas cannot be inserted directly in Word headers and footers but you display extracted
information in headers and footers using the Formula Field utility.
Hint: If you wish the result of an extraction to only display in the header and footer section and not
in body of the Word document where the formula is defined change the format of the text to have
the same colour as the paper, for example white on white.
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Section 11: Merge
Overview
The Merge function is used to create multiple letters or reports that contain standard text and are each
tailored by information from a data source file.
There are three components required for the merge process:
• Main document: the template for the generated merge file. It contains standard text and
merge field links to a data source file.
• Data source file: a document or report definition that contains data in a table and is used to
populate the merge document. Each column can be used as a merge field in the Main
document. The table cells can contain text or a report definition formula. Alternatively, the
table itself can be generated by a Summary Report or Detail Report definition. The data
source file can be a separate document, stored as a Setup File (file system) or Document File
(within the Main document).
• Merge file: is generated by extracting each row in the data source's table into the Main
document's merge fields. The merge file can be created as a single document, sent to a
printer or created as multiple documents.
Step 1: Creating a Data Source File

1. In a new document, create a table that contains the fields you want to include in your merge
document. It is recommended to use a Summary or Detail Report definition to create the table.
2. Save the document or, if it is a Summary or Detail Report definition, save the Setup File or
Document File.
Note: It is recommended that the data source is stored as a Document File within the Main
document. Create the table with the report definition, save the definition, and then delete the table
from the document. Use the blank document to create the Main document. Now, both data source
and template are in the same document.
Step 2: Creating a Main Document

1. Enter and format the standard text you want to appear in each merge document.
2. Insert a page break at the end of the Main document text.
Note: Without a page break the generated merge document concatenates all resulting text with no
natural break to separate the information. The page break ensures that each generated letter or report
starts on a new page. If you are merging Multiple Documents, a page break is not required and each
document will be separate.
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3. Save the Main document.

4. Select Vision > Merge > Manager. The Merge Manager opens.
5. Click the Style assist button. Select Document as the Main document style.
6. Click the Data Source Name assist button. There are three data source options:
• Word document
• Setup file
• Document file
7. Click the Merge to assist button and select how to output the merge document:
• Document: creates a single document which contains concatenated records from the data
source file.
• Printer: sends the merge file to the default printer. It is recommended that the merge
process first be tested by creating a merge document. If successful, repeat the merge process
with output to a printer.
• Multiple Documents: creates a document for each record in the data source file. You are
prompted for the first merge file name and its folder location. The merge file name is
incremented, i.e. mergefile1.doc...mergefilen.doc, where n is the number of records in the
data source file. If the merge file name already exists it is not overwritten; the next available
number is used. A merge folder is created if it no longer exists but had been previously
specified in the multiple documents lookup.
8. Close the Merge Manager and open Merge Designer to specify merge fields in the Main
document.
Step 3: Adding Merge Fields

1. In the Main document, place the cursor in the location you wish to add a merge field.
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2. Select Vision > Merge > Designer. The Merge Designer opens.
3. Click Merge field's Insert... button and select a table column. The merge field is inserted into the
Main document. Continue to add merge fields from the data source file as required.
Note: When the document is recalculated it is processed from left to right, then top to bottom. In
some circumstances it might be necessary to first recalculate fields at the bottom of the document to
provide accurate results from formulae at the beginning of the document that use these fields in the
filter.
Command fields force the order of recalculation. Command fields refer to formulas held as targets.
4. If required, click the Command Insert... button and select either to recalculate the field or
document.
5. Select the target to be recalculated. The command field is inserted. Use display controls to toggle
between viewing the merge field names and data source values.
6. Click Field to view merge field names. Click Value to view data held within the merge field and
use the arrow buttons to scroll through the values in the data source. The Recalculate option
allows the user to control whether Command fields perform recalculations when the record is
changed. This is useful when the Main document contains Vision formulas that use merge field
values as filter conditions and the Main document recalculates the resulting formula.
Note: Recalculate only applies in Merge Designer and not when a merge is being processed.
7. Click the Close button.
Step 4: Starting the Merge Process

1. Select Vision > Merge > Manager and click the Merge... button or select Vision > Merge >
Start....
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2. Click the Yes button to proceed with the merge process. If the new document is being sent to a
printer, you are prompted to enter Windows printer options.
Removing Merge Fields

1. Open the Main document.
2. Select Vision > Merge > Manager. The Merge Manager opens.
3. Click the Main Document Style assist button.
4. Select Restore to a normal Word document and click OK.
5. Click the Yes button to proceed. All merge fields are purged from the Main document to leave
the standard text.
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Section 12: Drilldown
Overview
Drilldown is available from Vision Word and allows you to perform ad hoc drill inquiries on a single
extract query formula created by:
• Summary Link
• Summary Report
Using Drilldown, you can drill down on the amount to display the composition of that amount to the
summary or transaction level. The Target is analyzed in greater detail so as to return the transactions
that contributed to the total value of the Target.
Once the drill result has been extracted further analysis can be performed on the result with Adhoc
Inquiries.
Adhoc Inquiry shares similar functionality to Vision Executive, so in addition to Drilldown and
Transaction Drilldown, it also provides access to Breakout and Expand analysis tools. Drill paths can
be saved and replayed on extracted drill results.
By incorporating Vision Executive capabilities it is possible to output the analysis results to a printer
or multiple file types from Vision Word.
Using Drilldown
The Drilldown definition form is displayed each time you drill down. Data items may be added or
removed from the Output window in the Drilldown definition form to allow you to define your
analysis criteria.
The Drilldown button on the query definition forms allow you to perform a drill down without first
extracting the data. Extracted information can be sorted in ascending or descending order.
Adhoc Inquiries starts when the Drilldown definition form is extracted. Adhoc Inquiries is derived
from Vision Executive analysis tools. From the Adhoc Inquries interface further analysis can be
perform on the returned results.
Drill results are retained even after the Adhoc Inquiries window is closed, and are only purged once
you have logged off from Vision Word. However, the customizations of templates or style settings are
retained based on the user name.
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To use Drilldown:
Failure to recalculate may cause a mismatch between the original extracted value and the Adhoc
Inquiries results.
2. Select the query definition formula result you wish to perform further analysis.
3. On the Vision menu, point to Drilldown then select one of the following:
• Summary - to perform drill to transactions.
• Transaction - to drill to drill transaction level.
• Cube - perform Cube Analysis.
If Cube is selected, the Criteria tab of the Cube Analysis definition form is displayed, See V-
cubed section for details on this analysis tool. If Summary or Transaction is selected, the Criteria
tab of the Drilldown definition form is displayed.
The original Data Output Item(s) extracted is shown in bold type.
4. From the Selection list, select data items for the Output window. The values of the new Data
Output Items are used to perform the Drill analysis.
5. On the definition form, complete the Options tab to apply report layout formatting.
6. Click OK. The Adhoc Inquiries interface is displayed.
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Adhoc Inquries
From the Adhoc Inquiries interface a number of actions can be taken.

• Addition analysis of drill results: Drilldown, Transaction Drilldown, Expand, Breakout and
V-cubed.
• Print output results to different file types.
Expand Analysis
Expand is a form of drill analysis made on all Summary Link definitions found in a single row. Adhoc
Inquries expands the query based on data output items specified. The original row effectively
becomes the sum total.
The Expand supports multiple level expands, with the inclusion of sub-totaling where appropriate.
Expand (+) and collapse (-) toggle buttons control the level of detail displayed.
Example
Before Expand:
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After Expand, by city
Breakout Analysis
Breakout analysis can be performed on results returned from Summary Link and Summary Report
queries. Breakout automatically creates mirror images of a report on separate dependent worksheets
utilizing the Breakout criteria. The Breakout criteria are defined by Data Output Items in the Output
window.
A Dependent Worksheet is created for each value of the selected Data Output Item. By combining
the results of the individual Dependent Worksheets would produce the results found in the Primary
Worksheet.
On the right a Breakout is made on
the Data Output Item 'Code'. 'Code' is
comprised of the values A, B and C.
Dependent worksheets are created for
each value of 'Code'.
For example, after creating an initial
report for a company, Breakout could
further divide the report into
individual reports for each department
within the company.
The Data Output Item would be the
collective name for the departments.
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Printing and Outputting Files

You can send the Drill results to a printer. On the File menu, click Print. The Print dialog box is
displayed. You nominate which Drill results from the Drill tree are to be printed.
The Drill results can be output to three file types:

• HTML
• PDF
• Files compatible with Microsoft Office applications.
Finally, the Drill results can be sent via E-mail.
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Section 14: V3 : V-Cubed
Overview
V-cubed provides insight into summarized business operations and trends. The cube can be
populated from a query extraction from a relational database or an OLAP Product.
Data source columns are selected to form the dimensions of the cube. The dimensions can be a row
(x-axis), column (y-axis) or slicer (z-axis). A measure is a quantity value returned from the data
source, its location is determined by the intersection of three dimensions. By default, the slicer
dimension displays all values from the output item which effectively squashes the cube to produce a
two-dimensional view.
Additional dimensions can be used to further 'slice' through the formula result. A 'slice' acts as a filter
by only applying a single value from the dimension to locate the measure result. This provides a third
dimensional view of the measure result. The slicer dimension can be toggled through each successive
value using the Slicer window.
By default, a slicer dimension initially includes all values in the calculation of the measure. As further
row or column dimensions are included in V-cubed, new levels are created.
Cube analysis can be performed on several formulas, but they must be from the same product and
have the same tables.
V3 Tabs
V-cubed has four tabs:
• Criteria: contains the Criteria definition form. It displays the current filter criteria and allows
you to select the dimensions you want to use for analysis from the Selection List.
• Options: is used to specify whether a data output item is a measure, dimension or slicer.
• Cube: displays the results of V-cubed. Data output items can be used as column, row or
slice dimensions.
• Chart: displays the selected measure results from the Cube tab in a chart.
Menu Controls
The Cube tab display is controlled by a right-click menu and a series of sub-menus.
Show Cube Transactions

List transactions that constitute the measure result.
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Drilldown
Perform an ad-hoc drilldown on a measure result.
Slicer / Rows / Columns

Lists slicer/rows/columns dimensions. For the selected dimension the following actions can be
performed:
Filter members: Lists dimension members. These are the individual values that are held by the
dimension. Members can be ignored in cube calculations.
The Filter Member dialog box consists of two windows:
• Dimensions: all dimensions in the Cube.
• Members: all values found in the dimension.
Dimensions derived from a Hierarchy include levels for a serduct hierarchy. Dimensions derived from
an OLAP Hierarchy are split into the level names.
Use the Filter window to clear members not to be included in Cube calculations.
Slicer Window (For Slicer dimensions only): Use the Slicer window to filter measure results.
The Slicer window displays all members for the selected slicer dimension.
• In the Slicer dialog box, select a member and click OK to only display measure results that
apply to the member value.
• Select a Slicer dimension and press '+' and '-' keys on the numeric keypad to cycle through
slicer members displayed in the Cube.
• Click the Reset button to clear slicer filtering and display all measure results.
Totals: Displays dimension row/column totals. The Show Column Totals/Show Row Totals option
must be enabled.
Sort: Sort the dimension members in ascending or descending order.
Orientation: Changes the dimension orientation to column, row or slicer. The current orientation is
ticked.
Measures
Visible: Display measure in cube.
V-cubed can report measure results as follows:
• Sum: total summation of measure members. [Default]
• Count: total number of measure members.
• Average: average of measure members.
• Minimum: minimum values for measure members.
• Maximum: maximum values for measure members.

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Options
Edit Format Tables: Opens the Format Tables dialog.
Show Format Tables: Implement the Format Table in the cube.
Show Empty Cells: Displays dimension members with no values.
Show Row Totals: Activates totals for all row dimensions.
Show Column Totals: Activates totals for all column dimensions.
Hide Single Totals: For dimensions with only one member, only display the total once.
Working with V3
1. Select a Target containing a Vision formula.
2. Select Vision > Cube Analysis.
3. In the Criteria definition form tab select output items to be used as dimensions and measures.

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4. In the Options tab, nominate data output items as measures, dimensions or slicers.
The ‘Totals’ option includes a total field for the row or column values. The ‘Split’ option only
applies to dates or period dimensions. If enabled, the dimension can be expressed in terms of
Year, Month, Week of Year, Weekday and Day.
5. Click the Populate Cube button.

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6. Drag dimension fields to the different axes to display data in rows or columns.
7. Expand or collapse the dimensions to view different levels of data.
8. Use the Filter window to filter dimensions and members.
9. Use the Slicer window to filter measure results.
10. Drill down on a measure result.
11. Use the Charting feature to show trends in the data.
Note: It is recommended that V-cubed is not performed on over 10000 transactions as defined in
Vision Setup.
Format Tables
Format Tables controls the visual appearance of Measure results based on satisfying a set of criteria.
Format Tables are assigned to Measures.
The Format Table consists of a series of conditional statements. From the top of the list, the first
statement that is true is implemented, even if further statements can be fulfilled.

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Creating a Format Table

To create a Format Table:
1. On the Cube tab, right-click and select Options > Edit Format Tables.
2. Click the '+' add Format Table button. A 'New Format Table' definition is created. Double-click
the Format Table definition to rename it.
3. Click the '+' button to add a conditional statement. Click the '-' remove button to delete a
conditional statement.
4. Select a Type comparison.
5. Type in a From value.
6. If required, type in a To value. This is only required for the Type 'Is Between' and 'Is Not
Between'.
7. Click the Font Colour cell and select a colour.
8. Click the Background Colour cell and select a colour.
9. Select the Measure and Format Table.
10. Click the Assign button.
11. Click OK to return to the Cube tab. To implement Format Table in the Cube, select the option
Show Format Tables.

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Storing Cube Results

The V-cubed toolbar has four icons:
Open a V-cubed file
Save a V-cubed file
Start Chart Designer
Export the Cube grid to an Excel workbook
The V-cubed file (*.lcf) can be viewed without the need for the query definition. Cube analysis can be
performed 'offline'. When viewed offline, analysis can only be performed on existing extracted output
items and so it is not possible to add further dimensions or measures that don't already exist in the V-
cubed file.
Saving Cube Results

To save Cube results:
1. Click the Save File button.
2. Enter the filename and file path for the Lasata Cube File (*.lcf) and click the Save button.
Loading Cube Results

To load a Cube results:
1. If a Cube is to be viewed offline and you are unable to logon to the database, run the offline
Cube Viewer application. In the Vision program folder click Cube Viewer.
Note: Drilldown can not be performed while offline.
2. In the Cube application, click the Open File button.

3. Select the location of the Lasata Cube File (*.lcf) and click the Open button.

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Export Cube Matrix

The V-cubed matrix results can be exported to an Excel workbook. A snapshot of the Cube results is
placed in tabular form. The Cube's dimension column and rows names are used as labels for the table.
1. Click the Excel button on the V-cubed tool bar. A Save to Excel dialog box appears.
2. Enter a filename and file path for the Excel workbook.
3. Click the Save button.

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Vision Word User Guide

Vision Word User Guide

Viewing Form Fields ................................................................................................................................................................ 37

Vision Word User Guide

About This Guide

Recommended Audience and Prerequisite Knowledge

Formatting Conventions Type of Information

Numbered Lists Step-by-step procedures. You can follow these

Special Bold Items you must select, such as menu options,

Italic Emphasis Used to highlight the name of the window

CAPITALS Names of keys on the keyboard. For example,

Lasata Web Site

Vision Installation Guide

Section 1: Vision Word Overview

Document Rule Manger

Table Bookmark Name Manager

Table Formula Copy

Formula Export and Import

Section 2: Starting Vision

Loading the Vision Word Add-In (Template)

Add or Remove Vision Word

• Vision Setup, Client menu.

Logging On and Off Vision

Show or Hide the Vision Toolbar and Menu

Changing Your Password

The following options are available:

Section 3: Query Definition Forms

Components of a Query Definition Form

Query Definition Form - Tab 1

Selection List Window

Query Definition Form - Tab 2

Storing Report Definitions

Working with Query Definition Forms

Step 1: Define Filter Criteria

The Filter Options dialog box is displayed.

Filter Options has three main sections:

Step 2: Select Output Fields

Step 3: Ordering Data Output Items

Step 4: Sorting Data Output Items

Step 5: Extract Mode

Statistical Extract Modes

Distinct Count: Count and output the number of unique rows.

Non-Statistical Extract Modes

Outputting Segment Sub-Strings

Editing Extract Modes

3. Select Reverse Sign if required.

Step 6: Format Data Output

Step 7: Target Maintenance

Step 8: User Defined Output

Step 9: Item Options – Tab 2 (Summary and Detail Reports only)

Section 4: Detail Reports

Creating a Detail Report

8. You have the option to perform the following functions:

• Sort the output table fields.

Section 5: Targets, Bookmarks and Summary Link

Modifying a Target Name

Vision Word Bookmarks

Naming Vision Bookmarks

Showing bookmarks in a document

Table Bookmark Name Manager

Creating a Summary Link