Getting Started with BusinessObjects

Version 5.1 Windows

BusinessObjects TM Version 5.1 Getting Started with BUSINESSOBJECTS

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Contents
Introduction 7

What Is The Goal of This Tutorial?............................................................................. 8 How Does The Tutorial Work? ................................................................................... 8 Storyline ........................................................................................................................ 10 What Do I Need to Do The Tutorial? ....................................................................... 11 Quick Lesson Overview ............................................................................................. 12 Your Comments are Welcome ................................................................................... 14 Lesson 1 How Much Revenue Have Efashion Outlets Made This Year?

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Objective ....................................................................................................................... 16 Start BusinessObjects .................................................................................................. 17 Get The Data You Need.............................................................................................. 18 Display Data In A Standard Report .......................................................................... 24 Organize The Data ...................................................................................................... 26 Format The Report Title ............................................................................................. 28 Display Data In A Chart............................................................................................. 32 Rename Your Report ................................................................................................... 36 The Finished Report .................................................................................................... 37 Lesson 2 How Do Regional And Seasonal Differences Affect Revenue?

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Objective ...................................................................................................................... 40 Insert A New Report................................................................................................... 41 Get More Data .............................................................................................................. 42 Display Data In A Table ............................................................................................. 45 Organize The Data In Sections .................................................................................. 47 Rank Top Three Product Lines .................................................................................. 49

Getting Started with BusinessObjects iii

..............................86 The Finished Report ................................................................................................................................................72 The Finished Report .............................................................................................................................................................................58 Lesson 3 Which Cities Are Making The Best Margin? 59 Objective .....................................................................................................................................................................................................................................................81 Organize The Data............................................................................................................................................................50 Group Cities Into Regions ..............................................................................................................................................................92 Create A New Report .................60 Reorganize A Report ...............................................................................................................................77 Lesson 4 How Has Sales Revenue Progressed From Quarter To Quarter? 79 Objective ................................................................................................... 97 Add Section Headings ................53 The Finished Report ......................................................................61 Add Data To The Table .....................................................................Contents Insert A Report Title .............................................................................................................88 Publish The Report ................................. 102 The Finished Report ..............................................95 Make Calculations ................................................................................................................................................................................................56 Navigate Through Your Reports ...........................................................................................................................84 Add The Finishing Touches ..........................................................................................................................................................................65 Create A Local Variable ........89 Lesson 5 How Have Product Lines Performed? 91 Objective ...........................................................67 Highlight Cities With Above Average Margin ................................................................................................................................................................................................................................................................... 80 Before You Begin ....................... 82 Calculate The Quarterly Variance ...................................103 iv Getting Started with BusinessObjects .....................98 Show In Outline View................63 Calculate Margin Per Unit ..........................57 Get a Different Viewpoint ..............93 Apply A Template ........................................................................................................................................................94 Break Up The Report Data ................

...................................................................................... 113 Format The Chart ........... 142 Add Tracking Information..................................................................................................................................................................................................... 111 Organize The Chart Data . 137 Fomat The Report ....................................................................................................................................................................................................... 132 Send The Document By Email ..................... 107 Link Data From Different Sources ................ 121 The Finished Report ................................................ 145 The Finished Report ........................................................................................................... 110 Display Data In A Chart................................................................................................................................................................................Contents Lesson 6 How Do The Budget Sales Figures Compare With The Actual Figures? 105 Objective ................ 146 Display Different Data for a Different Product Line ............ 130 Limit The Data Displayed In The Chart ......................................................................... 122 Lesson 7 What Factors Impact Sales Revenue Performance? 123 Objective ............... 127 Drill Down for More Detail ........................................................................................................... 134 Lesson 8 How Much Revenue Did This Product Line Make This Week? 135 Objective ....................................................... 126 Open Drill Mode ...................................................................................... 147 Index Getting Started with BusinessObjects v ....................................................................................................................................................................................................................................................................................................................................................................... 116 The Finishing Touches ........................................................................................................... 136 Set Up A New Query ........... 106 Get Data From A Personal Data File ......................................................... 129 Drill Through To Get More Data ................................................................... 124 Open A Document to Analyze .................................................................................. 143 Add A Chart ..........................................................................................

Contents vi Getting Started with BusinessObjects .

.......................................... In this introduction ❑ What Is The Goal of This Tutorial? 8 Who is it aimed at? 8 What does the tutorial cover? 8 ❑ How Does The Tutorial Work? 8 ❑ Storyline 10 ❑ What Do I Need to Do The Tutorial? 11 ❑ Quick Lesson Overview 12 ❑ Your Comments are Welcome 14 Getting Started with BusinessObjects 7 ..............Introduction ............

of course. You can do the lessons in or out of sequence. For further information on any of the tasks shown here (and more). What does the tutorial cover? This tutorial covers aspects of query. building on what you have learned in the previous lessons. 8 Getting Started with BusinessObjects . However. Who is it aimed at? This tutorial is aimed at users new to BUSINESSOBJECTS or those who are updating from a previous version of BUSINESSOBJECTS. It’s goal is to teach you how to build BUSINESSOBJECTS reports using corporate and personal data and then teach you how to analyze the data in the reports to help you make the decisions that affect your business.Introduction What Is The Goal of This Tutorial? This tutorial aims to introduce first-time users to BUSINESSOBJECTS. A tutorial cannot. the lessons have been designed to gradually increase the complexity of the tasks you have to carry out. How Does The Tutorial Work? The tutorial is made up of eight lessons. The objective of each lesson is to build a BUSINESSOBJECTS report to answer a business question. see the BUSINESSOBJECTS User's Guide. analysis and report distribution in BUSINESSOBJECTS. reporting. We assume that you are familiar with Microsoft Windows 95/98/NT interface standards and conventions but that you are using this version of BUSINESSOBJECTS for the first time. Each lesson will take you between 10 and 15 minutes to do. The lessons in this tutorial are based on the eFashion demo materials that are delivered on the BUSINESSOBJECTS installation CD and on the BUSINESSOBJECTS Documentation CD. Each lesson shows you how to carry out the tasks needed to build the report by taking you through stepby-step exercises. We have tried to cover as many aspects of BUSINESSOBJECTS as possible to give first-time users a good grounding in the basics and to introduce you to the rich possibilities of BUSINESSOBJECTS. cover everything.

rep in the UserDocs folder of the BusinessObjects 5. we show the report that the lesson will teach you to build and then take you through the steps to do it. Recap task As you progress through the lessons. Multimedia Quick Tour For some of the tasks described in this tutorial. look at the index to find out where the procedure is described in detail. Annual. Tutorial. Getting Started with BusinessObjects 9 . If a task has already been explained. you may have to carry out the same task again. Efashion. If you need a reminder of how to do it. all the reports described in this tutorial are in the BUSINESSOBJECTS documents.How Does The Tutorial Work? New task The first time you carry out a task in this tutorial. there is also an animated demonstration in the multimedia Quick Tour.rep. If you want to look at a finished report. An actual screen from Quick Tour Finished reports At the beginning of each lesson. You can open the Quick Tour directly from the BUSINESSOBJECTS group in the programs menu or from the Help menu once you have started BUSINESSOBJECTS.0 program folder. A description and illustration of a product feature A menu bar and buttons for quick and easy navigation. we will not always give the detailed procedure again.rep. . we give you a full explanation of how to do it with a detailed step-by-step procedure.

The company currently sells 211 products across 12 different product lines. 10 Getting Started with BusinessObjects . a successful high street retail store selling fashion merchandise in 11 US cities.Introduction Storyline It is the year 2001 and you work for eFashion. Some of these reports will be sent to selected individuals within the company and others will be published and available to all company employees. You are an analyst working at eFashion Head Quarters in New York and your job is to produce and distribute BUSINESSOBJECTS reports to all eFashion stores. 2001. You are currently putting together a series of reports on the company’s performance over this last year.

rep BUSINESSOBJECTS universe.0\UserDocs BusinessObjects\ BusinessObjects 5.0\Template BusinessObjects\ BusinessObjects 5.What Do I Need to Do The Tutorial? What Do I Need to Do The Tutorial? To do the tutorial. image and Excel files manually to the correct folders and make sure your system administrator has given you access to the eFashion database and universe.0\UserDocs Installing BusinessObjects from InfoView If you have installed BUSINESSOBJECTS from INFOVIEW via an Internet browser.ret Efashion.unv Efashion.0\UserDocs BusinessObjects\ BusinessObjects 5. BusinessObjects\ BusinessObjects 5. BUSINESSOBJECTS documents containing the finished tutorial reports to show you what they should look like.bmp Efashmd. You will need to copy the reports.rep Revenue. templates. Microsoft Excel spreadsheet Bitmap image of the eFashion corporate logo BUSINESSOBJECTS templates.mdb Efashion. Getting Started with BusinessObjects 11 . Microsoft Access database.ret Efashion. These files are installed as part of the eFashion demo kit.xls Efashion. eFashion demo materials You will need the following demo files: File name File Type Default Location Efashion.0\Universe BusinessObjects\Demo BusinessObjects\ BusinessObjects 5. If they have not been installed. these demo materials are not automatically installed. contact the person in charge of setting up BUSINESSOBJECTS in your company.rep Tutorial. you need to have BUSINESSOBJECTS installed and running on your computer and make sure that the following files are installed in the correct locations.

rep. learn how to use a template to quickly format reports to corporate standards.. Margin Analysis 2 3 4 How has sales revenue progressed from quarter to quarter? Efashion.Introduction Quick Lesson Overview The table below gives a brief overview of the eight lessons in this tutorial: Lesson Business question Learn how to. Quarterly Variance 5 How have product lines performed over the last four quarters? Efashion. Revenue by Region Efashion. Report Title 1 How much revenue have eFashion outlets made this year? How is revenue affected by regional and seasonal differences? Which cities are making the best margin? Create a simple query to build a report and format and organize the report data. Efashion. Display and format financial data in a table. learn about calculation contexts. Manipulate variables using drag and drop.. use alerters to highlight interesting data. Use the Formula Editor to make calculations and create variables.rep. Product Analysis 12 Getting Started with BusinessObjects . organize a report in sections and rank data..rep.rep. calculate quarterly variance and publish the report.. Organize and view reports which contain a lot of data using breaks to display totals and subtotals. Revenue Year 2001 Efashion.rep.

. Efashion. Actual v Budget 7 What factors impact sales revenue performance? How much revenue did this product line make this week? Revenue. Report Title 6 How do the budget sales figures compare with the actual sales figures? Learn how to bring data from a personal data file into BUSINESSOBJECTS and combine it with data from a BUSINESSOBJECTS Universe query. weekly revenue 8 Getting Started with BusinessObjects 13 . create and format a chart to compare data.rep.rep. sales analysis Tutorial..rep.. Use BUSINESSOBJECTS drill mode to analyze your business data.Quick Lesson Overview Lesson Business question Learn how to. Set up a report to prompt users to choose which data they want to get.. refresh a report to get the up-to-date data.

com. To find out information about BUSINESSOBJECTS products and services. Your opinions are the most important input we receive as we revise BUSINESSOBJECTS documentation. ideas or comments that you may have regarding this guide. visit our World Wide Web site at http://www.businessobjects.Introduction Your Comments are Welcome We encourage you to send us any suggestions. This site also provides information on contacting our technical support services. You can contact us by e-mail at documentation@businessobjects. 14 Getting Started with BusinessObjects .com.

.. In this lesson ❑ Business question How much revenue have eFashion outlets made this year? ❑ Learning objective Learn how to create a simple query to build a report and format and organize the data in the report.................................................rep....... Revenue Year 2001 Getting Started with BusinessObjects 15 ...Lesson 1 How Much Revenue Have Efashion Outlets Made This Year? ....... ❑ Time 10 minutes ❑ Finished report Efashion...

see “What Do I Need to Do The Tutorial?” on page 11. you’re going to use a BUSINESSOBJECTS universe that has been set up for the eFashion company and which puts the database contents into the terms you use every day to describe your business.1 How Much Revenue Have Efashion Outlets Made This Year? Objective You want to get a high-level view of the revenue that eFashion outlets have generated this year. To do this. 16 Getting Started with BusinessObjects . This lesson takes you through all the steps needed to build the following report to display Revenue for Year 2001: Before you begin Make sure that you have everything you need installed on your computer. you need to get the sales revenue for all the cities with eFashion outlets for the current year. For information on what you need. To choose your data from your database. from your corporate database. 2001.

password and security domain are assigned by your BUSINESSOBJECTS supervisor or system administrator. you have to start BUSINESSOBJECTS. If BUSINESSOBJECTS opens directly. The user name. Getting Started with BusinessObjects 17 . and click OK. Enter your user name and password. if applicable. What happens next depends on how BUSINESSOBJECTS has been set up in your company. choose your security domain. The User Identification dialog box closes and the BUSINESSOBJECTS window opens. Click the BUSINESSOBJECTS program icon in the BUSINESSOBJECTS group in the Programs menu.Start BusinessObjects Start BusinessObjects First. If the The User Identification dialog box appears: 2. Get The Data You Need. go to the next section. To do this: 1.

1 How Much Revenue Have Efashion Outlets Made This Year? Get The Data You Need To create a new report. When you open BUSINESSOBJECTS. the New Report Wizard is displayed automatically. BUSINESSOBJECTS has the New Report wizard. 1. 18 Getting Started with BusinessObjects . This wizard guides you through how to get the data you need to build your report. This is the layout for your report. New Report Wizard The New Report Wizard is displayed. Choose Generate a Standard Report and click Begin. If it is not opened automatically: • Click the New Report button on the Standard toolbar.

Get The Data You Need 2. Choose eFashion from the list of available universes and click Finish. The Query Panel is displayed. These are the universes that you can use. This is how you are going to choose the data to display in your report. Getting Started with BusinessObjects 19 . Choose Universe and click Next. 3.

b. c. 20 Getting Started with BusinessObjects . It is organized in folders. This is where you put the data you want to have in your report. This is where you specify how you want to limit the data you will have in your report so that you can focus on specific information.1 How Much Revenue Have Efashion Outlets Made This Year? The Query Panel a b c a. This is the data available in your database.

Open the Store Folder and double-click on City. Click on the plus sign to open a folder Click on the minus sign to close a folder Getting Started with BusinessObjects 21 .Get The Data You Need Add data to the Query Panel The Query Panel is where you choose which data from your database you want to have in your report. City is added to the Result Objects section. 1.

Sales revenue and Quantity sold are added to the Result Objects section. Your database has data for the last three years but you are only interested in the current year. Pre-defined Conditions option 22 Getting Started with BusinessObjects . 2001. Open the Measures folder and double-click Sales revenue and then Quantity sold. To specify that you only want data for this year: 3.1 How Much Revenue Have Efashion Outlets Made This Year? 2. Click the pre-defined conditions option button. Click to show Pre-defined conditions You now have the data to build a report to display sales revenue and quantity sold per city.

Getting Started with BusinessObjects 23 . Click to show Pre-defined conditions 5.Get The Data You Need 4. Click Run. BUSINESSOBJECTS connects to the database and gets the requested data. Open the Time Period folder and drag This Year into the Conditions section. The data is displayed in a new Standard report. You have now specified which data you want from your database and are ready to run the query.

A BUSINESSOBJECTS document contains data and at least one report. you can present this data in different ways. choose Report Manager. 24 Getting Started with BusinessObjects . from the View menu. Standard toolbar Report toolbar Report Manager The data you asked for in the query is displayed here in the Data tab. A Standard report displays your data in a table with a report title. Report tab Report window Tip: If the Report Manager is not open. Your report is contained inside a BUSINESSOBJECTS document. As we’ll see later. The data contained in the document is displayed in the Report Manager window.1 How Much Revenue Have Efashion Outlets Made This Year? Display Data In A Standard Report You have built a Standard report that shows sales revenue and quantity sold for the eleven cities where the eFashion retail chain does business.

Choose where you want to save the document and type in a name. From the File menu. By default. BUSINESSOBJECTS saves BUSINESSOBJECTS documents in the UserDocs folder in the BUSINESSOBJECTS 5.0 folder. 2.rep file. The Save dialog box opens. choose Save. The document is saved as a . Getting Started with BusinessObjects 25 . save the document that contains the report: 1.Display Data In A Standard Report Save your BusinessObjects document Before you go any further.

1 How Much Revenue Have Efashion Outlets Made This Year? Organize The Data Now you have the data. The Sales revenue column is highlighted. Click once in the Sales revenue column.. When the cursor changes to the swap cursor and the status bar at the bottom of the BUSINESSOBJECTS window displays the message Drop to swap contents. 3. Status bar The two columns have swapped positions. drag the cursor over the Quantity sold column. holding down your left mouse button. Swap cursor 2. release the mouse button. Swap Quantity sold and Sales revenue columns You can swap columns of data in a table by simply dragging and dropping: 1. let’s organize it a little differently. Click again in the Sales revenue column and. 26 Getting Started with BusinessObjects .

The column is sorted so that the highest revenue is displayed at the top of the list and the lowest at the bottom. You can undo up to ten consecutive actions. The total Sales revenue is displayed in a new row at the bottom of the table. This is called a footer row. To do this: 1. Click the Sorts button on the Report toolbar. use the Undo button on the Standard toolbar or type Ctr+Z to undo the action. Click the Descending Sort button. Click in the Sales revenue column. Click the Sum button on the Report toolbar. Sum button Sum button dimmed The footer row displays the total sales revenue for all cites Sort sales revenue You want to organize the cities in the table according to sales revenue so that you can see at a glance who is making the most revenue. Tip: If you make a mistake or are not happy with the result of an action you’ve just Undo carried out. You see that the city of New York has the highest sales revenue for this year. Click in Sales revenue column.Organize The Data Add total sales revenue Now let’s add up the columns and display the total sales revenue for all cities. 2. 2. To sort the data: 1. Getting Started with BusinessObjects 27 . Descending Sort 3.

Double-click inside the cell containing the text Report Title. such as report titles. Type "Revenue for year 2001" and press the Enter key. 28 Getting Started with BusinessObjects . To edit the text in the title placeholder: 1. 2. Report Title is highlighted. The new text is displayed in the cell. Whenever you add data or text to a report it has to be put in a container. let’s give your report a title. Give the report a title A Standard report contains a placeholder for a title. Text. is contained in freestanding cells. A free-standing cell is a cell that is not attached to any other report element. To do this: 1. The Format Cell dialog box opens.1 How Much Revenue Have Efashion Outlets Made This Year? Format The Report Title Now. charts and free-standing cells. BUSINESSOBJECTS has three basic containers: tables. Format the title Let’s now format this title a little differently. Right-click on the cell and choose Format Cell from the menu.

Getting Started with BusinessObjects 29 . 4. 3. Click the Font tab.Format The Report Title 2. Click the Custom Color box and choose gray from the palette and then click OK. Choose 18 from the Size box and set the Font Style to Bold.

1 How Much Revenue Have Efashion Outlets Made This Year? 5. Click OK to close the Format Cell dialog box and save the changes you have made. 7. Click the Borders tab. Your report title now looks like this: 30 Getting Started with BusinessObjects . Click the None icon in the Presets box to remove the border from the title. 6.

Getting Started with BusinessObjects 31 . Help screen Click the Help button to get an explanation of these options A Help screen opens with a short explanation of what each option on the dialog box or dialog box tab does.Format The Report Title Tip: If you need an explanation of any of the options in the dialog boxes: • Click the Help button on the dialog box.

To copy the table: 1. 2. To do this. we’re going to copy the table. edit it and then turn it into a chart. 32 Getting Started with BusinessObjects . A “hatched” gray border appears around the table. Holding down the mouse button. draw a box over a part of the table. Release the mouse button.1 How Much Revenue Have Efashion Outlets Made This Year? Display Data In A Chart We’re going to display some of the data in the table in a chart.

hold down the left mouse button and drag the cursor to the right of the table. 5. The cursor changes to the copy cursor. When the cursor changes to the move cursor. Getting Started with BusinessObjects 33 . The Quantity sold column is highlighted. The table is copied in the new location. Hold down the Ctrl key. When the cursor changes to a black arrow pointing downwards. You’re now going to delete the Quantity sold column. 4. Release the mouse button. To do this: 1.Display Data In A Chart 3. Move cursor Copy cursor This outline shows you where the copy of the table will be placed. click once. Move the cursor over the table. Hold the cursor over the Quantity sold column.

Delete button 3. Click the 3-D column chart button. A menu of chart types is displayed. Click the Delete button on the Standard toolbar. The data displayed in the table is displayed in a chart. Chart button 3-D column button Chart option buttons 5. The Quantity sold column is removed from the table. 4. 34 Getting Started with BusinessObjects . Click the Chart button on the Report toolbar. Select the table.1 How Much Revenue Have Efashion Outlets Made This Year? 2.

Inner border Click in this area Drag this handle Resize cursor 2. hold down the left mouse button and drag the corner to the right to resize the chart. If only the outer border is displayed. When the resize cursor is displayed. Make sure that when the chart is selected. release the mouse button. To do this: 1. When all the city names are displayed.Display Data In A Chart Resize the chart The chart is not large enough to display all the city names so you need to resize it. two borders are displayed. click again just under one of the city names. Getting Started with BusinessObjects 35 . Move your cursor over the handle on the right-hand corner of the inner border. Click once on the chart just under one of the city names. 3.

and click OK. Report tab 2. Right-click on the report tab and choose Rename from the menu. the report is given a default name Report 1 (2.). To give your report a more meaningful name: 1. Revenue Year 2001. 36 Getting Started with BusinessObjects . 3 etc. Type in a name for the report.1 How Much Revenue Have Efashion Outlets Made This Year? Rename Your Report When you create a new BUSINESSOBJECTS document or insert a new report. The new name is displayed on the report tab.

The Finished Report The Finished Report Congratulations! You’ve created your first BUSINESSOBJECTS report. Your final report now looks like this: Getting Started with BusinessObjects 37 .

1 How Much Revenue Have Efashion Outlets Made This Year? 38 Getting Started with BusinessObjects .

...... organize a report in sections and rank data.... ❑ Time 15 minutes ❑ Finished report Efashion........Lesson 2 How Do Regional And Seasonal Differences Affect Revenue? .... In this lesson ❑ Business question How is revenue affected by regional and seasonal differences? ❑ Learning objective Manipulate variables using drag and drop...............................rep............. Revenue by Region Getting Started with BusinessObjects 39 ......

you need to bring in some more data. You now want to look at sales revenue in more detail to see how this revenue is affected by seasonal and regional differences. This lesson takes you through all the steps needed to build the following report showing the top three product lines in four eFashion regions: 40 Getting Started with BusinessObjects . To get a more detailed view. you built a report to get a high-level view of the sales revenue generated by your eFashion outlets.2 How Do Regional And Seasonal Differences Affect Revenue? Objective In lesson 1.

1. Getting Started with BusinessObjects 41 . Right-click on new report tab and choose Rename Report from the menu 3. 2. blank report is inserted. Let’s give the report a name right away. Right-click on Revenue in Year 2001 report tab and choose Insert Report from the menu. Type in Revenue by Region in the Rename Report box and click OK. A new.Insert A New Report Insert A New Report You’re going to build a second report in the same BUSINESSOBJECTS document so first let’s insert a new report tab.

Open the Time Period folder and double-click on Quarter. Sales revenue and Quantity sold stored in your BUSINESSOBJECTS document. you need to use the Query Panel to get some more data. We’re going to keep the data you already have in the report and add some data to allow you to get a more detailed look at your business. The Query Panel is displayed.2 How Do Regional And Seasonal Differences Affect Revenue? Get More Data The Report Manager Data tab currently shows that you have data for City. You now have six objects in Results Objects. Open the Product folder and add Lines in the same way. Right-click here. 42 Getting Started with BusinessObjects . To do this: 1. To build the new report. 3. Open the Measures folder and add Margin. 4. 2. Right-click on any variable in the list in the Data tab of the Report Manager and choose Edit Data Provider from the menu. Quarter is added to the Result Objects.

Quarter. The status bar displays messages. It will take a few moments for the query to run.. Watch this area here for messages while the query is running The new data is displayed in the Report Manager Data tab and you can now use this data to build your report. to show you what BUSINESSOBJECTS is currently doing... for example.. Getting Started with BusinessObjects 43 . Connecting to the database. Click Run.. Lines and Margin are added to the data stored in the document.Get More Data 5.

Measure objects retrieve numeric data that is the result of calculations on data on the database. For example.2 How Do Regional And Seasonal Differences Affect Revenue? Report Manager and BUSINESSOBJECTS data types The Report Manager Data tab displays a list of the data stored in your BUSINESSOBJECTS document. Dimension object Detail object Measure object 44 Getting Started with BusinessObjects .) A detail object is always associated to one dimension object. revenue per city is calculated. Data used in BUSINESSOBJECTS is qualified in three ways. Dimension objects typically retrieve character-type data (customer names. This qualification shows how data can be used in reports. city names. revenue per year is calculated. on which it provides additional information. if you include City and Sales Revenue in a table. Measure objects are semantically dynamic: the values they return depend on the objects they are used with. For example. or dates (years. Dimension objects provide the basis for analysis in a report. quarters. etc.). invoice dates. If you include Year and Sales Revenue. Address is a detail object that is associated to Store. etc.

Holding down the Ctrl key select Lines. 2. Insert Table cursor Status bar message tells you what will happen when you release the mouse button. The cursor changes to the table insert table cursor and the status bar displays the message Drop to create a table. 3. Drag the selected objects from the Report Manager window into the Report window.Display Data In A Table Display Data In A Table To build the next report. Quarter and Sales Revenue. In the Report Manager select City. To do this: 1. you’re going to add a new table by dragging data from the Report Manager Data tab to the Report window. Getting Started with BusinessObjects 45 .

2 How Do Regional And Seasonal Differences Affect Revenue? When you release the mouse button. the selected data is displayed in a table: 46 Getting Started with BusinessObjects .

First. You can remove this repetition by turning the table into a crosstab. This type of report is called a master/detail report. we have data for each city per quarter. The City column is removed from the table and a section for each of the eleven values of City is created. Create section cursor 3. the cursor changes to the create section cursor. At the moment each row of the table displays sales revenue per line per quarter which means that quarter and line names are repeated. As you move the cursor out of the table. Click once in the City column. release the mouse button. Click again in the City column and. holding down your left mouse button. Scroll down the report to look at the different City sections. When the cursor changes to the create section cursor and the status bar displays Drop to move contents and create a section.Organize The Data In Sections Organize The Data In Sections There’s a lot of data in the report and you can organize it so that it will be easier to read. To do this: 1. The City column is highlighted. 2. section master section detail You can make the report even clearer by changing the format of the table. By creating a section in the report for each city you will see more easily the sales revenue for each city per quarter. Getting Started with BusinessObjects 47 . drag the cursor out of the table and position it over the top left of the table.

48 Getting Started with BusinessObjects . Sales Revenue is displayed in the body of the crosstab. Turn to Crosstab cursor 3. When the cursor changes to the Turn To Crosstab cursor and the status bar displays Drop to turn into a crosstab.2 How Do Regional And Seasonal Differences Affect Revenue? To do this: 1. you now look in the Austin section. You have to get the cursor into just the right position for it to become the Turn To Crosstab cursor. locate Q1 in the top row and Accessories in the left column and the cell which forms the intersection of these two values gives you the sales revenue for Accessories in Q1 in Austin. release the mouse button. The Quarter column is removed from the table and the names of the quarters are now displayed in the top row of the crosstab. The names of the product lines are displayed in the left column of the crosstab. Tip: When you create the crosstab. drag the cursor to the top right-hand corner of the table. To find the sales revenue for Accessories in Austin in Q1. move the cursor slowly to the top right-hand corner of the cell that displays the title Sales Revenue. 2. holding down your left mouse button. The Quarter column is highlighted. Click once again in the Quarter column and. Click once in the Quarter column.

you’re going to rank the product lines according to the revenue generated: 1. Check the Top check box. To do this. Getting Started with BusinessObjects 49 . What you’d like to do now is see which lines generated the top revenue in each quarter for each city. 4. Click OK. Ranking 3.Rank Top Three Product Lines Rank Top Three Product Lines You now have a report that shows you how product lines performed in the different cities. Click in Lines column. Only the top three revenue-making lines are now displayed in each crosstab. 5. 2. BUSINESSOBJECTS will display the top three. By default. The Select Top/Bottom for Lines dialog box opens. The Lines column is highlighted. Make sure Sales revenue is selected in the Based on list box. Click Ranking button on the Report toolbar.

open the Formatting toolbar. and press Enter. To do this: 50 Getting Started with BusinessObjects . To add a title to your report. Click the Insert Cell button on the Report toolbar. 3. In the previous lesson you used a dialog box to change cell formatting. First. Format the title Let’s format the cell a little differently. When the cursor changes to the resize icon. The contents are highlighted and you can type in your changes and then press Enter. The cursor changes to the Insert Cell cursor. “Top Three Product Lines”. Type in a title for the report. 2. Hold your cursor over the right edge of the title cell. To insert a cell: 1. 2. This time you’re going to use the Formatting toolbar. A cell is inserted. Click once at the top of the page. To re-size the title cell: 1. Tip: To edit cell contents. it has a flashing cursor inside so that you can type in text straight away. double-click on the cell. 3. Release the mouse button when the cell is large enough to display the entire cell contents.2 How Do Regional And Seasonal Differences Affect Revenue? Insert A Report Title Let’s now add a title to the report to make it clear what the report is about. you first have to insert a cell. When you insert a new cell. Insert Cell cursor Insert Cell button 4. hold down your left mouse button and drag the cell border to the left to make the cell smaller and to the right to make it wider. The cell is a container for the text in your title.

Click once on the title cell.Insert A Report Title • Right-click on the Standard toolbar and choose Formatting from the menu. Choose Dark Blue from the palette and click OK. Click the Borders button again and. On the Formatting toolbar. The cell is highlighted. The Color Palette opens. Borders button Font Color Borders options 5. Click once outside the title cell to see the result. 2. Click the No Borders option. click the arrow next to the Borders button to open the Borders button options. Getting Started with BusinessObjects 51 . Bottom Border 7. click the Bottom Border button. this time. To format the title cell: 1. 4. 3. With the title cell still selected. click the Font Color button. The Formatting toolbar is displayed under the Standard toolbar. No Borders 6.

and not the content. Select the title cell. Click the Paste Format button on the Standard toolbar.2 How Do Regional And Seasonal Differences Affect Revenue? The title is now in blue and underlined. Copy 3. 2. To do this: 1. Paste Format The formatting only. Any changes you make to one section of a master/detail report are applied to all sections. You can now copy this formatting to other cells in the report so that your report design is consistent. Notice that all the cells containing city names are also re-formatted. 52 Getting Started with BusinessObjects . of the title cell is copied to the Austin cell. 4. You’ve spent some time getting this formatting just right. Select the cell that contains the name of the city Austin. Click the Copy button on the Standard toolbar.

then Dallas and finally Miami. Click the Group Values button on the Report toolbar. City+. Holding down your Ctrl key. To do this: 1. Getting Started with BusinessObjects 53 . Your database has data for cities but it doesn’t have data for regions. All the data for the cities of Austin. select Houston. and Miami is grouped together into one section.Group Cities Into Regions Group Cities Into Regions You would like to organize your report to look at regional differences in sales revenue. and click OK. City+ is displayed in the Data tab. South. No problem. is created and displayed in the list in the Report Manager Data tab. Since you have the data for cities. Group Values 4. The Rename Group dialog box opens. Type in a name for the group. Select the cell that displays the city Austin. South. you can group the cities into the regions of your choice in your report and then calculate sales revenue by region. Houston. A new variable. Dallas. 3. A new variable. 2.

54 Getting Started with BusinessObjects . Boston and Washington and rename East. to group Chicago and Colorado Springs and rename Midwest. to group New York. Now. let’s rename City+ in the list in the Report Manager Data tab. Your report now has four sections. Repeat Step 1 to Step 4 to group San Francisco and Los Angeles and rename West.2 How Do Regional And Seasonal Differences Affect Revenue? 5.

3. in the Name of the Variable text box and click OK. Type in a new name. Choose Edit Variable from the menu. The Edit box opens. Getting Started with BusinessObjects 55 . Region. 2. Region is displayed in the list in the Report Manager Data tab.Group Cities Into Regions To do this: 1. Right-click on City+ in the Report Manager Data tab.

2 How Do Regional And Seasonal Differences Affect Revenue? The Finished Report Your finished report looks like this: 56 Getting Started with BusinessObjects .

2.Navigate Through Your Reports Navigate Through Your Reports We saw earlier that the Report Manager displays all the data in your report. Click on the Report Manager Map tab. To do this: 1. You can also use the Report Manager to navigate through the reports in your document. The Report Manager Map tab displays a list of all the reports in your document. Click on West in the list. it also displays the region section names. Getting Started with BusinessObjects 57 . The data for West is displayed in the report window. For the report currently displayed in the report window.

release the mouse button. Click again in the Quarter row and then.2 How Do Regional And Seasonal Differences Affect Revenue? Get a Different Viewpoint Your report is currently organized so that you have one section per region and you can see which were the top-selling product lines in each region. drag the cursor over the Region cell. Click in the Quarter row. You can get a different view of your data by viewing by quarters instead of region. 58 Getting Started with BusinessObjects . 3. holding down your left mouse button. Swap cursor Region is moved to the crosstab and the report now has one section for each quarter. 2. To do this: 1. You see that Sweat-T-Shirts were the top-selling articles for all four quarters this year. When the cursor changes to the Swap cursor and the status bar reads Drop to swap contents.

.......rep........... use alerters to highlight interesting data................. In this lesson ❑ Business question Which cities are generating the best margin? ❑ Learning objective Use the Formula Editor to make calculations and create variables.... ❑ Time 15 minutes ❑ Finished report Efashion....... Margin Analysis Getting Started with BusinessObjects 59 .....Lesson 3 Which Cities Are Making The Best Margin? .....................

This lesson takes you through all the steps needed to build the following report: 60 Getting Started with BusinessObjects . instead of using a blank report and building from scratch. you’re going to base your new report on the one you built in the previous lesson and rearrange the data in it.3 Which Cities Are Making The Best Margin? Objective You want to highlight the cities which are generating the best margin. To do this. you will need to carry out some calculations on the data in your report and create your own report variables. This time.

A new report.Reorganize A Report Reorganize A Report You’re going to use the report you built in the previous lesson as a base for building your new report. Click on the Report Manager Map tab. You now have three reports in your document. 2. Duplicate a report To duplicate an existing report: 1. so the first step is to duplicate the base report. Double-click on Revenue by Region (1) in the Report Manager Map list. Type in a new name for the report Margin Analysis. 4. Revenue by Region (1) is added to the Report Manager Map tab list. Getting Started with BusinessObjects 61 . Right-click on the report Revenue by Region in the list in the Report Manager Map tab and choose Duplicate Report from the menu. 3.

Your report now has one. 62 Getting Started with BusinessObjects . Drop to turn to table. When a horizontal line appears above the cursor. release the mouse button. To do this: • Select the Lines column and delete from the table. drag the cursor over the left column of the crosstab. Click in the Region row. and the status bar reads. Click again in the Region row and. 2. To do this: 1. main section. To turn the crosstab into a table: 1. Select the Q1 cell and click the Delete button on the Standard toolbar. Turn the crosstab into a table You want to display your data in a table and not a crosstab. 3.3 Which Cities Are Making The Best Margin? Remove the sections This report will have only one main section so you are going to remove the sections. Choose Yes to delete the master cell and the section from the report. Turn to Table cursor Delete a column of data You do not need the data for Lines in this report so you can delete the column that contains this data. The following message box is displayed: 2. holding down your left mouse button.

Add Data To The Table

Give the report a title
1. Double-click on the title cell. 2. Type in a new title for the report, Margin per City.

Add Data To The Table
The data you want to use for this report is already available in the document. All you have to do to continue building your new report is add the data to your table from the Report Manager Data tab. First, you’re going to replace Region with City. To do this: 1. Click the Data tab of the Report Manager. 2. In the Report Manager Data tab, select City in the list of variables. 3. Click City once more and, holding down your left mouse button, drag the cursor over the Region column.

4. When the Region column is highlighted with a gray hatched border and the status bar displays the message Drop to replace contents, release the mouse button. The data in the column is replaced with the data for City.

Getting Started with BusinessObjects 63

3 Which Cities Are Making The Best Margin?

Next, you’re going to add Quantity sold and Margin to the table. To do this: 1. In the Report Manager Data tab, select Quantity sold in the list of variables. 2. Click Quantity sold once more and, holding down your left mouse button, drag the cursor to the right edge of the Sales revenue column. 3. When the edge of the column or row is highlighted with a gray hatched border and the status bar displays the message Drop to insert, release the mouse button.

The data for Quantity sold is added in a new column.

Now add Margin to the table in the same way you added Quantity sold.

64 Getting Started with BusinessObjects

Calculate Margin Per Unit

Calculate Margin Per Unit
We saw in Lesson 1 that some calculations on data are carried out when you run a query and that you can make certain calculations on data in reports using toolbar buttons. You can also make calculations by writing formulas. In this report you want to display in your table the margin per unit for each city. You have the necessary data, Sales revenue and Quantity sold, to calculate this figure already in your report. First, let’s add a new column to the table to display this new data. To do this: 1. Click inside the Margin column. 2. Click the down arrow next to the Structure button on the Report toolbar The Structure option buttons are displayed.

Structure

3. Click the Insert Column After button. A new, empty column is inserted after the Margin column. 4. Double-click in the blue cell at the top of the column. This cell is called the header cell. 5. Type in Margin per unit and press Enter.

Getting Started with BusinessObjects 65

3 Which Cities Are Making The Best Margin?

To calculate margin per unit you need to write a formula which divides Margin by Quantity sold. To do this, you use the Formula Editor: 1. Click inside the Margin per unit column. 2. From the Data menu, choose the Edit Formula. The Formula Editor opens. The Formula Editor allows you to make up your formula by choosing Variables, Functions and Operators directly from the lists.

3. Double-click on the equal sign (=) in the Operators list. All BUSINESSOBJECTS formulas must begin with an equal sign. 4. Double-click on Margin in the Variables list. 5. Double-click on the division symbol (/) in the Operators list.

66 Getting Started with BusinessObjects

Create A Local Variable You have the data for sales revenue and margin but since your eFashion outlets are in cities of different size and importance you will get a better view of how the different cities are performing by showing margin as a percentage of overall sales Getting Started with BusinessObjects 67 . Click OK. The formula you have just created is stored in the formulas folder in the Report Manager Data tab. Double-click on Quantity sold in the Variables list. 7.Create A Local Variable 6. The result of the calculation appears in the Margin per unit column.

3. Click on the Definition tab. Again. Type in a name. Right-click on the Variables folder in the Report Manager Data tab and choose New Variable from the menu. However. The Variable Editor opens. To create a local variable to calculate margin as a percentage of sales revenue: 1. you can use a local variable to build tables and charts in exactly the same way as you use variables retrieved using a query. 2. Margin as % rev. A local variable is a formula with a name. you are going to create a local variable. It is called a local variable because it is only available in the document in which it was created. 68 Getting Started with BusinessObjects . you are going to make this calculation yourself using data you already have in your report but this time instead of creating a formula.3 Which Cities Are Making The Best Margin? revenue.

Double-click the close bracket ) symbol in the Operators list. Double-click the multiply by (*) symbol in the Operators list.Create A Local Variable 4. 11. Getting Started with BusinessObjects 69 . 13. Type in 100%. Double-click Sales revenue in the Variables list. 7. 10. 9. 6. 12. Double-click the open bracket ( symbol in the Operators list. Click the Formula tab. The Formula Editor you used earlier is displayed and you build the formula for a local variable by choosing from the lists in the Formula Editor just as we saw earlier. Click the Measure option button to qualify the new variable as a measure. Double-click the division (/) symbol in the Operators list. 8. Double-click Margin in the Variables list. Double-click the equal (=) symbol in the Operators list. 5.

Add Margin as % rev to the table after the Margin per unit column in the same way you added Margin and Quantity sold. Notice that the data is not yet correctly formatted as a percentage. The variable you have just created appears in the list of variables in the Report Manager data tab. Add the new variable to the table 1. 70 Getting Started with BusinessObjects . Click the OK button.3 Which Cities Are Making The Best Margin? Your formula now looks like this: 14.

3.Create A Local Variable 2. The data is now correctly formatted as a percentage. Percentage Style Getting Started with BusinessObjects 71 . Click inside the Margin as % revenue column. Click the Percentage Style button on the Formatting toolbar.

Click once in the cell that displays the average margin. Average margin is displayed in a new row at the bottom of the table: Next. Click in the Margin as % rev column. 1. 2. The formula BUSINESSOBJECTS used to calculate the average margin is displayed in the Formula Bar. 72 Getting Started with BusinessObjects .3 Which Cities Are Making The Best Margin? Highlight Cities With Above Average Margin You want to highlight all the cities that made above average margin in a different font color to the others so that these cities will stand out from the rest in the table. this kind of highlighting is called an alerter. The Formula Bar opens. Right-click on any open toolbar and choose Formula Bar from the menu. In BUSINESSOBJECTS. we’re going to calculate average margin. To do this you need to: • create a variable to calculate average margin • set up an alerter First. From the Data menu. 2. choose Calculations and then Average. 1. we’re going to turn the formula to calculate average margin into a variable.

Choose Evaluate the formula in its context. The variable Average margin appears in the variables list in the Report Manager Data tab. The Define the variable dialog box opens. Click the Define As Variable button on the Formula Bar. Alerter Getting Started with BusinessObjects 73 . Click once in the City column. Define As Variable 4. 5. To do this: 1. 2. 6.Highlight Cities With Above Average Margin 3. Click the Alerter button on the Report toolbar. The Alerters dialog box opens. You’re now ready to set up the alerter. Type in a name for the variable Average margin. Click OK.

3 Which Cities Are Making The Best Margin?

3. Click Add. The Edit Alerters dialog box opens.

4. Type in a name for the Alerter, "Above Average Margin" in the name box and then type in a description of what the alerter does. 5. Click on the Conditions tab. This is where you define how the alerter will be displayed and when it will be displayed.

6. From the Variable to Compare listbox, choose Margin as % revenue. 7. From the Operator 1 list box, choose > (greater than symbol). The Value 1 box appears.

74 Getting Started with BusinessObjects

Highlight Cities With Above Average Margin

8. Click once on the down arrow next to the Value 1 box and choose Variables from the menu. The Variables dialog box opens.

9. Choose Average margin from the list and click Insert. 10. Click on the arrow next to Cell Content and choose Format from the menu. The Cell Format dialog box opens. 11. Click the Font tab and set the color to red, the font style to bold and click OK. The Conditions tab now looks like this:

Getting Started with BusinessObjects 75

3 Which Cities Are Making The Best Margin?

12. Click OK to close the Edit Alerter dialog box. The alerter is displayed in the alerters list.

the check mark shows that the alerter is turned on.

13. Click OK to close the Alerters box. The names of those cities that have produced above average margin this year are now formatted in bold, red type.

76 Getting Started with BusinessObjects

The Finished Report The Finished Report In your finished report. the cities that produced above average revenue clearly stand out from the rest: Getting Started with BusinessObjects 77 .

3 Which Cities Are Making The Best Margin? 78 Getting Started with BusinessObjects .

... calculate quarterly variance and publish the report.................................. Quarterly Variance Getting Started with BusinessObjects 79 .....Lesson 4 How Has Sales Revenue Progressed From Quarter To Quarter? .......... In this lesson ❑ Business question How has sales revenue progressed from quarter to quarter? ❑ Learning objective Display and format financial data in a table..rep....... ❑ Time 15 minutes ❑ Finished report Efashion...........

This lesson takes you through all the steps needed to build the following report: 80 Getting Started with BusinessObjects . These indicators include those you got from your database. such as margin as a percentage of sales revenue.4 How Has Sales Revenue Progressed From Quarter To Quarter? Objective You want to see how your business has progressed from quarter to quarter over the past year. such as sales revenue. You are going to do this by building a report to compare the difference in certain indicators from quarter to quarter. and those you have set up yourself.

Remove the alerter on city You do not want to display the alerter you have set up in this report. To turn the alerter off: 1. it is not deleted. The Alerters dialog box opens. You also need to turn the alerter off. so you can always turn it on again if necessary. Click OK. 3. 4. Duplicate and rename • Duplicate the report Margin Analysis and rename it as Quarterly Variance. Getting Started with BusinessObjects 81 . Click the Alerter button on the Report toolbar. When you turn an alerter off. Uncheck the check box next to Above average margin. 2.Before You Begin Before You Begin You are again going to base this new report on the one created in the previous lesson so you need to copy and rename this report. Click once in the City column.

2.4 How Has Sales Revenue Progressed From Quarter To Quarter? Organize The Data In this report. you are interested in the differences between quarters and not in the differences between cities so you are going to replace city with quarter in your table. drag the cursor over the City column. 3. release the mouse button. You also no longer want to display the footer row at the bottom of the table that displays the average. Delete button The City column is replaced with the Quarter column. Click the Data tab of the Report Manager. 82 Getting Started with BusinessObjects . To do this: 1. 4. Click once again on Quarter and. The footer row containing Average is removed from the table. Change the table orientation The data in this table can be better presented by displaying the headings in the left column of the table. holding down your left mouse button. You can do this by rotating the table. Select the footer row at the bottom of the table and click the Delete button on the Standard toolbar. When the City column is highlighted with a gray hatched border and the status bar displays the message Drop to replace contents. 5. Select Quarter in the list of variables.

To do this: 1. Next. 3. Rotate Table Reorganize and format the table Let’s format the table to better present the data. Click the Align Center button on the Formatting toolbar. 2. 2. To select a cell. Select the table. First. make the top row stand out better by centering the Quarter names and putting them in bold type. It displays the names of the variables whose values are displayed in the rows.Organize The Data To do this: 1. click inside it once. The table is rotated and the headings are displayed in the left column of the table and you read the data across the rows. Bold Align Left Align Center Getting Started with BusinessObjects 83 . Click the Bold button on the Formatting toolbar. Click the Align Left button on Formatting toolbar. align the cell contents in the header column to the left. Select the Q1 cell. Select the left column. To do this: 1. The contents of the header column cells are aligned against the left edge of the cell. Click Rotate Table button on the Report toolbar. This is the header column. 2.

To do this: 1. When the cursor changes to a black arrow pointing down. Click the Background Color button on the Formatting toolbar.4 How Has Sales Revenue Progressed From Quarter To Quarter? The quarter names now stand out better in the table. click in the Q1 cell. To select a column or row. Calculate The Quarterly Variance You want to display the quarterly variance to see how your business has progressed from quarter to quarter. Background Color 3. 84 Getting Started with BusinessObjects . Notice that any changes you make to one of the Quarter cells are made to all values of that variable. Holding down the Ctrl key. let’s calculate the difference between the figures in Q2 and the figures in Q1. hold your cursor over the top of it. 2. Click in the Q2 cell. 2. To do this: 1. The Color Palette opens. Select the Q1 column. First. Let’s change the background color of the body cells. Choose White from the Color palette and click OK. click once. All the Quarter columns are now shaded white.

Click the Background Color button on the Formatting toolbar Background Color button 4. To do this: 1. let’s shade them a different color.Calculate The Quarterly Variance Variance button 3. Holding down Ctrl key. The variance columns stand out from the rest. Click in the Q4 cell. Select the Q2-Q1 column. To calculate the difference in figures between Q3 and Q4: 1. click in the Q3 cell. Choose Pale Orange from the color palette and click OK. 3. The difference between each indicator for the two quarters is displayed in a new cell added after the figures for Q2. Click the Variance button on the Report toolbar. Click the Variance button on the Report toolbar. Add shading to variance columns To make the cells that show the quarterly variance stand out. 2. A new column of figures is displayed after the figures for Q4. Getting Started with BusinessObjects 85 . This column of figures is named Q2Q1. 2. Holding down the Ctrl key. select the Q4-Q3 column 3.

The Cell Format dialog box opens. in the title cell. The logo is an image file and to add an image you first need to insert a cell to contain the image and then resize it. you want to add the eFashion corporate logo. 2.4 How Has Sales Revenue Progressed From Quarter To Quarter? Add The Finishing Touches This report will be read by the whole company so you’re going to add the company logo as well as give it a title. Insert a new cell in the top left-hand corner of the report and press the Enter key. If necessary. you may need to move the title over to the right to make room. Quarterly Variance. Add The Company Logo To finish off your report. To do this: 1. Right-click on the cell and choose Format Cell from the menu. Give the report a title Type in a new title. 86 Getting Started with BusinessObjects .

Add The Finishing Touches 3. To insert the logo: 1. Go to the UserDocs folder in the BusinessObjects 5. The Open dialog is displayed. type in 14 in the Width box and 13 in the Height box and click OK. The cell is now just the right size for the eFashion logo.0 folder. From the Insert menu. Getting Started with BusinessObjects 87 . 4. In the Size section. 2. Select the cell. choose Picture. Click the Appearance tab. 3.

bmp and click Open. The Finished Report Your final report looks like this: 88 Getting Started with BusinessObjects . 2. Select the cell containing the logo. The eFashion logo is displayed in your report. Select Efashion. Click the No Borders button on the Borders toolbar. To remove the border from around the logo: 1.4 How Has Sales Revenue Progressed From Quarter To Quarter? 4.

The BUSINESSOBJECTS repository is a centralized storage place which you can use to exchange documents with other BUSINESSOBJECTS users at eFashion. To do this. you are going to publish the report to the BUSINESSOBJECTS repository and specify which groups of users you want to publish the report for. • The names of the groups to which you belong. To do this: 1. the default document domain and the name of the active document are shown: Publish to Corporate Documents If you belong to just one user group. Click the Publish to Corporate Documents button on the Document Exchange toolbar. and document domains as those illustrated in this tutorial.Publish The Report Publish The Report The final step is to make the quarterly figures available to the sales and marketing departments throughout eFashion. The Send dialog box is displayed. The name of the active document appears here. This is the default document domain. 2. They will not have the same groups. Because you cannot select other groups. the icon for that group appears here. categories. Getting Started with BusinessObjects 89 . Note: What you see in the dialog boxes in this section of the tutorial depends on how BUSINESSOBJECTS has been set up in your company. Display the Document Exchange Toolbar. the To button is grayed.

90 Getting Started with BusinessObjects . see the INFOVIEW User’s Guide. BUSINESSOBJECTS displays a message box to show that you successfully published the documents on the repository: For more information on sending and retrieving documents.4 How Has Sales Revenue Progressed From Quarter To Quarter? 3. Click OK.

. How have product lines performed over the last four quarters? ❑ Learning objective Learn how to organize and view reports which contain a lot of data using breaks to display totals and subtotals..... learn about calculation contexts..... Product Analysis Getting Started with BusinessObjects 91 ............ ❑ Time 15 minutes ❑ Finished report Efashion..Lesson 5 How Have Product Lines Performed? In this lesson ❑ Business question .........rep..................................... learn how to use a template to quickly format reports to corporate standards..

The report you are going to build contains a lot of data and you will see how you can organize and present reports containing a lot of data so that those reading your reports can go directly to the part that interests them. 92 Getting Started with BusinessObjects . This lesson takes you through all the steps needed to build the following report.5 How Have Product Lines Performed? Objective You now want to look at how your product lines have been performing in some detail. blank report after Quarterly Variance and rename the new report Product Analysis. Before you begin Insert a new.

Lines. Quantity sold. Add a table First. Organize the columns in your table in the following order: City. 3. Margin. Quantity sold. Margin and Sales revenue. Lines. In the Report Manager Data tab list select City. you’re going to build a new report from scratch using the data already available in the document and then you’re going to quickly format it by using a template. Getting Started with BusinessObjects 93 . Quarter. 1.Create A New Report Create A New Report This time. add all the data you need in this report from the Report Manager Data tab. Drag all the selected variables into the report and drop to create a table. and Sales revenue. Quarter. 2.

94 Getting Started with BusinessObjects . To do this: 1. Click OK. Choose EFASHMD from the list of templates. 3. This dialog box has a list of all the templates you have available in your templates folder.5 How Have Product Lines Performed? Apply A Template So far you have the data you need displayed in a simple table. Right-click on the Product Analysis report tab and choose Apply Template from the menu. A preview of the selected template is displayed. 2. The template is applied to your report. The Apply a Template dialog box opens. You’re now going to organize and format this data by applying one of the eFashion corporate templates.

see the BUSINESSOBJECTS User’s Guide. Break Up The Report Data We have already seen that one way of avoiding repetition in a table is by setting up a report with sections.Break Up The Report Data Your report is now organized in sections as a master/detail report with one section for each city. Getting Started with BusinessObjects 95 . Double-click on <add comment> and type in for year 2001. Another way of organizing data is to break up data in a table or crosstab. Your report also has the eFashion company logo and a formatted placeholder for a report title and for a comment. Double-click on <Title> and type in Product Sales by City. Note: For information on how to set up a corporate template. 2. Your table and cells are formatted using corporate fonts and shading. 1. Let’s fill these placeholders in right away.

Click Center Value Across Break button on the Formatting toolbar. 4. Click the Insert Break button on the Report toolbar. To do this: 1. Click in the Quarter column. The quarter cells are merged into one and each quarter value is displayed only once. Insert Break 2. Click in the Quarter column. The table is broken up into four sections with one section for each quarter.5 How Have Product Lines Performed? A break allows you to display all the data for each value of a dimension variable together. Center Value Across Break 96 Getting Started with BusinessObjects . 3. but more importantly it allows you to display subtotals for each break section.

Click the Sum button on the Report toolbar. 2. You’re going to add totals for three columns of data. 4. Click in the Margin column. a subtotal is displayed in a new row and a grand total is displayed at the bottom of the table. breaking up data in a table allows you to display subtotals as well as a grand total.Make Calculations Make Calculations As we said earlier. Notice that for each break section in the table. Click in the Sales revenue column. 5. To do this: 1. 6. You have to add the totals for each column of data separately. Click the Sum button on the Report toolbar. Sum 3. Getting Started with BusinessObjects 97 . This allows you to have a total for each quarter and a total for the year for each city in the report. Click the Sum button on the Report toolbar. Click in the Quantity sold column.

Copy cursor 4. The advantage of doing this here is that the caption cell will be correctly formatted so you won’t have to spend time formatting it from scratch. Double-click in the cell and type in sales revenue. To do this: 1. An easy way to add a cell is to copy one that already exists in the report. release the mouse button. When the cursor changes to the Copy cursor and the status bar reads Drop to copy contents. The cell and contents are copied to the new position. 3. We’re going to add the sales revenue totals for each city next to each city name. Add a caption To add a caption. 2. Click once again on the cell and. let’s add a caption for the sales revenue total.5 How Have Product Lines Performed? Add Section Headings We’re now going to add some summary information at the top of each section so that those reading your report can get a high level view for each city and then look at the details if necessary. 98 Getting Started with BusinessObjects . We can do this in one easy move. drag the cursor and position it just next to the Austin master cell and then hold down the Ctrl button. Select the for year 2001 cell. you need to insert a cell to contain the text. But first. holding down your left mouse button.

holding down your left mouse button. When the cursor changes to the Copy cursor and the status bar reads Drop to copy contents. section totals for each section. Notice that BUSINESSOBJECTS has calculated the section totals automatically. BUSINESSOBJECTS re-calculates according to the context in which the calculation is placed: a grand total at the top of the report. Click again in the Sales revenue column and. Click in the Sales revenue column. Copy cursor 3. 1. The cells containing the comment and the sales revenue total have been copied to all the city sections in the report. release the mouse button. The total sales revenue for the city is displayed in a new cell. 2. Getting Started with BusinessObjects 99 . drag the cursor out of the table and position it next to the sales revenue cell and then hold down the Ctrl key. You can also define the calculation context using specific syntax which tells BUSINESSOBJECTS which dimension objects you want to exclude or include in the calculation. For more information on calculation contexts.Add Section Headings Add section totals Now let’s add the sales revenue total next to the sales revenue caption. Calculation contexts A powerful feature of BUSINESSOBJECTS is that you can re-use the same calculation in different parts of the report. see the BUSINESSOBJECTS User’s Guide.

The formatting is copied to the sales revenue total cell. Select the sales revenue total cell. 3. 3. 1. 100 Getting Started with BusinessObjects . All the cells you now select will be aligned with this one. Select the cell containing the sales revenue section total. Right-click on any open toolbar and choose Alignment from the menu. you can align report elements. The Alignment toolbar is displayed. Align section headings To give the report a really polished look. we’re going to align the right edges of the cells containing the section totals: To do this: 1.5 How Have Product Lines Performed? Format section totals The new cell is not formatted in the same way as the other cells in the report but we can quickly fix this. Click the Paste Format button on the Standard toolbar. Resize the cells containing the section totals to the width of the cell contents. Right-click on the City master cell and choose Copy from the menu. You may need to move the table down slightly to make room for the section totals. 2. Align Right 2. Here. Paste Format Now add a section total for margin following the same steps you followed to add a section total for sales revenue.

Getting Started with BusinessObjects 101 . The cells are aligned along the right edges. Hold down your Ctrl key and select the cell containing the margin section total. 5. Click the Align Right button on the Alignment toolbar.Add Section Headings 4.

From the View menu. the name of the city and the section totals. Click the 1 button at the bottom of the bar. 2.5 How Have Product Lines Performed? Show In Outline View There’s a lot of information in this report. A convenient way of displaying a report in sections like this is to use outline view. The sections are folded to display only the section title. choose Outline. Click here to fold or unfold all sections. 102 Getting Started with BusinessObjects . To turn on outline view: 1. People viewing your reports can then open up the sections they are interested in to get more details. a bar with arrows is displayed. At the side of the report window. Outline view folds up the sections in the report to display only the high level information that you’ve included at the top of each section.

The Finished Report The Finished Report The final report looks like this: To view a report in outline view: 1. Getting Started with BusinessObjects 103 . This gives you a list of the cities in the report. 2. Click on the arrow next to Miami in the Outline bar. The Miami section opens up and you can view the details for the product lines for the four quarters of the year for Miami. Click on the Report Manager Map tab. Click on Miami in the Report Manager Map list. The high level information for Miami is displayed in the Report window. 3.

5 How Have Product Lines Performed? 104 Getting Started with BusinessObjects .

.......... How do the budget sales figures compare with the actual sales figures? ❑ Learning objective Learn how to bring data from a personal data file into BUSINESSOBJECTS and combine it with data from a BUSINESSOBJECTS Universe query...................rep....... create and format a chart to compare data.................. ❑ Time 15 minutes ❑ Finished report Efashion.........Lesson 6 How Do The Budget Sales Figures Compare With The Actual Figures? In this lesson ❑ Business question .. Actual .....Budget Getting Started with BusinessObjects 105 ...

You already have the actual sales revenue figures from the corporate database in your BUSINESSOBJECTS document.6 How Do The Budget Sales Figures Compare With The Actual Figures? Objective You want to compare the actual sales figures for this year with the figures you forecast at the beginning of the year. This lesson takes you through all the steps needed to build the following report: 106 Getting Started with BusinessObjects . Your sales forecast figures are in a personal spreadsheet file that you have on your computer. You can bring this data into BUSINESSOBJECTS and then link the data from the database and the spreadsheet so that you can build a report to make your comparison.

Getting Started with BusinessObjects 107 .Get Data From A Personal Data File Get Data From A Personal Data File You want to bring data from a personal spreadsheet file into your BUSINESSOBJECTS report to compare the budget figures with the actual sales results. To do this: 1. 2. Choose Access new data in a different way and click Begin. Right-click on any variable in the list in the Data tab of the Report Manager and choose New Data Provider from the menu. The New Data Wizard opens up.

6 How Do The Budget Sales Figures Compare With The Actual Figures? 3. Choose Microsoft . Your spreadsheet is a Microsoft Excel file. 108 Getting Started with BusinessObjects . 1.0 folder. Click the Browse button and locate the file Efashion. The Access Personal Data dialog box is displayed. 2.xls in the UserDocs folder in the BusinessObjects 5. choose Others. This is where you set up how you are going to bring the data into the BUSINESSOBJECTS document.xls file from the Format list. choose Personal data files from the list box and click Finish. On the next screen.

type in a name for the data provider. 5. Click OK. click the By Data Provider on the Report Manager Data tab. 4. 7. Budget. Getting Started with BusinessObjects 109 . Click the Definition tab. Check First row contains column names. data from your query data from your spreadsheet By Data Provider option button You now have data from two different data providers in your BUSINESSOBJECTS document. 6. To see which data comes from which data provider. Click the View button. In the General section.Get Data From A Personal Data File 3. The Data Manager opens up. The new data is displayed in the Report Manager window.

To do this: 1. Click the Definition tab. Click on the plus signs to open up the data provider lists. BUSINESSOBJECTS universe and Excel spreadsheet is displayed. type in a name for the data provider. 110 Getting Started with BusinessObjects . To do this: 1. Click on the Definition tab. 2. The Data Manager is displayed. choose View Data. Click on Query 1 on eFashion. 3. From the Data menu. In the General section. for example.6 How Do The Budget Sales Figures Compare With The Actual Figures? Link Data From Different Sources The next step is to link the data from the two data providers so that you can display data from both of them in the same table or chart. You now have to link these two data providers together. 2. To do this: 1. A list of variables from each data source. Actual. You gave the spreadsheet data provider a meaningful name so let’s do the same for the universe data provider.

one from Actual and one from Budget.Budget. 4. you need to insert a new. You’re now ready to build your report with actual and budget data. Notice that you have Quarter twice in the list of variables in the Report Manager. Projected Sales Revenue and Quantity sold and drag into the Report window to create a table.Display Data In A Chart 2. Click on Quarter in the Actual list and click the Link To button. 2. Insert a new report after Product Analysis and rename it Actual . 1. First. blank report. 3. Display Data In A Chart You want to display your data in a chart. Click OK again to close the Data Manager. Getting Started with BusinessObjects 111 . Click on Quarter in the list and click OK. Sales Revenue. The Define Link Between Dimensions dialog box opens up. In the Report Manager Data tab select Quarter(Actual). It doesn’t actually matter which one you choose.

are displayed on the Y-axis and dimension objects. Click OK. The data is displayed in a column chart. such as Quarter.6 How Do The Budget Sales Figures Compare With The Actual Figures? 3. Right-click on the table and choose Turn To Chart from the menu. The Chart AutoFormat dialog box is displayed. Measure objects. 5. Choose Column from the Chart Types list and choose the first option in the Styles for the Selected Chart Type section. 4. such as Sales revenue. are displayed on the X-axis. Y-axis X-axis A column chart has two axes. 112 Getting Started with BusinessObjects .

Getting Started with BusinessObjects 113 . The Y-axis on the chart represents dollars so you can’t even see the quantity sold column on the chart. Quantity sold. The Chart Format dialog box is displayed. Click the Series tab. To do this: 1. Right-click on the chart and choose Format Chart from the menu. Sales revenue is calculated in dollars and quantity sold in units. and Sales revenue. one axis with values in dollars and the other with number of units. revenue and quantity are not calculated in the same way. 2.Organize The Chart Data Organize The Chart Data The chart has a different color column for each of the three measures: Projected Sales Revenue. However. We can improve this chart in two ways: • by using different chart types for quantity sold and for revenue • by displaying data on two Y-axes.

Select Group 2 and choose Line from the Group Type list. Group 2. 4. A new group. is created on the secondary axis. Notice that the icon next to the Group 2 list is a line chart icon. 114 Getting Started with BusinessObjects .6 How Do The Budget Sales Figures Compare With The Actual Figures? 3. Click on the plus sign to open Group 1 and drag Quantity sold to the Secondary Y-axis folder.

6.Organize The Chart Data 5. Quantity sold is represented as a line chart and you can now clearly see the figures for each quarter. Your chart now has a secondary Y-axis. You can specify how you want your columns to be arranged by setting how much space you want between the sets per Quarter and whether you want the columns in each set to overlap. Set the Overlap to 50 and Gap Width to 100. Click OK to close the dialog box and view the result. 7. Notice that this icon is a column chart icon. The Primary Y-axis displays the values in dollars for projected and actual revenue shown in the column chart The Secondary Y-axis displays the values for Quantity sold shown in the line chart Getting Started with BusinessObjects 115 . Click on the Group 1 icon.

Show/Hide Legend Notice that the overlapping columns clearly show where the actual sales figures went over or under the forecast figures. 116 Getting Started with BusinessObjects . To move the legend: 1. The chart legend would be better positioned at the top of the chart. To add a chart legend: • Click the Show/Hide Legend button on the Report toolbar.6 How Do The Budget Sales Figures Compare With The Actual Figures? Format The Chart Now let’s work on the presentation of the chart by adding a legend and changing the colors of the columns and lines. Click on the outer border of the chart legend. A hatched. Add a chart legend A chart legend is essential here to explain what the different columns and lines on the chart represent. gray border appears around the chart legend.

Drag the chart legend and position it above the chart. Change the column color You can change the colors of the column borders and the fill. To do this: 1. The Data Series Format dialog box is displayed. Getting Started with BusinessObjects 117 .Format The Chart 2. Double-click on the Sales Revenue column.

click on the Foreground Color box. 4. For a line chart. Double-click on the line chart. Choose a color from the palette. change the color of the Projected Sales Revenue column. 118 Getting Started with BusinessObjects . click on the Color box. 2. Change the line color Now let’s change the color of the line chart that displays the data for Quantity sold. 4. 5. you can change the color and width of the line and the color and shape of the data point markers. Click OK to close the dialog box and view the result. In the Fill section. from the Color palette and click OK. 3. Click OK to close the dialog box and view the results. dark red. 1. Do the same for Background Color.6 How Do The Budget Sales Figures Compare With The Actual Figures? 2. If you wish. The Data Series Format dialog box is displayed. gray for example. for example. Choose a color. In the Line section. and click OK. 3.

Format The Chart Format the chart axes You can also format the chart axes. the dollar symbol is added before each figure. Here. we’re going to format the sales revenue as currency and change the color of the secondary Y-axis to the same color as the line chart that displays the data for Quantity sold. Note: BUSINESSOBJECTS uses the default currency set in the Windows Control Panel Regional Settings. Click the Currency Style button on the Formatting toolbar. This will make it clearer to those reading your chart that the figures for Quantity sold should be read against the right axis and the sales revenue against the left axis. The data labels are selected as shown below: Currency Style 2. The sales revenue figures are formatted using the default currency style. Click on the data labels on the primary Y-axis on the left of the chart. If your default currency style is dollars. To format the currency: 1. Getting Started with BusinessObjects 119 .

again. 2. dark red in our example. 6. 3. In the Line section. 120 Getting Started with BusinessObjects . Double-click on the secondary Y-axis on the right of the chart. set Color to the same color you used for the line chart. Click the Pattern tab. 5. 4. Click the Font tab. Set the font color to the same color. The Format Axis Label dialog box is displayed. Click OK to close the dialog box and view the results.6 How Do The Budget Sales Figures Compare With The Actual Figures? To format the axis: 1. dark red in our example.

Right-click on the eFashion logo and choose Copy from the menu. of course.The Finishing Touches The Finishing Touches To finish off the report. The eFashion logo is pasted into the Actual-Budget report. 4. Getting Started with BusinessObjects 121 . 2. give it a nicely formatted title. 3.Budget”. Now Copy the title from the Quarterly Variance report into the Actual-Budget report in the same way and change the title to “Actual . A quick way of adding these to this report is to copy them from one of the other reports in the same document and paste them into this report. To do this: 1. Click back on the Actual-Budget report. Click on the Quarterly Variance report. Right-click in the top left-hand corner of the report and choose Paste from the menu. you are going to add the corporate logo and.

6 How Do The Budget Sales Figures Compare With The Actual Figures? The Finished Report Your finished report now looks like this: 122 Getting Started with BusinessObjects .

........ sales analysis Getting Started with BusinessObjects 123 ............................................... ❑ Time 15 minutes ❑ Finished report Revenue..rep... In this lesson ❑ Business question What factors impact sales revenue performance? ❑ Learning objective Learn how to use BUSINESSOBJECTS drill mode to analyze your business data..Lesson 7 What Factors Impact Sales Revenue Performance? .........

Typically. . You can then go down one level at a time and display more detailed information.7 What Factors Impact Sales Revenue Performance? Objective We saw earlier in this tutorial how BUSINESSOBJECTS allows you to get a different viewpoint of your business by swapping the position of data in a report. you start off your analysis by looking at the high-level data and when you spot an unusually low or high value. Drill mode allows you to include data for analysis behind the scenes of your report and display only the top level data. In this lesson. What is drill mode? If you displayed all the factors that could be useful for analysis in a table or chart. This behind-the-scenes data is set up in the Query Panel. it could be difficult to read. 124 Getting Started with BusinessObjects . or an unexpected value. you can analyze it by displaying related data on a more detailed level. you’ll see how BUSINESSOBJECTS drill mode allows you to break down data and view it on different levels of detail to discover what is the driving factor behind a good or bad result.

see the BusinessObjects User’s Guide. you typically include highlevel objects to display in your table or chart. you set how many levels of detail you want to be able to drill down to. You set the scope of analysis here This data will be displayed in the report. The aim of this lesson is to show you how to use drill mode in a report that has been set up for drill mode analysis. For the objects displayed in the report. Getting Started with BusinessObjects 125 . but include more detailed objects in your scope of analysis. These analysis levels are defined by the Universe designer and are known as hierarchies. You set this behind-the-scenes data by setting the scope of analysis.Objective When you set up a report for analysis in drill mode. BUSINESSOBJECTS retrieves these objects from the database and stores them behind the scenes in your report so that they are there when you need them. For more information on hierarchies and setting up data for drill mode.

4. The report contains a chart showing Sales revenue for the top three selling product lines over the last three years. The report has been organized in sections. choose Open. you see that sales revenue in the Sweat-T-Shirt line has risen to an excellent level in 2001. your top revenue-making line. What happened in 2001? Let’s look at this chart in drill mode to see if we can pinpoint the problem in this line. 3. The Open dialog box is displayed. Revenue in the ShirtWaist line has remained steady over the past three years. Open the document Revenue. Accessories in 2000 has seen a sharp decrease in 2001. 126 Getting Started with BusinessObjects . However. The document contains one report. Sales Analysis. From the File menu. Go to the UserDocs folder in the BusinessObjects folder.rep. with one section for each of the four eFashion regions. 2. Looking at the chart.7 What Factors Impact Sales Revenue Performance? Open A Document to Analyze You’re going to use a document that has already been set up for analysis in drill mode. To open this document: 1.

Click the Drill button on the Standard toolbar. Floating Drill toolbar Docked Drill toolbar First. the cursor becomes a magnifying glass with a question mark next to it. Select the chart. Depending on how you’ve set up your toolbars. The report tab displays the drill icon to show you are in drill mode. To look at the data for a different region: Getting Started with BusinessObjects 127 . The original report remains intact. 2. chart or crosstab was selected before you clicked the drill button.Open Drill Mode Open Drill Mode To open drill mode: 1. Drill Note: If no part of any table. A new report is created which contains a copy of the selected chart. the Drill toolbar may be docked under other open toolbars or floating. The Drill toolbar is displayed. let’s see if the drop in Accessories revenue is confined to the East or whether it’s a region-wide drop. If this happens. The Drill toolbar displays East because you selected the chart in the section East region. click on the chart to open drill mode.

you see that this is a nationwide drop. If you look at the data for the other two regions. 128 Getting Started with BusinessObjects . click on the down arrow next to South in the Drill toolbar and choose All Region from the list.7 What Factors Impact Sales Revenue Performance? Click on the arrow next to East in the Drill toolbar and choose South from the list. Seeing though we don’t need to investigate regional factors any further. You see that there have been similar results in this region. The chart is updated to show the data for the South. The chart is updated to show the data for all eFashion regions.

The data for quarter appears in the chart and the selected value. you see that the next level of detail is Quarter. Getting Started with BusinessObjects 129 .Drill Down for More Detail Drill Down for More Detail There has been a steep decline in revenue from 2000 to 2001 so let’s look at the year 2000 in more detail. Right-click on 2000 and choose Drill Down from the menu. Let’s drill down to quarter to look at how the accessories line performed over the four quarters of year 2000. year 2000 appears in the Drill toolbar. The tooltip shows you what the next level of detail is • To do this. If you hold your cursor over the year 2000.

you see that the next level down is category. This means there is no further data to drill down to in the document. Drill Through To Get More Data When you hold your cursor over Jewelry. What happened with the this line in Q3? Let’s look more closely at the accessories product line. You can drill through to the database and get the next level of data to continue your analysis. If you hold your cursor over accessories.7 What Factors Impact Sales Revenue Performance? You see that the accessories line was doing extremely well in Q1 and Q2 and then there was a steep drop in Q3 followed by a further drop in Q4. You see that Jewelry was the top-selling category in Q1 and Q2 and then went into steep decline over Q3 and Q4. Tip: You may need to enlarge the size of the chart at this point to see all the data. Why did jewelry revenue decline so drastically? Let’s drill down on Jewelry and see if we can pinpoint the problem area. you see that. the tooltip displays Right-click to Explore. Let’s look at this to see whether certain categories of products are responsible for the decline in revenue or whether this is an overall trend. this time. This looks like a problem. 130 Getting Started with BusinessObjects . No problem. To do this: • Double-click on Accessories to drill down to Category.

Drill Through To Get More Data To do this: 1. Right-click on Jewelry and choose Drill Through from the menu. Getting Started with BusinessObjects 131 . The Drill Through dialog box is displayed. The next level down from Category is SKU description.

132 Getting Started with BusinessObjects . Select SKU description in the list and click OK. BUSINESSOBJECTS connects to the database and retrieves the requested data. Let’s limit the data displayed by only displaying the products that make up the top 20% of revenue. The data for SKU description is displayed in the chart.7 What Factors Impact Sales Revenue Performance? 2. it’s difficult to pinpoint which one it is. This may take a few moments. Limit The Data Displayed In The Chart There’s a lot of data in this chart and although you can see that one particular product has had a dramatic decrease in revenue.

Click the Rank button on the Report toolbar.Limit The Data Displayed In The Chart To do this: 1. 2. The Rank dialog box is displayed. Check In percentage of total number of values. 3. Check Top. 4. Click on SKU description. Type in 20 next to Top and click OK. Getting Started with BusinessObjects 133 . 5.

Note: You can send BUSINESSOBJECTS documents by email if you have Microsoft Outlook installed in your computer. Your document is attached to a new mail message window. 134 Getting Started with BusinessObjects . let’s turn the chart to a crosstab.320 in Q2 to $133. To do this: • Right-click on the chart and choose Turn to Crosstab from the menu. To do this: • From the File menu. The figures show an overall decline in accessories revenue but the fall from $1. To look at the exact figures for these four quarters. Sales for this line were excellent in Q1 and Q2 and then there was a sharp decrease in revenue in Q3 followed by a continuing decline in Q4.081.7 What Factors Impact Sales Revenue Performance? Clearly the problem lies with the E-watch line. Send The Document By Email Let’s send the results of this analysis to the product manager in charge of the Ewatch line and ask for an explanation of this dramatic fall in revenue. choose Send To and then Mail.725 in Q3 is extremely worrying.

. In this lesson ❑ Task objective How much revenue did this product line make this week? ❑ Learning objective Learn how to set up a report to prompt users to choose which data they want to get from the database......... how to refresh a report to get the up-to-date data........ Weekly Revenue Getting Started with BusinessObjects 135 ................ ❑ Time 15 minutes ❑ Report Tutorial...........rep..........................Lesson 8 How Much Revenue Did This Product Line Make This Week? .

136 Getting Started with BusinessObjects . We will not describe the procedure for recap tasks in detail in this lesson.8 How Much Revenue Did This Product Line Make This Week? Objective Efashion publishes sales figures internally on a weekly basis. you’re going to set up a query so that when users refresh a document. they will be prompted to choose the product line and week they want to view data for. This lesson will take you through the steps to set up the report below: Note: This is the last lesson of this tutorial. To do this. You want to set up a report to allow product managers to view the weekly sales figures for a chosen product line and chosen week so that they can focus on the specific data that interests them. Some of the tasks you have to carry out to complete this lesson are recap tasks which have been described in detail elsewhere in this tutorial.

This allows them to focus on the specific data that interests them. Add Lines. 3. set up the basic query. Click the New Report Wizard button on the Standard toolbar. 1. Choose eFashion from the list of universes and click Finish. Create a new report First. 2.Set Up A New Query Set Up A New Query You are going to set up a new query in a new BUSINESSOBJECTS document and then set conditions to prompt users to specify which data they want to have displayed in the report. Choose EFASHION from the Available Templates list and click Next. The New Report Wizard opens up. Category and Sales revenue to the Result Objects section. 5. The Query Panel opens up. The Query Panel now looks like this: New Report Wizard Getting Started with BusinessObjects 137 . Choose Universe and click Next. Choose Select a template and click Begin. 6. 4.

which product line they want to display data for and which week. let’s set up the condition for product line. First. drag Lines to the Conditions section. 138 Getting Started with BusinessObjects . To do this: 1. The Classes and Objects list turns into the Operators list.8 How Much Revenue Did This Product Line Make This Week? Focus on specific data You want to allow users to specify two types of data. From the Product folder.

Type Which product line? and press the Enter key. 4. Double-click Type a new prompt in the Operands list. Double-click Equal to in the Operators list. 3. Getting Started with BusinessObjects 139 .Set Up A New Query 2. The Operators list turns into the Operands list.

Double-click Equal to in the Operators list. set up a second condition to limit the data retrieved to the specified week: 1. Type Which week? and press the Enter key. Double-click Type a new prompt in the Operands list. 2. Open the Time folder and drag Week to the Conditions section. 3.8 How Much Revenue Did This Product Line Make This Week? Next. 4. 140 Getting Started with BusinessObjects .

Accessories is displayed in the Enter or Select Values box. Getting Started with BusinessObjects 141 . The Enter or select values dialog box opens up. Click Run on the Query Panel. 2. Click in the Which product line? box and click the Values button.Set Up A New Query Get the data You are now ready to run the query and retrieve the data. 3. To do this: 1. Choose Accessories from the list and click OK. This box displays a list of all the available product lines. The List of Values box opens.

Click OK to display the data in the report. 7. Before going on to the next section. We’re going to insert a break on the Accessories column simply so that we can avoid having accessories repeated several times and so that we can center Accessories across the categories it describes. • Double-click on <Title> and type Weekly Sales. 142 Getting Started with BusinessObjects . Next. Choose 6 from the list and click OK. Format The Report Your data is displayed in a table and the report has the corporate logo and a placeholder for a title and a comment. Click in the Which week? box and click the Values button. let’s format the table. 6. save the document. The List of Values box opens. This time it displays a list of all the available weeks. 5. let’s give the report a title. First.8 How Much Revenue Did This Product Line Make This Week? 4.

Add Tracking Information

To do this: 1. Click in the Accessories column.
Insert Break

2. Click the Insert Break button on the Report toolbar. 3. Click again in the Accessories column and click the Center Across Break button on the Formatting toolbar.
Center Across Break

Next, add a total. • Click in the Sales revenue column and click the Sum button on the Report toolbar.

Sum

Because you have inserted a break, you have two total rows, one for the Accessories subsection and one for the whole table. Since Accessories is the only subsection in this table, the totals are the same, so you can delete one of these rows. To do this: • Select the last row and click the Delete button. Your table now looks like this:

Add Tracking Information
This report is going to be regularly updated with new data so we’re going to add some tracking information so that you know exactly when the data dates from. This is easy to do in BUSINESSOBJECTS because you can insert commonly used types of tracking information in special fields that are automatically updated every time you update the data in a document. The report only contains data for a specified week so it’s useful to have this information visible somewhere. This is the week you chose when you ran the query. You can insert a query prompt, such as week, directly from the Insert menu. But first, let’s add a caption.

Getting Started with BusinessObjects 143

8 How Much Revenue Did This Product Line Make This Week?

To do this: • Double-click on <add comment> and type Week: Next, let’s add the special field. 1. Copy the Week: cell and paste the copy to the right of the original. 2. Select the second Week: cell. 3. From the Insert menu, choose Special Field and then Query Prompt. The List of Prompts dialog box is displayed. This box displays the list of prompts you had to fill in when you ran the query.

4. Choose Which week? from the list and click OK. The week you chose when you ran the query is displayed in the selected cell.

We’re now going to add the date the report was last updated in the same way. 1. Copy the Week: cell and paste the copy under the original Week: cell. 2. Change the text to display Last updated: 3. Copy the Last updated: cell and paste the copy to the right of the original cell. 4. Select the right-hand cell.

144 Getting Started with BusinessObjects

Add A Chart

5. From the Insert menu, choose Special Field and then Date and Time, then Last Refresh. The date the report was last updated, in fact the date you ran the query, is inserted in the selected cell.

Add A Chart
To finish off the report, we’re now going to add a chart to display a visual summary of the weekly sales revenue per category so that we can see at a glance the best-selling category of the week. To do this: 1. Drag Category and Sales revenue from the Report Manager window and drop in the Report window to create a table. 2. Right-click on the table and choose Turn to Chart from the menu. The Chart Autoformat dialog box opens.

Getting Started with BusinessObjects 145

146 Getting Started with BusinessObjects . Select the chart and click the Show Chart Legend button on the Report toolbar. making up 58% of total revenue. 4. The chart is displayed in the report.8 How Much Revenue Did This Product Line Make This Week? 3. Show/Hide Legend 5. Gloves and Scarves were by far the best-selling category this week. The Finished Report Your finished report now displays total weekly revenue for the Accessories product line with a breakdown of the figures per category. Hats. Choose 3-D Pie from the Chart Types list and then the pie chart style with the % labels and click OK. Reposition the chart legend below the chart and resize the chart if necessary.

we’re going to refresh the report: 1. To do this. Choose Sweaters from the product line list and 7 from the week list click OK. Sweaters for week 7. retrieves the requested data and updates the report with the new data. BUSINESSOBJECTS reconnects to the database. The Enter or Select dialog box is displayed. The table and chart are updated with sales revenue figures for Sweaters for week 7. Getting Started with BusinessObjects 147 . week. maintaining the report formatting and presentation. Refresh 2. Click the Refresh button on the Standard toolbar. has also been updated to 7. Notice that the special field.Display Different Data for a Different Product Line Display Different Data for a Different Product Line Let’s look at revenue for another product line.

8 How Much Revenue Did This Product Line Make This Week? 148 Getting Started with BusinessObjects .

mdb 11 Efashion.rep 11 Efashion.ret 11 B borders cell 30 toolbar 51 break insert 96. 142 BusinessObjects email address 14 start 17 universe 19 World Wide Web site 14 C calculate average 72 sum 27 variance 84 calculation contexts 99 cell align contents 83 copy 98 edit borders 30 edit contents 28 format 28 Getting Started with BusinessObjects 149 .bmp 11 Efashion.Index A alerter create 73 defined 72 set conditions 74 turn off 81 align cell contents 83 cells 100 alignment toolbar 100 analyzing data in drill mode 124 average calculate 72 axes chart 112 format on chart 119 format dialog box 28 free-standing 28 header 65 insert 98 insert free-standing 50 resize 87 cells align free-standing 100 center value across break 96 chart axes 112 change column colors 117 change line color 118 create 112 display data in 34 legend 116 move legend 117 organize data on 113 pie chart 145 resize 35 select 35 column change background color 85 delete 33 insert empty 65 select 33 type in name 65 columns swap 26 condition set for alerter 74 conditions pre-defined 22 copy formatting 52 free-standing cell 98 from one report to another 121 report 61 table 32 create alerter 73 chart 112 crosstab 48 formula 66 local variable 68 section 47 table 45 create report using New Report wizard 18 crosstab insert 48 turn to table 62 currency format as 119 D data add from Report Manager 45 add to Query Panel 21 add to table 63 bring in from spreadsheet 107 link 111 Data Manager 109 data provider edit 42 link 110 rename 109 data types detail 44 dimension 44 measure 44 variables 44 date and time inserting as special field 145 delete column 33 section 62 demo folder 11 demo files Efashion.ret 11 Efashion.xls 11 Efashmd.unv 11 Efashion.

117 free-standing cell 28 line chart 118 table cell 83 table column 85 formatting copying and pasting 52 toolbar 50 formula turn to variable 72 write 66 Formula Editor display 66 free-standing cell 28 insert 50 resize 50 link data providers 110 objects 111 List of Prompts dialog box 144 local variable create 68 defined 68 logo insert 86 M Map tab Report Manager 57 margin calculate average 72 master/detail report 47 move chart legend 117 table 33 multimedia Quick Tour 9 G group values 53 grouping edit variable name 55 E edit data provider 42 query 42 efashion demo materials 11 tutorial storyline 10 efashion demo kit installing 11 Efashion.mdb 11 Efashion.rep 11 Tutorial. 99 measure 44 online Help using 31 operands on query panel 139 operators on query panel 139 outline view 102 I image add to report 86 InfoView user’s guide 90 insert break 96 empty column 65 image 86 new report 41 F folder Demo 11 Template 11 UserDocs 25 footer row 27 L legend display on chart 116 move 117 reposition 117 P passwords for launching BUSINESSOBJECTS 17 150 Getting Started with BusinessObjects .ret 11 Efashion.xls 11 Efashmd.unv 11 Efashion.rep 11 dimension object 99 display chart legend 116 Formula Editor 66 Report Manager 24 toolbars 51 document refresh 147 save 25 document exchange toolbar 89 drill open drill mode 127 through 130 what is drill mode? 124 duplicate report 61 format as currency 119 chart axes 119 column chart 115.bmp 11 Efashion.Index installing 11 Revenue.rep 11 Efashion.ret 11 e-mail BusinessObjects asdress 14 email send document by 134 N navigate through reports 57 new report 41 New Data Wizard 107 New Report wizard 18 H header cell 65 Help using online 31 highlight data with formatting 72 O objects detail 44 dimension 44.

19 user identification 17 UserDocs folder 25 Getting Started with BusinessObjects 151 . 141 subtotal display 97 sum button 27 calculate 27 swap columns 26 data 26 section master 58 T table add data to 63 copy 32 create 45 move 33 rotate 83 select 32 turn to chart 32.rep 11 rotate table 83 row footer 27 run query 23. 24 title 28 toolbar 24 Report Manager add data from 45 display 24 Map tab 57 U undo actions 27 button 27 universe 11. 112 turn to crosstab 48 template apply 94 folder 11 title edit report 28 resize 50 toolbars alignment 100 borders 51 display 51 document exchange 89 formatting 50 report 24 standard 24 structure 65 total calculate 27 display 97 tracking information adding 143 Tutorial. query set up 138 publish report 89 Q query edit 42 run 23. 141 set up 21 set up a prompt 138 Query Panel add data 21 illustrated 20 pre-defined conditions 22 query prompt inserting as special field 144 Quick Tour multimedia presentations 9 view by data provider 109 reports viewing finished 9 resize cell 87 chart 35 free-standing cell 50 title 50 Revene.rep 11 S save document 25 secondary Y-axis 113 section add headings 98 create 47 delete 62 swap master 58 select chart 35 column 33 table 32 send document by email 134 sort data 27 special field date and time 145 query prompt 144 spreadsheet use data from 107 Standard report 18. 24 standard toolbar 24 start BusinessObjects 17 status bar instructions displayed in 26 status messages in 43 Storyline 10 structure toolbar 65 R ranking 49 refresh a document 147 rename data provider 109 report 36 report add image 86 copy from one to another 121 create 18 duplicate 61 insert new 41 insert title 50 master/detail 47 navigate through 57 publish 89 refresh 147 rename 36 Standard 18.rep 126 Revenue.Index pre-defined conditions on Query Panel 22 primary Y-axis 113 prompt.

Index V variable add to table 63 create by grouping values 53 define as variable 72 edit local 55 local 68 variance calculate 84 W World Wide Web site 14 X X-axis 112 Y Y-axis 112 primary 113 secondary 113 152 Getting Started with BusinessObjects .

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