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BOW310 Web Intelligence: Report Design I SAP BusinessObjects - Business Intelligence

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Participant Handbook Course Version: 96 Course Duration: 2 Day(s) Material Number: 50103380

An SAP course - use it to learn, reference it for work


Copyright Copyright © 2012 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

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About This Handbook

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Icons in Body Text The following icons are used in this handbook. Icon

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Contents Course Overview ......................................................... vii Course Goals ...........................................................vii Course Objectives .....................................................vii

Unit 1: Introducing Web Intelligence .................................. 1 Describing Web Intelligence Concepts...............................3 Explaining Web Intelligence Core Functionality.....................9 Describing Web Intelligence and the SAP BusinessObjects Business Intelligence Platform .................................. 12

Unit 2: Creating Web Intelligence Documents with Queries ... 19 Querying with Web Intelligence ..................................... 21 Creating a New Document........................................... 26 Modifying a Document's Query ..................................... 34 Working in the Query Panel ......................................... 39

Unit 3: Restricting Data Returned by a Query..................... 53 Restricting Data with Query Filters ................................. 55 Modifying a Query with a Predefined Query Filter ................ 61 Applying a Single-value Query Filter ............................... 64 Using Wildcards in Query Filters.................................... 70 Using Prompts to Restrict Data ..................................... 80 Using Complex Filters ................................................ 93

Unit 4: Designing Web Intelligence Documents ................. 109 Working with Web Intelligence Documents....................... 111 Displaying Data in Tables ...........................................129 Working with Tables .................................................135 Presenting Data in Free-standing Cells ...........................141 Presenting Data in Charts ..........................................147

Unit 5: Enhancing the Presentation of Data in Documents ... 163 Using Breaks and Calculations.....................................166 Using Sorts and Hiding Data .......................................173 Formatting Breaks and Cross Tables..............................184 Filtering Report Data ................................................195 Ranking Data .........................................................204 Tracking Data Changes .............................................212 Highlighting Information with Formatting Rules ..................221

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Contents

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Organizing a Report into Sections .................................233 Copying and Pasting Data Blocks .................................240

Unit 6: Formatting Web Intelligence Documents ................ 249 Formatting Documents ..............................................250 Formatting Charts....................................................267

Unit 7: Calculating Data with Formulas and Variables ......... 283 Formulas and Variables .............................................285 Using Formulas and Variables .....................................289

Unit 8: Using Multiple Data Sources ............................... 309 Synchronizing Data from Multiple Data Sources ................ 311 Creating Multiple Queries in a Document.........................315 Synchronizing Data with Merged Dimensions ...................324 Using a Personal Data Provider ...................................329

Unit 9: Analyzing Data ................................................. 343 Analyzing the Data Cube ...........................................344 Drilling in an Web Intelligence Document.........................348

Unit 10: Managing and Sharing Web Intelligence Documents 361 Publishing Documents to the Corporate Repository ............363 Logging in to the BI Launch Pad ...................................367 Managing Documents in BI Launch Pad..........................371 Viewing an Web Intelligence Document in the BI Launch Pad 375 Sharing Web Intelligence Documents .............................380 Setting BI Launch Pad Preferences ...............................385 Logging off from the BI Launch Pad ...............................389

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Course Overview This two-day instructor-led course is designed to give you the comprehensive skills and in-depth knowledge needed to access, analyze and share data using SAP BusinessObjects™ BI launch pad™ and SAP BusinessObjects™ Web Intelligence™. During this course, you’ll learn how to create Web Intelligence documents for your reporting needs, to retrieve data by building queries using SAP BusinessObjects universes and to use Web Intelligence to enhance documents for easier analysis. You’ll also learn how to organize, manage and distribute documents using the BI launch pad. After taking this course, you will be able to efficiently and effectively manage personal and corporate documents to access the information you need, when you need it. You will be able to design your own reports using Web Intelligence and share your analysis with other users.

Target Audience This course is intended for the following audiences: •

The target audience for this course is report designers who need to access and analyze information using the BI launch pad and Web Intelligence.

Course Prerequisites Required Knowledge •

Not applicable for this offering.

Course Goals This course will prepare you to: •

Access, analyze and share data using SAP BusinessObjects Web Intelligence and BI launch pad.

Course Objectives After completing this course, you will be able to: • •

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Efficiently and effectively manage personal and corporate documents to access the information you and report users need. Design reports using Web Intelligence and share your analysis with other users.

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Course Overview

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Unit 1 Introducing Web Intelligence Unit Overview This unit presents key Web Intelligence concepts and vocabulary that are important to understand before beginning this course. After completing this unit you will be able to: • • •

Describe Web Intelligence concepts Explain Web Intelligence core functionality Describe the relationship among the SAP BusinessObjects Business Intelligence platform, the BI launch pad and Web Intelligence

Unit Objectives After completing this unit, you will be able to: • • • • • • • •

Explain how Web Intelligence allows you to access information Describe universes, the SAP BusinessObjects semantic layer that allows you to query your corporate databases using your own everyday business terms Explain how Web Intelligence queries retrieve data from your corporate databases Describe the different presentation styles from which you can choose to display the data in Web Intelligence documents Understand how Web Intelligence allows you to analyze data at different levels of detail Describe what the SAP BusinessObjects Business Intelligence platform is Explain the relationship among the SAP BusinessObjects Business Intelligence platform, Web Intelligence and the BI launch pad Describe the different methods available for sharing Web Intelligence documents with your colleagues

Unit Contents Lesson: Describing Web Intelligence Concepts ...............................3 Lesson: Explaining Web Intelligence Core Functionality .....................9

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Unit 1: Introducing Web Intelligence

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Lesson: Describing Web Intelligence and the SAP BusinessObjects Business Intelligence Platform ................................................. 12

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Lesson: Describing Web Intelligence Concepts

Lesson: Describing Web Intelligence Concepts Lesson Overview Web Intelligence is a tool for analyzing your organization's business information. It provides access to the information that you need through the SAP BusinessObjects semantic layer.

Lesson Objectives After completing this lesson, you will be able to: • •

Explain how Web Intelligence allows you to access information Describe universes, the SAP BusinessObjects semantic layer that allows you to query your corporate databases using your own everyday business terms

Business Example Your organization has chosen to use Web Intelligence to query your databases, report, analyze and share key data to make business decisions. This overview of Web Intelligence and its semantic language supports you in your ability to use the application effectively.

Accessing Information with Web Intelligence With Web Intelligence, you can query your organization’s databases using your everyday business terms and an easy-to-use interface. You can create simple or very complex reports, and share the information you display with colleagues throughout the enterprise.

Getting the Right Information to Make Decisions You and your colleagues need quick, easy access to information. As part of your job, you make decisions all the time. That means you need the right information at your fingertips to help you make the right decisions. You want to access information using your everyday business vocabulary without having to understand anything about the technical way the information is stored. And once you’ve analyzed this information, you need to be able to share it with your colleagues.

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Figure 1: Web Intelligence Core Functions

Web Intelligence allows business users to access and analyze corporate data from heterogeneous data sources, online or offline. They can also share the data and insights with colleagues, customers and partners over intranets and extranets. The data sources include: • • • • • • •

Relational databases (RDBMS) Online analytical processing (OLAP) server Personal data providers such as Microsoft Excel or CSV files Business Explorer (BEx) queries based on SAP Info Cubes Web services Advanced Analysis workspaces The SAP High-Performance Analytical Appliance (HANA) data source which allows you to benefit from in-memory computing

To access Web Intelligence, you can log into the BI launch pad, the Business Intelligence portal via your internet browser. You can then create and edit Web Intelligence documents and analyze the data displayed in them. Using the BI launch pad, you can share documents with other users. You can also use the Web Intelligence Desktop, a standalone Microsoft Windows application that can be installed on your computer. The Web Intelligence Desktop lets you continue to work with Web Intelligence documents (WID) when you are unable to connect to the BI launch pad, when you want to perform calculations locally rather than on the server, or when your organization chooses to deploy Web Intelligence without installing SAP BusinessObjects Business Intelligence platform servers or an application server. You can also use the Web Intelligence Desktop whilst connected to the SAP BusinessObjects Business Intelligence platform repository. This repository is known as the Central Management Server, or “the CMS”. If you use the Web Intelligence Desktop whilst connected to the CMS, you are working in “connected” mode. In connected mode, you can publish documents that you have created locally, so that BI launch pad users can access them in the CMS repository.

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Lesson: Describing Web Intelligence Concepts

Understanding the Semantic Layer Web Intelligence allows you to access and analyze your organization's data from Relational databases and OLAP servers by means of a semantic layer in one or more SAP BusinessObjects universes. This semantic layer is a view of your organization's data, presented as one or more universes. Web Intelligence provides you access to data in other data sources, such as a BEx query or an Excel file without a universe. Universes are based on business terminology that is familiar to you and shared throughout the organization so they shield users from the technical complexities of the databases where your corporate information is stored. Web Intelligence uses universes to provide access to data. Using a universe's business-oriented view of the data, you can create queries in Web Intelligence and get information using your own everyday terms. The terms you need to be familiar with in order to understand how this semantic layer functions for relational databases are: • • • •

Object Class Predefined query filter Universe

Object Objects are elements in a universe that map to a specific set of data in a relational database. Each object in a SAP BusinessObjects universe is defined with a business term that is commonly used in your organization, such as Country, Year, Revenue, Customer name, Customer address, and so on.

Class Classes are logical groupings of related objects. This diagram shows some of the objects used in this course to build queries and create Web Intelligence documents, and their organization into classes. Classes are indicated here by a folder icon. The objects shown in this diagram are indicated by blue diamonds, orange rectangles, and yellow funnels. For example, the Store class includes the objects State, City, and Store name. The Store class also includes a subclass, called Store details, which contains other objects related to Stores.

Predefined Query Filter The elements identified by yellow filters in the diagram are predefined query filters. Query filters are used to restrict the data returned by an object used in a query.

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Later in this course, you will learn more about the different types of objects that are available in universes, as well as the role of the predefined query filter in the universe.

Universe A SAP BusinessObjects universe relates the objects for a business area such as finance, sales, human resources, or purchasing departments to your organization's data stored in its databases. The universe used throughout this course is called eFashion. This universe defines objects related to a fictional Fashion company. Universes are created by a universe designer who is familiar with your organization's databases using the Universe design tool. The universe designer then makes the universes available to you and other users in the BI launch pad, the SAP BusinessObjects Business Intelligence portal. When you create Web Intelligence documents, you first select a universe to query the database where the data that interests you is stored.

Quick and Easy Access to Information Business intelligence software offers tools for generating reports automatically whenever they are needed and provides easy analysis and querying to help with the decision-making business process. Many business intelligence platforms require the intervention of an information service to produce personalized OLAP cubes that are then used for reporting. Web Intelligence users on the other hand, have access directly to the source database allowing for robust query and analysis options. This helps in responding to everyday questions and in facing problems that are present when trying to make good decisions quickly. The BusinessObjects business intelligence platform separates users from the complexity and diversity of databases and associated technologies. It uses business terminology that is shared throughout the enterprise. Because it takes less time to gather information, users can concentrate on their analysis to make the best decisions.

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Lesson: Describing Web Intelligence Concepts

Figure 2: Representation of the Business

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Lesson Summary You should now be able to: • Explain how Web Intelligence allows you to access information • Describe universes, the SAP BusinessObjects semantic layer that allows you to query your corporate databases using your own everyday business terms

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Lesson: Explaining Web Intelligence Core Functionality

Lesson: Explaining Web Intelligence Core Functionality Lesson Overview Web Intelligence allows you to perform querying, reporting and analysis tasks, all in a single tool.

Lesson Objectives After completing this lesson, you will be able to: • • •

Explain how Web Intelligence queries retrieve data from your corporate databases Describe the different presentation styles from which you can choose to display the data in Web Intelligence documents Understand how Web Intelligence allows you to analyze data at different levels of detail

Business Example This lesson provides you with an overview of core functions of Web Intelligence so you can understand how your organization benefits from using the application.

Querying with Web Intelligence To gather the data you require, you begin by creating a Web Intelligence document and selecting the data source that will give you access to the appropriate data, for example a SAP BusinessObjects universe. Next, you use the Web Intelligence Query Panel to add and organize the objects that interest you from the universe you selected. When you build a query in the Web Intelligence Query panel, you select the universe objects and query filters that represent your business question. The query is sent to the Web Intelligence server when it is executed, if you are connected to the SAP BusinessObjects Business Intelligence platform CMS, which generates the final Structured Query Language (SQL) statements, the language used to query the database. The SQL query is then sent to the database to retrieve the data mapped to the objects you selected. The database returns rows of data to the Web Intelligence server, which populates the data as a microcube, called a data provider. This information is then formatted and displayed in a Web Intelligence report as a simple table, or even a complex chart, ready for your analysis.

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A Web Intelligence document can contain multiple reports and each report may have been built using different queries. Once you run the query and retrieve the data that interests you, you can structure and organize the data as you wish in the Web Intelligence document.

Figure 3: The Web Intelligence Query Process

Reporting with Web Intelligence You can use Web Intelligence document features to create professional reports from the data you retrieve. Once you have the data you need, you can display or present it in multiple ways: • • •

As a table (horizontal, vertical, form or cross table) As a chart (bar, box, column, line, map, pie, point, radar or tag cloud) As a multiple-block report containing large amounts of data

Analyzing with Web Intelligence You can analyze your reports and switch your business perspective by dragging and dropping objects, inserting calculations, and changing the display to make the important information easy to see at a glance. You can also perform multi-dimensional analysis by looking at results at a global level or drilling down to a more detailed level of information.

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Lesson: Explaining Web Intelligence Core Functionality

Lesson Summary You should now be able to: • Explain how Web Intelligence queries retrieve data from your corporate databases • Describe the different presentation styles from which you can choose to display the data in Web Intelligence documents • Understand how Web Intelligence allows you to analyze data at different levels of detail

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Lesson: Describing Web Intelligence and the SAP BusinessObjects Business Intelligence Platform Lesson Overview Users can choose to access Web Intelligence as a stand-alone application on their desktop or as a web application from within the SAP BusinessObjects Business Intelligence platform portal, called the BI launch pad. Web Intelligence is part of the SAP BusinessObjects Business Intelligence platform so understanding the SAP BusinessObjects Business Intelligence platform and the function of Web Intelligence within the platform is important.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe what the SAP BusinessObjects Business Intelligence platform is Explain the relationship among the SAP BusinessObjects Business Intelligence platform, Web Intelligence and the BI launch pad Describe the different methods available for sharing Web Intelligence documents with your colleagues

Business Example You need an understanding of the SAP BusinessObjects Business Intelligence platform and how Web Intelligence and the Business Intelligence launch pad work together.

SAP BusinessObjects Business Intelligence Platform Overview The SAP BusinessObjects Business Intelligence platform is a business intelligence (BI) platform that combines end-user insight with flexible systems management for a single BI standard. This allows administrators to confidently deploy and standardize their BI implementations on a proven, scalable, and adaptive service-oriented architecture. The SAP BusinessObjects Business Intelligence platform stores Web Intelligence documents, as well as SAP Crystal reports, Desktop Intelligence documents, SAP BusinessObjects Dashboards models, Voyager workspaces, spreadsheets, and other documents. With the SAP BusinessObjects Business Intelligence platform, users can access this information and organize it to suit their preferences.

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Lesson: Describing Web Intelligence and the SAP BusinessObjects Business Intelligence Platform

About the BI Launch Pad The SAP BusinessObjects Business Intelligence platform comes with the BI launch pad, a web desktop that acts as a window to a broad range of useful business information around your company. The BI launch pad collects and consolidates a company’s BI information and presents it in a secure, focused, and personalized view to users inside and outside an organization. The BI launch pad lets users personalize how they view, manage, and distribute BI content. It is both a standalone BI portal (BIP), as well as a BI content provider for enterprise information portals (EIPs). Using the BI launch pad, you can open existing Web Intelligence documents and create new ones, using the BI launch pad's Web Intelligence report panels.

Sharing Documents with BI Launch Pad Users The BI launch pad allows you to share your documents with colleagues. You can choose to save them as public documents, and if your colleagues are BI launch pad users, you can send your documents directly to them. The SAP BusinessObjects Central Management Server (CMS) stores sent and public documents and enables others to retrieve them. If they do not use the BI launch pad, you can export your documents to Microsoft Excel or Adobe PDF format, or alternatively export the query data to csv, so that your colleagues can easily view and print them. Sharing Web Intelligence documents: Depending on how Web Intelligence has been deployed in your organization, you can share Web Intelligence documents in many ways: • • • • • •

Save documents as files on your workstation, in Web Intelligence WID format, or in Adobe PDF, Microsoft Excel, or export to .CSV format. Send in an E-mail as an attachment, in Web Intelligence WID, Adobe PDF, or Microsoft Excel format. Publish documents to the CMS as a public or personal document. From within the BI launch pad, send a document to another user or group of users. From within the BI launch pad, save a document as a public or personal document in the CMS. From within the BI launch pad, schedule documents to be refreshed and sent automatically by using the BI launch pad scheduler.

Depending on the rights assigned to you by your administrator you may be able to schedule and view a list of your scheduled documents. When you schedule a document you specify a time and a date to refresh it and send it to other users.

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Lesson Summary You should now be able to: • Describe what the SAP BusinessObjects Business Intelligence platform is • Explain the relationship among the SAP BusinessObjects Business Intelligence platform, Web Intelligence and the BI launch pad • Describe the different methods available for sharing Web Intelligence documents with your colleagues

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Unit Summary

Unit Summary You should now be able to: • Explain how Web Intelligence allows you to access information • Describe universes, the SAP BusinessObjects semantic layer that allows you to query your corporate databases using your own everyday business terms • Explain how Web Intelligence queries retrieve data from your corporate databases • Describe the different presentation styles from which you can choose to display the data in Web Intelligence documents • Understand how Web Intelligence allows you to analyze data at different levels of detail • Describe what the SAP BusinessObjects Business Intelligence platform is • Explain the relationship among the SAP BusinessObjects Business Intelligence platform, Web Intelligence and the BI launch pad • Describe the different methods available for sharing Web Intelligence documents with your colleagues

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

True or False: Web Intelligence is a single tool for understanding, controlling and sharing business information? Determine whether this statement is true or false.

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True False

2.

What is a universe?

3.

What is the core functionality of Web Intelligence?

4.

Describe three ways of sharing Web Intelligence documents with others.

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Test Your Knowledge

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Answers 1.

True or False: Web Intelligence is a single tool for understanding, controlling and sharing business information? Answer: True True.

2.

What is a universe? Answer: A universe is the SAP BusinessObjects semantic layer that maps to data in a database and is used for creating queries in Web Intelligence.

3.

What is the core functionality of Web Intelligence? Answer: Querying, reporting, and analyzing data.

4.

Describe three ways of sharing Web Intelligence documents with others. Answer: Publishing the document to the SAP BusinessObjects CMS, sending to a user's Inbox from within the BI launch pad, saving a document locally as a Web Intelligence document (*.wid), an Excel, or a PDF file.

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Unit 2 Creating Web Intelligence Documents with Queries Unit Overview This unit describes how to use Web Intelligence to create, edit and run queries. Use the Web Intelligence Desktop application for all the exercises presented in this lesson.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • • • •

Describe the query process Describe universes, their role and components Describe the universes used in this course to retrieve data Log onto the Web Intelligence Desktop application Create a new Web Intelligence document Select the data source you want to use to retrieve data Build the query to retrieve the data that interests you Save the new Web Intelligence document Add and remove objects from a query Project the data retrieved by an added object into the report block Describe the Query panel panes and toolbar buttons Describe the Universe outline options View and modify the query properties View, copy or edit the SQL statements that generate the query

Unit Contents Lesson: Querying with Web Intelligence...................................... 21 Lesson: Creating a New Document ........................................... 26 Procedure: To Launch the Web Intelligence Desktop .................. 28 Procedure: To Choose a Universe for a New Query in the Web Intelligence Desktop......................................................... 29

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Procedure: To Build and Run a Query in the Web Intelligence Desktop ....................................................................... 30 Procedure: To Save a New Document Locally .......................... 31 Lesson: Modifying a Document's Query ...................................... 34 Procedure: To Edit the Query .............................................. 35 Procedure: To Project Data into a Table.................................. 36 Lesson: Working in the Query Panel .......................................... 39 Procedure: To View or Modify the Query Properties.................... 45 Procedure: To View a Query Script ....................................... 46

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Lesson: Querying with Web Intelligence

Lesson: Querying with Web Intelligence Lesson Overview To retrieve new data from your corporate data sources with Web Intelligence, you can create a new Web Intelligence document or edit the query associated with an existing document. Creating a document involves the following steps: • •

Choosing the appropriate data source Using the Web Intelligence Query Panel to create a query that determines which data is extracted from the database

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the query process Describe universes, their role and components Describe the universes used in this course to retrieve data

Business Example This lesson presents an overview of the query process and key concepts to understand for using Web Intelligence to query your organization's databases.

About the Query Process This section presents the query process from the business user's point of view. Using one of the Web Intelligence query panels, you construct a business question, or query, that represents the information you need. The query is sent to the Web Intelligence server. The Web Intelligence server retrieves the data from the database and stores it in a microcube. The contents of the microcube is then formatted and displayed in a Web Intelligence report in the form of tables, cross tables and charts for your analysis.

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Figure 4: The Query Process from a Business User's Perspective

Universes and Objects Web Intelligence makes it easy for you to access your corporate data by enabling you to work with familiar business terms rather than the technical SQL code required to retrieve data from a database. Web Intelligence uses universes to achieve this. A SAP BusinessObjects universe is the semantic layer that maps everyday business terms that describe your business environment to data stored in the database. Using a universe, you can retrieve the data that interests you simply by dragging and dropping the desired objects. In your company or organization, universes are created by a universe designer, using the Universe design tool. The designer then makes the universes available to you and other users in your organization so that you can select the appropriate business terms to create queries and retrieve data from the database. Within each universe, these business terms are listed as objects, while similar types of business terms are grouped into classes.

Objects Represent a Selection of Data Objects are elements in a SAP BusinessObjects universe that correspond to the data in the database. Ideally, the universe designer names the object with the business terms that you use in your everyday activity, such as Sales revenue, or Customer name. You use these objects to build queries and retrieve the data you want to show in your report.

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Lesson: Querying with Web Intelligence

Figure 5: The Correspondence between Objects and Data

Universes Used in This Course The universe used in this training course, eFashion, is an example of a database for a company that runs a chain of retail stores. Universes are made up of classes and objects. Objects are elements that map to data in a relational database and are named for familiar business terms. For example, some of the objects in the eFashion Universe include State, City, and Store name. Classes are logical groupings of objects. There are three different types of objects: •

Dimension - Retrieves the data that provides the basis for analysis in a report. Dimension objects typically retrieve character-type data, for example, customer names, store names or dates. A blue, four-sided figure represents a Dimension in the Query Panel.

Detail - Provides descriptive data about a dimension. A detail is always attached to the dimension for which it provides additional information. For example, the Customer dimension could have Age and Address associated with it because they provide additional information about a Customer. When you build a *.unx universe in the Information Design tool, a detail is the same as an Attribute. A blue, four-sided figure with a green star represents a Detail in the Query Panel.

Measure - Retrieves numeric data that is the result of calculations on data in the database. For example, Revenue is the calculation of the number of items sold multiplied by the item price. Measure objects are often located in a Measures class. An orange rectangle represents a Measure in the Query Panel.

Universes can also include predefined query filters.

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A Query Filter restricts the information returned by objects, such as limiting data concerning revenue to a specific year. Filters can also prompt the person viewing the report to select a value, such as the query filter “Which product?” A yellow funnel represents a Query Filter in the Query Panel.

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Lesson: Querying with Web Intelligence

Lesson Summary You should now be able to: • Describe the query process • Describe universes, their role and components • Describe the universes used in this course to retrieve data

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Lesson: Creating a New Document Lesson Overview This lesson describes how to launch the Web Intelligence Desktop application and how to create a new Web Intelligence document.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Log onto the Web Intelligence Desktop application Create a new Web Intelligence document Select the data source you want to use to retrieve data Build the query to retrieve the data that interests you Save the new Web Intelligence document

Business Example To design reports in Web Intelligence, you need to know how to launch the application and build queries to retrieve the data your organization considers valuable.

Launching the Web Intelligence Desktop Application The Web Intelligence Desktop application is a locally installed Microsoft Windows application that lets you create and edit Web Intelligence documents that are stored either locally on your desktop, or in the SAP BusinessObjects repository.

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Lesson: Creating a New Document

You can launch Web Intelligence Desktop in one of three working modes: •

Connected mode: Web Intelligence Desktop is connected to the SAP BusinessObjects Business Intelligence platform repository, also known as the Central Management Server, or CMS. You can work with documents from the SAP BusinessObjects repository or with local documents. In connected mode, user authentication may be handled by different security models: Enterprise, LDAP, Windows AD, Windows NT, or SAP.

Offline mode: Web Intelligence Desktop is not connected to the CMS repository, but applies CMS security. You can work with local documents and universes that are secured by the CMS you select at logon, or with unsecured local documents and universes. In Offline mode, you cannot retrieve documents from or publish documents to the CMS repository.

Standalone mode: Web Intelligence Desktop is not connected to a CMS and no security is enforced. You can work with local, unsecured documents and universes only. You cannot retrieve documents from or publish documents to a CMS.

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To Launch the Web Intelligence Desktop 1.

From the Start menu, launch the Web Intelligence Desktop, according to your instructor's directions.

2.

Click Web Intelligence and select Login as from the drop-down menu.

3.

Select a CMS in the System list.

4.

Enter a valid user name and password.

5.

Select an authentication mode from the list. Do not choose Standalone if you want to work in Connected mode. When you choose Standalone authentication you work in Standalone mode, with no CMS connection.

6.

Make sure the Use in Offline Mode option is not selected.

7.

Click Log On. The Web Intelligence Desktop main window displays. When Web Intelligence Desktop is already running on your computer, launching it again opens a new instance of the application.

Creating a New Web Intelligence Document The Web Intelligence Desktop consists of two separate panels: • •

The Query Panel. The Web Intelligence Desktop main window.

You use these windows together to build queries and present the data returned by the query in a report. When you are ready to save, the following information is associated with the new Web Intelligence document: • • • • •

The query definition. The data returned by the query. One or more reports. One or more blocks of data (tables, charts) presented in the report(s), and the formatting you have applied to the blocks. Local variables and conditional formatting rules defined within the document.

To create a new Web Intelligence document, you: • • •

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Choose a data source for the query. Build and run a query. Save the new document.

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BOW310

Lesson: Creating a New Document

To Choose a Universe for a New Query in the Web Intelligence Desktop 1.

In the initial window in the Web Intelligence Desktop under Choose a data source to create a new document, click Universe. The Universe dialog box opens. If you have already created a document or are editing an existing document, you can create a new document at any time by clicking the Create a new document button from the Web Intelligence Desktop menu bar.

2.

In the Universe dialog box, double-click the universe you want to use. The Query Panel opens, showing the universe's data in the Universe outline panel. You can now use the Query Panel to build queries in your document. To build the query, move the objects you want in your report from the Universe outline panel to the Result Objects panel.

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Unit 2: Creating Web Intelligence Documents with Queries

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To Build and Run a Query in the Web Intelligence Desktop 1.

In the Query Panel Universe outline panel, when required, click the + beside a Class to display the objects in the Class.

2.

Double-click each object you want to include in the query so they display in the Result Objects panel. To add all the objects in the class, drag the class to the Result Objects panel.

3.

Repeat the previous step until the query contains all the objects you want to include.

4.

Click Run query to run the query. The query is executed and the Query Panel closes. The data returned is displayed in a new document in the Web Intelligence Desktop main window. The values returned by the objects you selected are presented by default in a vertical table.

Saving a New Document You can save a *WID document that you have created with Web Intelligence Desktop locally on your desktop or you can publish it to the CMS. By default, the Refresh on open option is not selected so that users always see the original data that was retrieved when the document was created or last refreshed, and which was stored in the document when it was saved. To see the most recent data available in the database, users can refresh the document manually when they open it. Or, you can choose to select this option to ensure that the data is updated automatically each time the document is opened. If you select the Permanent regional formatting check box, it overrides the user’s default viewing options and always displays the document’s original regional setting for language and time stamping.

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BOW310

Lesson: Creating a New Document

To Save a New Document Locally 1.

When you are ready to save the new document locally, click the Save button on the toolbar.

2.

Use the buttons to the right of the dialog box to navigate your file system and control display.

3.

In the Save In field, use the arrow to display and navigate to the folder where you want to save the document. The contents of the folder appear in the display box below the list.

4.

When you save the document as a Web Intelligence document, type a description and keywords for the document as required.

5.

When you save the document as a Web Intelligence document, choose options: Option

Description

Refresh on open

The document automatically refreshes when it is opened.

Permanent regional formatting

The current regional settings (locale) for formatting are applied regardless of what the locale is on the machine where it is opened.

Save for all users

All security information stored in the document is removed, making it accessible to all users and able to be opened in Standalone mode.

Remove document security

Default document security is removed.

6.

Type a file name.

7.

Select a file type. The file type that you select filters documents shown in the display box. When working in the Web Intelligence Desktop, you can save in three formats: • • •

Web Intelligence document PDF document Excel document

Continued on next page

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Unit 2: Creating Web Intelligence Documents with Queries

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When you save as a PDF or Excel document, you cannot enter a description or keywords and the Web Intelligence Document options are unavailable. When working in the BI launchpad you can save a document as a WID file and export documents to PDF and Excel. 8.

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Click Save.

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Lesson: Creating a New Document

Lesson Summary You should now be able to: • Log onto the Web Intelligence Desktop application • Create a new Web Intelligence document • Select the data source you want to use to retrieve data • Build the query to retrieve the data that interests you • Save the new Web Intelligence document

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Lesson: Modifying a Document's Query Lesson Overview To change the query definition, you can edit the original query that you used to retrieve data and create the document.

Lesson Objectives After completing this lesson, you will be able to: • •

Add and remove objects from a query Project the data retrieved by an added object into the report block

Business Example To adapt to the changing needs of the report users, you need to know how to modify an existing query.

Projecting Data from an Added Object After you have created a document, you can easily change the information that is displayed in the resulting report by adding or removing objects in the underlying query. In the Data Access toolbox, click the Edit button to open the Query Panel. You can then add or remove objects and predefined query filters to change the data available in the document. Then, after you run the query and return to view the report in the Web Intelligence Desktop main window, you can easily move the new objects from the Available Objects panel into the report block by clicking and dragging them onto the table or chart. This process is called “projecting data”.

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BOW310

Lesson: Modifying a Documentâ&#x20AC;&#x2122;s Query

To Edit the Query 1.

In the Web Intelligence Desktop main window, click the Data Access toolbox.

2.

Click the Edit button. The Query Panel displays. You can change the data retrieved by this query by adding or removing objects, changing filters, and by changing the order of the objects as they appear in the Result Objects panel.

3.

Click Run query to execute the query. The Query Panel closes. The new objects you added to the query now display in the Web Intelligence Desktop main window in the Available Objects panel, but the values returned by those objects are not yet present in the report block.

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Unit 2: Creating Web Intelligence Documents with Queries

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To Project Data into a Table 1.

When the report is empty, select a single object or multiple objects by holding down the ctrl key in the Available Objects panel, and then, drag and drop the object(s) onto the report.

2.

When the report already contains tables or charts and you want the new data to display in a new table or chart, drag the new objects to an empty area of the report. A new table header and body cell appears on the report. The table header displays the name of the object(s). To change the table into a chart, you will have to first select the whole table by performing a clicking on the rim of the table (the mouse should change into a cross). Then access the right mouse click menu and choose Turn into. Select the chart type that you want from the list or alternatively click More Transformations for other types of charts.

3.

To add another object to the table, drag another object from the Available Objects pane and place it to the left or right of a detail cell so that the left or right of the cell body is highlighted. Note: Please note that when you drag an object into a vertical table then a vertical line should appear for it to be dropped into the table as a vertical column. If a horizontal line appears then extra rows will be added into the vertical table which is usually not what you want.

4.

Drop the object. A second column appears before or after the first column. The new column header displays the name of the object. Note: When dragging and dropping objects onto a block, do not drop the objects onto a column header or footer. The results do not display as expected. When the body of a cell displays as highlighted, then the object you drag there replaces the current column with the new object's data. Web Intelligence displays the values in a vertical table. You can quickly turn the vertical table to a different table format, such as a cross table by using the Turn Into feature.

5.

Save the document.

Understanding How the Data is Aggregated When you have a report that shows Sales revenue broken down by Year and Quarter, this is an example of a high-level aggregation.

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Lesson: Modifying a Documentâ&#x20AC;&#x2122;s Query

Add the Store name object to the table and Sales revenue is broken down even further. All the values in the table are re-aggregated to produce a figure that represents the sales revenue earned by each store this year. This is an example of low-level aggregation. These examples demonstrate the dynamic nature of measure objects - their values change depending on which dimension objects are used with them.

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Unit 2: Creating Web Intelligence Documents with Queries

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Lesson Summary You should now be able to: • Add and remove objects from a query • Project the data retrieved by an added object into the report block

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BOW310

Lesson: Working in the Query Panel

Lesson: Working in the Query Panel Lesson Overview In this unit you explore the remaining features available in the Query Panel.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe the Query panel panes and toolbar buttons Describe the Universe outline options View and modify the query properties View, copy or edit the SQL statements that generate the query

Business Example As a report designer, you need a solid understanding of the Query Panel, the information it holds and the options it allows you to define for your queries to use it efficiently in creating documents.

The Query Panel Structure The default display of the Query Panel consists of separate panels: • • • •

The Data Outline panel. The Result Objects panel. The Query Filters panel. The Data Preview panel.

The toolbar buttons for the panels can be found in the left hand corner of the query panel and are described in the following tables.

Edit Toolbar

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Button

Description

Add Query

Allows you to add a new query to the document.

Data Outline Panel

Allows you to show or hide the data outline, which contains the Master Perspective and the Display by Navigation Path views.

Filters Panel

Allows you to show or hide the Query Filters panel.

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Unit 2: Creating Web Intelligence Documents with Queries

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Button

Description

Data Preview Panel

Allows you to show or hide the Data Preview panel.

Scope of Analysis Panel

Allows you to show or hide the Scope of Analysis panel.

Add a combined query

Allows you to combine the data retrieved from more than one query using one of the following operators: • • •

minus union intersection

Query Properties

Allows you to display the query properties.

View Script

Allows you to view, copy and modify the SQL script used to generate the query.

Run query

Allows you to run the query you built and retrieve the data from the database. The results of the query are displayed in a report in the Web Intelligence Desktop main window.

Close the query panel Allows you to close the Query Panel. The down arrow to the right of the button allows you to apply query changes and close, or to revert the query and close.

Result Objects Panel

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Button

Description

Add Quick Filter

Allows you to apply a filter on an object that is selected in the Result Objects panel.

Remove

Allows you to remove the selected object from the Result Objects panel.

Remove All

Allows you to remove all objects from the Result Objects panel.

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BOW310

Lesson: Working in the Query Panel

Query Filters Panel Button

Description

Add a subquery

Allows you to run a subquery to restrict the data returned by the query.

Add a database ranking

Allows you to use the database ranking feature to retrieve only top or bottom values from the database.

Remove

Allows you to remove the selected object from the Query Filters panel.

Remove All

Allows you to remove all objects from the Query Filters panel.

Viewing the Query Properties In the Query Panel, you can view and modify the default query properties. The query properties allow you to: • • • • •

Limit the runtime for the query or the amount of data returned. Set security options. Specify the order of prompts in the report. Control potential ambiguous query results. Restrict the retrieval of duplicate data rows.

These query properties are available in the Query Properties dialog box. The sections you see in the Properties tab are described in the table below.

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Section

Description

Name

By default, each query in the document is named successively, Query 1, Query 2, and so on. You can type a name here that describes the query.

Universe

This field shows the universe you chose to create your query.

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Unit 2: Creating Web Intelligence Documents with Queries

Section

Description

Limits

Max rows retrieved

BOW310

Maximum number of rows of data that can be returned when a query is run. When you only need a certain amount of data, you can set this value to limit the number of rows of data that is returned to your document. This prevents a query from taking too much time or from returning unnecessary data to the document. The Max rows retrieved setting can be overridden by the limits set by your administrator in your security profile. For example, if you set the Max rows retrieved setting to 400 rows, but your security profile limits you to 200 rows, only 200 rows of data will be retrieved when you run the query. Max retrieval time Maximum time that a query can run before the query is stopped. This can be useful when a query is taking too long due to an excess of data, or network problems. You can set a time limit so a query can stop within a reasonable time. Sample

The Sample result set property determines the maximum number of rows that a query returns. This restriction is applied at the database level, in the generated script that is used to return the data. In the Sample Result set field, define the number of values in the sample set. • •

Select the Fixed option to retrieve the same values at each refresh. Clear the Fixed option to change the values at each refresh.

The Sample result set option in the Query Panel is only available for relational unx universes, and not for OLAP .unx universes or BEx queries. Not all databases support sampling. If it is not supported, the option is deactivated. Similarly, the Fixed option may not be supported by certain databases- in which case the Fixed option is deactivated.

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Lesson: Working in the Query Panel

Section

Description Sample result set is more efficient than the Max rows retrieved property, which discards rows beyond the maximum limit only after retrieving all the rows in the query.

Data

Retrieve duplicate rows This option is selected by default. In a database, the same data may be repeated over many rows. You can choose to have these repeated rows returned in a query, or to have only unique rows returned. The option is not available in BEx queries or if it is not supported in the underlying database. Retrieve empty rows You can choose to include empty rows in query results. Retrieving or excluding empty rows is available only in universes based on OLAP data sources. Not available in BEx queries.

Security

Allow other users to edit all queries This option is selected by default. In this case, other users who have the appropriate editing rights can edit the query and modify the data contained in the document. When you clear this option, only the report creator can modify the query. Unlike the other query properties, which only apply to the selected query, this option applies to all of the data providers in the document.

Prompt Order

When you have applied multiple prompted query filters, you can define the order of priority that they will appear to a user refreshing this document. Prompted query filters are presented in detail in the next lesson.

Contexts

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In a few cases, your universe structure may require you to specify a context for your report. In these cases, you receive a prompt to select a context and your selection determines the dataset returned by your query.

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Unit 2: Creating Web Intelligence Documents with Queries

Section

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Description For example, a report on sales revenue for a car dealership can ask you to select a rental or purchase context. Depending on your selection, your query returns sales revenue generated by car rental or sales revenue generated by car sales. Your universe designer can advise you on how to select the appropriate context for the data that interests you. When your query requires the report user to specify a context, you can set the following parameters: • •

Select Reset contexts on refresh to prompt for a context at each refresh. Clear Reset contexts on refresh to retain the context from the previous refresh.

The Clear Contexts button allows you to remove the context set in a previous refresh.

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BOW310

Lesson: Working in the Query Panel

To View or Modify the Query Properties 1.

In the Query Panel toolbar, click the Query Properties button.

2.

Modify the query properties as required. In the query properties, you can place additional restrictions on the document relative to the restrictions that already exist on the universe, the Web Intelligence server, and the database where the data was retrieved. You cannot override restrictions that may already be in place.

Viewing the Query's SQL When you build a query, Web Intelligence automatically generates the appropriate SQL to retrieve the data from the database that you are accessing. You can view and edit this SQL, and even copy and paste it to another application, if you have the rights to do so.

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Unit 2: Creating Web Intelligence Documents with Queries

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To View a Query Script 1.

In the Query Panel, click View Script. The Query Script viewer dialog box displays the SQL script behind the query.

2.

Optionally, to reuse the query script in another application, click Copy to copy the query script to the clipboard.

3.

Optionally, to edit the query script, select Use custom query script. You can now edit the query script.

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4.

Edit the query script, and then click Validate to ensure the syntax is correct.

5.

Click Save to save the new query script.

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BOW310

Lesson: Working in the Query Panel

Lesson Summary You should now be able to: • Describe the Query panel panes and toolbar buttons • Describe the Universe outline options • View and modify the query properties • View, copy or edit the SQL statements that generate the query

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Unit Summary

BOW310

Unit Summary You should now be able to: • Describe the query process • Describe universes, their role and components • Describe the universes used in this course to retrieve data • Log onto the Web Intelligence Desktop application • Create a new Web Intelligence document • Select the data source you want to use to retrieve data • Build the query to retrieve the data that interests you • Save the new Web Intelligence document • Add and remove objects from a query • Project the data retrieved by an added object into the report block • Describe the Query panel panes and toolbar buttons • Describe the Universe outline options • View and modify the query properties • View, copy or edit the SQL statements that generate the query

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Test Your Knowledge

Test Your Knowledge 1.

What is an SAP BusinessObjects universe?

2.

List the object types used in an SAP BusinessObjects universe and the kind of data returned by each object type.

3.

What are the advantages of using the Web Intelligence Desktop application to create new documents?

4.

What is the name of the interface element in the Web Intelligence Desktop application that allows you to build queries?

5.

What must you do before you can build a query? Choose the correct answer(s).

□ □ □ □

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A B C D

Select an object. Select a measure. Select a data source. Select a database.

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Test Your Knowledge

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6.

What determines the value displayed by a measure object in a report?

7.

Where do you drop the objects that retrieve the data for your query? Choose the correct answer(s).

□ □ □ □

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A B C D

Data Outline panel Query Filter panel Result Objects panel Data Preview panel

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Test Your Knowledge

Answers 1.

What is an SAP BusinessObjects universe? Answer: A universe is the SAP BusinessObjects semantic layer that maps objects and classes to data in a database, using everyday business terms. Web Intelligence and other SAP BusinessObjects end-user querying tools use universes for creating queries.

2.

List the object types used in an SAP BusinessObjects universe and the kind of data returned by each object type. Answer: •

• •

3.

Dimension objects: Character-type data, dates and non-aggregated numeric data, for example, telephone numbers. Dimensions are the key elements of a query. Measure objects: Numeric- or fact-type data Detail objects: Character- or date-type data (supplementary information)

What are the advantages of using the Web Intelligence Desktop application to create new documents? Answer: You can choose to work in three different operating modes: connected, offline, and standalone. You can choose to work with documents locally or to import and export them to and from the CMS.

4.

What is the name of the interface element in the Web Intelligence Desktop application that allows you to build queries? Answer: The Query Panel.

5.

What must you do before you can build a query? Answer: C Select a data source on which to build your query.

6.

What determines the value displayed by a measure object in a report? Answer: The dimensions associated with the measure.

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Test Your Knowledge

7.

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Where do you drop the objects that retrieve the data for your query? Answer: C Result Objects panel is correct.

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Unit 3 Restricting Data Returned by a Query Unit Overview This unit describes how to set up and group query filters. Query filters allow you to limit the data returned from the underlying database and displayed in your document.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • • • • • •

Describe the purpose of using query filters Describe the components of a query filter Describe the types of query filters Modify a query by applying a predefined query filter Create a single-value query filter Edit a single-value query filter Delete a query filter Explain how to use single- and multiple-character wildcards in query filters Create a query filter using a wildcard Describe how prompted filters allow each user to view different data every time the document is refreshed. Create a prompted query filter. Edit a prompted query filter. Describe logical operators and how to use them in filters Apply more than one filter using the AND operator Apply more than one filter using the OR operator Prioritize filters so that you are sure to retrieve the correct data

Unit Contents Lesson: Restricting Data with Query Filters .................................. 55 Lesson: Modifying a Query with a Predefined Query Filter ................ 61 Procedure: To Modify a Query with a Predefined Query Filter ........ 62 Lesson: Applying a Single-value Query Filter................................ 64

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Procedure: To Create a Single-value Query Filter ...................... 65 Procedure: To edit a single-value query filter ............................ 67 Procedure: To delete a query filter ........................................ 68 Lesson: Using Wildcards in Query Filters .................................... 70 Procedure: To Apply Wildcards to Query Filters ........................ 72 Exercise 1: Restricting Data ............................................... 73 Lesson: Using Prompts to Restrict Data ...................................... 80 Procedure: To create a prompt in a report ............................... 84 Procedure: To Create a Prompt in a Report ............................. 85 Procedure: To Edit a Prompt Filter ........................................ 86 Exercise 2: Adding Prompts ............................................... 87 Lesson: Using Complex Filters ................................................ 93 Procedure: To create a report using the AND operator ................ 95 Procedure: To create a report using the OR operator .................. 96 Procedure: To define the priority between complex filters ............. 97 Exercise 3: Restricting Data with Multiple Filters........................ 99

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Lesson: Restricting Data with Query Filters

Lesson: Restricting Data with Query Filters Lesson Overview Restricting queries allows you to limit the amount of data that is retrieved from the data source and returned to your Web Intelligence reports. To limit the data retrieved, you set up a query filter.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the purpose of using query filters Describe the components of a query filter Describe the types of query filters

Business Example As a report designer you need to user query filters to provide report users with reports that present the specific data of value to them. Query filters help you to do this by removing extraneous data from a report.

The Purpose of Query Filters Query filters retrieve a subset of the available data, based on the definition of the filter. For example, you can apply a query filter on the Year dimension, to view only Sales revenue for a specific year. Restricting the query ensures that you retrieve only the data that interests you. This increases the usefulness of your reports. It minimizes the quantity of data returned and reduces the time required to create and refresh the document over the network. Using query filters has the following advantages: • • •

You retrieve and are able to focus on only the data you need to answer a specific business question. You limit data you do not want specific users to see when they access the document. You minimize the quantity of data returned to the document to optimize performance.

Some universes have predefined filters built into them by the universe designer. Other times, you will want to create your own query filters to limit the data. Users without rights to edit the query cannot modify the query filters you define. This ensures that the data saved with a document is appropriate for those who view or analyze the data within that document.

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Your administrator can prevent objects from being filtered. If you create filters on these objects, when you try to run the query a warning appears listing the filters that you cannot use. You need to remove these filters from the query in order to run the query.

Components of a Query Filter Filters are created in the Query Filters panel of the Web Intelligence query panel. Query filters are made up of three parts: • •

Object - the object on which you want to filter data. Operator - the relationship between the object and operand. Common operators are: Equal to, Not Equal to, Greater than, Greater than or equal to, Less than, and Less than or equal to. Operand - the object values to be used for filtering.

Every filter must include an object, an operator and an operand. These elements act together to specify what subset of the data you want to retrieve.

Figure 6: Query Filter: Component

In the example above, the filter specifies that the query must return data where the Year is equal to FY2004. Data concerning any other year will not be returned by the query. The following is a list of operators you can choose from:

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Operator

Retrieves Data

Equal to

equal to a value specified [Country] Equal to US retrieves data for the US country value only.

Different from

different from a specified value

[Quarter] Different from Q4 retrieves data for all quarters except Q4.

Greater than

greater than a specified value

[Customer Age] Greater than 60 retrieves data for customers over age 60.

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Example

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BOW310

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Lesson: Restricting Data with Query Filters

Operator

Retrieves Data

Example

Greater than or equal to

greater than or equal to a specified value

[Revenue] Greater than or equal to 10000 retrieves data for revenue starting from $10000 and up.

Less than

lower than the specified value

[Exam Grade] Less than 40 retrieves data for exam grades below 40.

Less than or equal to

lower or equal to specified value

[Customer Age] Less than or equal to 30 retrieves data for customers age 30 or less.

Between

between two specified values; also includes values specified

[Weeks] Between 25 and 36 retrieves data for weeks from week 25 to 36, including week 25 and week 36.

Not Between

outside the range of the values specified

[Weeks] Not Between 25 and 36 retrieves data for all weeks of the year excluding week 25 through week 36. Week 25 and 36 are not included.

In List

same as values specified [Country] In list 'US;Japan;UK' retrieves data for countries US, Japan and UK.

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Operator

Retrieves Data

Example

Not in List

different from multiple values specified

[Country] Not in List 'US;Japan;UK' retrieves data for all countries except US, Japan and UK.

Is null

for which there is no value entered in the database

[Children] Is null retrieves data for customers without children where Null is entered as a value for the database under the children column.

Is not null

for which a value was entered in the database

[Children] Is not null retrieves data for customers with children where any value is entered into the database under the children column.

Matches pattern

including a specific string

[Phone] Matches Pattern, “%773%” retrieves data for all phone numbers that have '773' in them. [Store name] Matches Pattern %Sundance retrieves data for all stores ending in Sundance.

Different from pattern

doesn't include a specific [Phone] string Different from Pattern “%773%” retrieves all phone numbers that do not have '773' in them. [Store name] Different From Pattern

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Lesson: Restricting Data with Query Filters

Operator

Retrieves Data

Example %Sundance retrieves data for all stores not ending in Sundance.

Both

corresponds to two specified values

[Account Type] Both "fixed" and "mobile" retrieves data for customers who have both a fixed and mobile telephone.

Except

corresponds to one specified value and does not correspond to another specified value

[Account Type] "fixed" Except "mobile" retrieves data for customers who have a fixed telephone but don't have a mobile phone.

Types of Query Filters There are four types of query filters that you can use in Web Intelligence: 1. 2. 3. 4.

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Predefined query filters - these are built right into the universe. Single and multi-value filters. Prompted filters. Complex filters.

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Lesson Summary You should now be able to: • Describe the purpose of using query filters • Describe the components of a query filter • Describe the types of query filters

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Lesson: Modifying a Query with a Predefined Query Filter

Lesson: Modifying a Query with a Predefined Query Filter Lesson Overview A predefined query filter is an element in the universe that allows you to restrict the information returned by specific dimension, detail or measure objects. Predefined query filters are created by the universe designer and appear in the list of classes and objects in the Query Panel. A yellow funnel icon represents a predefined query filter.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Modify a query by applying a predefined query filter

Business Example Use predefined query filters to restrict the data retrieved in reports.

Using a Predefined Query Filter to Modify a Query In this section you learn to modify a query in the Query Panel by adding a predefined filter to the query. Like custom query filters that you define yourself, a predefined query filter allows you to limit the data returned by the query to specific values.

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To Modify a Query with a Predefined Query Filter 1.

Open a Web Intelligence document.

2.

In the Web Intelligence Desktop window, select Design mode and click Data Access → Data Providers → Edit. The Query Panel displays.

3.

From the Universe outline, double-click a predefined filter or drag it to the Query Filters panel.

4.

Click Run query on the Query Panel toolbar. Web Intelligence sends the SQL query to the database to retrieve the data you requested. When the data is returned, the Query Panel closes and the data corresponding to the query filters you selected displays in a block in the Web Intelligence Desktop window. By default, the data displays in a table block.

5.

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Save the document.

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Lesson: Modifying a Query with a Predefined Query Filter

Lesson Summary You should now be able to: • Modify a query by applying a predefined query filter

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Lesson: Applying a Single-value Query Filter Lesson Overview Use a single-value query filter to limit the data returned by an object to one value.

Lesson Objectives After completing this lesson, you will be able to: • • •

Create a single-value query filter Edit a single-value query filter Delete a query filter

Business Example Define a single-value query filter to restrict the data in your report to only the data of value to the report users.

Creating a Single-value Query Filter When you add a single-value query filter to a query, you limit the data returned by a specific object to one single value. For example, you can find data for a certain store name by building a condition on the Store name dimension object, then selecting the name of the store you are interested in by selecting it from the dialog box that appears.

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Lesson: Applying a Single-value Query Filter

To Create a Single-value Query Filter 1.

In the Query Panel, select the object you want to filter on and drag it to the Query Filters panel. The query filter appears in the Query Filters panel.

2.

Use the default operator (In List), and click the arrow next to the bulleted list button to the far right of the filter definition. This is known as the Operand Type drop-down arrow. Select Value(s) from List from the list of options. The list of values for the selected object is retrieved from the database and is displayed in the List of Values dialog box. Note: Please note that some objects may not have a list of values. An example would be a measure object. However dimension or detail objects can also have their list of values switched off by the universe designer. If an object does not have a list of values then select Constant from the Operand Type and manually type the value that you want to filter on.

3.

In the List of Values dialog box, select the item you want to include in the filter and double-click it. An alternate way to add an item to the Select box is to select the item in the list of values and then click the>button. To remove an item from the Selected Value(s) box, select the item you want to remove and then either click the<button.

4.

Click OK. The new filter appears in the Query Filters panel.

5.

Click Run query to generate a report based on your query. It is also possible to create a singleâ&#x20AC;&#x201C;value filter in a query by using the Quick Filter button which is available in the top right corner of the Result Objects panel. The quick filter is only useful if the object that you are filtering on appears in the Result Objects panel. To use it you first have to select the object that you wish to filter in the Result Objects panel, then click the Quick Filter button. The list of values of the object will pop up so that you can make the selection of values to filter on. If your object does not have a list of values then the Quick filter button will be greyed out.

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Editing a Single-value Filter After you have run the query and reviewed the data displayed in the report, you may decide that you want to include or restrict more values for the object you used to create the query filter. You can make changes to the query filter by editing the query in the Query Panel.

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Lesson: Applying a Single-value Query Filter

To edit a single-value query filter 1.

From the document, In Design mode, click Data Access>Data Providers>Edit.

2.

In the Query Filters panel, click the Operand Type drop-down arrow and select Value(s) from List from the list of options. The List of Values dialog box displays.

3.

Optionally, click the Refresh values button in the List of Values dialog box to update the display of available values in the list.

4.

From the list of values, double-click the item you would like to add to the filter. To remove an item from the Selected Value(s) box, select the item and click the<button.

5.

Click OK. The query filter appears in the Query Filters panel showing the filter's object, operator and operand.

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To delete a query filter 1.

From the document, go to Design mode and click Data Access>Data Providers>Edit.

2.

In the Query filters panel, click the filter that you want to delete.

3.

Press the Delete key on your keyboard. Alternatively, to delete a query filter, you can use one of the following methods: Note: • •

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Click and drag the filter to the Universe outline panel. Click the Remove button on the Query Filters panel toolbar.

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Lesson: Applying a Single-value Query Filter

Lesson Summary You should now be able to: • Create a single-value query filter • Edit a single-value query filter • Delete a query filter

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Lesson: Using Wildcards in Query Filters Lesson Overview You can use wildcards in query filters to search for partial values rather than the entire value. For example, you can retrieve “all product categories that begin with B”. To do this, you need to use wildcards as placeholders for partial pattern searches.

Lesson Objectives After completing this lesson, you will be able to: • •

Explain how to use single- and multiple-character wildcards in query filters Create a query filter using a wildcard

Business Example Using wildcards in query filters allows you to restrict data to values that contain a certain character-pattern. Your understanding of wildcards gives you greater flexibility in specifying the criteria for the data that displays when you use query filters.

About Wildcards Wildcards are special characters that denote any single character or any number of characters. In Web Intelligence, use the following wildcards: • •

_ for any single character % for any number of characters

Single-character Wildcard Understanding the Single-character Wildcard: To look for the product categories of either SHIRTS or SKIRTS, use the pattern S_IRTS. This pattern specifies that the values retrieved must: • •

Be six characters long. Have S as the first character and IRTS as the final four.

The _ means that there can be a single unspecified character between the S and the IRTS.

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Lesson: Using Wildcards in Query Filters

Multiple-character Wildcard Understanding the Multiple-character Wildcard: • •

To look for any product category that begins with the letter B, use the pattern B%. This pattern specifies that the values retrieved must have B as the first character.

Creating a Query Filter with a Wildcard You can use wildcards as placeholders for partial pattern searches. When you create the query filter using a wildcard, you must use one of the following relational operators: • •

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Matches pattern: to find values that match the pattern you specify. Different from pattern: to find values different than the pattern you specify.

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To Apply Wildcards to Query Filters 1.

In the Query Panel, drag the object you want to use to build a filter into the Query Filters panel.

2.

Click the Operator Type drop-down arrow, and select Matches pattern from the drop-down menu.

3.

Click the filter definition text box and type the wildcard pattern you want to use.

4.

Click Run query. The report displays data reflecting the wildcard you entered.

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Lesson: Using Wildcards in Query Filters

Exercise 1: Restricting Data Exercise Objectives After completing this exercise, you will be able to: • Create a query filter to limit the data returned by objects in a query • Edit the query filter to change the data returned by objects in a query

Business Example The eFashion store managers want to focus on the sales revenue performance of the eFashion stores that they manage personally and not be distracted by extraneous data from the stores their colleagues manage. Create a report using query filters to present only the data that interests them.

Task: Create a report to show sales revenue by year, quarter and store name and add a query filter to display the data for specific stores. 1.

Create a new document with a report showing Sales Revenue by Year, Quarter and Store name.

2.

Create a query filter to show data for the store eFashion Dallas, using the operator “Equal to”.

3.

Run the query to view your results.

4.

Replace the filter to display figures only for eFashion New York Magnolia and eFashion New York Sundance. You need to change the filter operator. The Equal to operator can only return a single value.

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5.

Run the query to view your results.

6.

Save the document as Activity Filters 1 and close the document.

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Solution 1: Restricting Data Task: Create a report to show sales revenue by year, quarter and store name and add a query filter to display the data for specific stores. 1.

Create a new document with a report showing Sales Revenue by Year, Quarter and Store name. a)

From the initial Web Intelligence Desktop screen, in the Choose a data source to create a new document area, under Universe, click eFashion.

Figure 7: Restricting Data- 1

b)

If the eFashion universe does not appear in the list then click on the More button and select the eFashion.unx universe from the list of universes that comes up. Then click the select button. Under the Time period class, double-click Year and Quarter so they appear in the Result Objects panel. You can also drag the objects to the Result Objects panel.

c)

Extend the Store class to display the objects that it contains.

d)

Double-click Store name so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

e)

Extend the Measures class to display the measures that it contains.

f)

Double-click Sales revenue so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel. The query should look as follows:

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Figure 8: Query

2.

Create a query filter to show data for the store eFashion Dallas, using the operator “Equal to”. a)

When the Query Filters panel does not display, in the Query Panel toolbar, click the Filters Panel button

.

b)

From the Universe outline, drag the Store name object to the Query Filters panel. You can also drag the object from the or from the Result Objects panel.

c)

In the query filter, click the arrow to the right of the operator field and select Equal to.

d)

Click the button to the right of the operands field.

e)

In the drop-down menu, click Value(s) from list.

f)

In the List of Values dialog box, double-click eFashion Dallas.

g)

Click OK.

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Run the query to view your results. a)

Click Run query.

Figure 9: Run query

4.

Replace the filter to display figures only for eFashion New York Magnolia and eFashion New York Sundance. You need to change the filter operator. The Equal to operator can only return a single value. a)

Click the Data Access toolbox

b)

On the Data Providers tab, click Edit.

c)

In the query filter, click the arrow to the right of the operator field and select In list.

d)

Click the button to the right of the operands field.

e)

In the drop-down menu, click Value(s) from list.

f)

In the List of Values dialog box, click Refresh values.

g)

To remove eFashion Dallas from the Selected value(s) area, select the value and click the arrow button that points away from the area.

h)

To add the new values, select eFashion New York Magnolia, press the Ctrl key on your keyboard and select eFashion New York Sundance.

i)

Click the arrow button that points toward the Selected value(s) area.

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Lesson: Using Wildcards in Query Filters

Figure 10: Selected value(s)

j)

The query should look as follows:

Figure 11: Query

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5.

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Run the query to view your results. a)

Click Run query.

Figure 12: Query Results

6.

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Save the document as Activity Filters 1 and close the document. a)

Click Save.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson: Using Wildcards in Query Filters

Lesson Summary You should now be able to: • Explain how to use single- and multiple-character wildcards in query filters • Create a query filter using a wildcard

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Lesson: Using Prompts to Restrict Data Lesson Overview A prompt is a query filter that requires the report user to select the data values that the query returns at each refresh. You can design a prompt to allow users to manually enter data or to select data from a list of values.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe how prompted filters allow each user to view different data every time the document is refreshed. Create a prompted query filter. Edit a prompted query filter.

Business Example A prompted query filter empowers the report users to determine the data they want to view at each document refresh and flexibly adapt the report according to their needs at a given moment. When you create a report with a prompted query you can satisfy multiple needs in a single report.

Prompted Filters The prompt dialog box allows you to specify the data to retrieve and display in the report. Consequently, you can focus on a specific part of the information available. Prompted filters allow multiple users viewing a single document to specify a different subset of the data and display it in the same tables and charts in the report. You can use a prompted filter to define a question that is displayed whenever the data in the document is refreshed. Users can answer the prompt either by typing or by selecting values, depending the parameter properties that have been specified for the prompt in the query panel. For example, you can use the prompted query filter to produce a report that shows sales revenue per state and prompts the user to select a product category at each refresh. This way, you do not restrict the data displayed to a single product category, such as Jewelry. Instead, the users select the product category that interests them at that moment.

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Lesson: Using Prompts to Restrict Data

Prompts can be defined on any dimension, measure or detail object listed in the Universe outline in the Query Panel. Note: You cannot use the operators Is Null and Not Null when creating prompted filters.

Creating a Prompted Query Filter To create a prompted query filter, you use the Prompt operand. After you select the Prompt operand, click the Parameter Properties button between the Prompt text field and the Operand type button to open the Parameter Properties dialog box, where you can define query filter settings.

Figure 13: Parameter Properties Dialog Box

The Parameter Properties dialog box settings are described in this table:

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Option

Description

Prompt text

Type the text that you want to prompt the user to select a value. This text appears each time the document is refreshed.

Prompt with List of Values

Select this option to display all the values for the object and allow the user to select from those values.

Select only from list

Select this option to prevent users from typing values that do not exist in the database.

Keep last values selected

Select this option to display by default the value selected at the previous refresh. The user can change the value or refresh using the previously selected value.

Optional prompt

Select this option to allow users to refresh the document without responding to the prompt or by responding only partially to the prompt. When the user does not respond to the prompt, the query filter is not applied to the data.

Set default values

Select this option to define the default value(s) that appear in the prompt. Define the default value(s) using one of the following methods: •

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In the Type a value field, type the value(s). Use the arrow to move the value(s) to the field on the right. Click the Values button to choose the value(s) from the list of values present in the database.

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Some important points about prompted query filters: •

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When the document contains multiple data providers and the exact same prompt and prompt text are included in them, Web Intelligence displays the prompt only once. When you make a prompt optional, the prompt dialog box displays text to inform report users that when they do not provide a value for the prompt, the filter does not apply.

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To create a prompt in a report 1.

In the Query Panel, drag the object on which you want to apply a prompt to the Query Filters panel. The query filter appears in outline in the Query Filters panel.

2.

Click the Operand Type drop-down arrow and select Prompt from the menu.

3.

Click the Parameter Properties button between the Prompt text field and the Operand type button to open the Parameter Properties dialog box, where you can define query filter settings.

4.

Click OK to confirm the prompt.

5.

Click Run query. The Prompts dialog box opens.

6.

Select the value by which you want to filter the report, and move it to the Selected Values area.

7.

Click Run query. The document displays, reflecting the prompt value you selected.

8.

Save the document.

Prompts Dialog Box The options you define for the prompt determine how the Prompts dialog box displays to the report consumers and how they can specify the values for their reports in the Prompts dialog box. The dialog box displays all the prompts for the report in the Prompts Summary. The report consumer clicks the prompt to display the prompt and define the corresponding values. The Prompts Summary also indicates when a prompt is optional. When the Prompts dialog box displays a list of values from which the report users can select the values for the report, it also displays the last refresh date and time for the list of values. With this information, report users can determine when to refresh the list of values.

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Lesson: Using Prompts to Restrict Data

To Create a Prompt in a Report 1.

In the Query Panel, drag the object on which you want to apply a prompt to the Query Filters panel. The query filter appears in outline in the Query Filters panel.

2.

Click the Operand Type drop-down arrow and select Prompt from the menu.

3.

Click the Parameter Properties button between the Prompt text field and the Operand type button to open the Parameter Properties dialog box, where you can define query filter settings.

4.

Click OK to confirm the prompt.

5.

Click Run query. The Prompts dialog box opens.

6.

Select the value by which you want to filter the report, and move it to the Selected Values area.

7.

Click Run query. The document displays, reflecting the prompt value you selected.

8.

Save the document.

Editing a Prompted Query Filter After you have run the query and reviewed the data displayed in the report, you may decide that you want to change the prompt to include or restrict more values for the object you used to create the query filter. You can make changes to the prompted query filter by editing the query in the Query Panel.

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To Edit a Prompt Filter 1.

In the Query Panel, in the Query Filters panel, click the Operator drop-down arrow to display the operators, and select the appropriate operator from the list. When you modify the value for the operator, you lose the operand for the filter.

2.

Click the Operand Type drop-down arrow and select Prompt from the menu.

3.

Optionally, to edit the prompt properties, click the Parameter Properties button next to the Prompt text field.

4.

Optionally, to edit the prompt text, type new text in the Prompt text field.

5.

Optionally, to set default prompt values, click Set default values in the Parameter Properties box. You can type default values into the Type a Value field and move them into the selected values box by pressing the>button, or you can click Values to open the List of Values dialog box, where you can select default values from the list of values. After selecting default values in the List of Values dialog box, click OK to close the List of Values dialog box and return to the Parameter Properties box.

6.

Optionally, select or deselect other Parameter Properties as appropriate.

7.

Click OK.

8.

Click Run query to display the new Prompts dialog box. The value you specified is presented by default in the Prompt zone. You can accept the default value or specify another value.

9.

Click OK.

10. Save the document. The next time it is opened the report will display data concerning the value you selected as the default. When the user decides to refresh the data, the prompt dialog box allows the user to select another value.

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Lesson: Using Prompts to Restrict Data

Exercise 2: Adding Prompts Exercise Objectives After completing this exercise, you will be able to: • Limit the data returned by objects in a query by applying prompts to a filter • Create a prompt filter to limit the data returned by objects in a query • Edit the prompt filter parameters

Business Example Report consumers want to be able to specify for which store(s) a report returns sales data when they refresh the report. You create a report with a prompt and define the appropriate prompt parameters to satisfy the report consumers’ requirements.

Task: Create a report to show Quantity sold by State, Store name and Year with a prompt to allow the report users to specify the state. Use the parameter properties to define the prompt display and function.

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1.

Create a new document to retrieve Quantity sold by State, Store name, and Year.

2.

Add a prompted filter to the query to prompt report users to select the State each time they refresh the document.

3.

Run the query to view your results selecting Florida as the State.

4.

Change the parameter properties of the prompt so that the document does not keep the last value selected in the prompt, only allows report consumers to specify values by selecting them from the list in the prompt, allows report consumers to run the query without specifying values in the prompt

5.

Run the query without providing state values to show the results.

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Solution 2: Adding Prompts Task: Create a report to show Quantity sold by State, Store name and Year with a prompt to allow the report users to specify the state. Use the parameter properties to define the prompt display and function. 1.

Create a new document to retrieve Quantity sold by State, Store name, and Year. a)

From the initial Web Intelligence Desktop screen, in the Choose a data source to create a new document area, under Universe, click eFashion. If the eFashion universe does not appear in the list, then click the Browse button to access the list of universes. Select the eFashion.unx from the list.

b)

Extend the Store class to display the objects that it contains.

c)

Double-click State and Store name so they appear in the Result Objects panel. You can also drag the objects to the Result Objects panel.

d)

Under the Time period class double-click Year so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

e)

Extend the Measures class to display the measures that it contains.

f)

Double-click Quantity sold so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

Figure 14: Adding Prompt- 1

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Lesson: Using Prompts to Restrict Data

2.

Add a prompted filter to the query to prompt report users to select the State each time they refresh the document. a)

When the Query Filters Panel does not display, in the Query Panel toolbar, click the Filters Panel button

.

b)

From the Universe outline, drag State to the Query Filters panel. You can also drag the object from the Result Objects panel.

c)

In the query filter, click the Operand type button and, from the drop-down menu, select Prompt.

Figure 15: Adding Prompt-2

3.

Run the query to view your results selecting Florida as the State. a)

Click Run query.

b)

Double-click Florida in the State list.

c)

Click OK.

Figure 16: Adding Prompt- 3

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Change the parameter properties of the prompt so that the document does not keep the last value selected in the prompt, only allows report consumers to specify values by selecting them from the list in the prompt, allows report consumers to run the query without specifying values in the prompt a)

Click the Data Access toolbox.

b)

On the Data Providers tab, click Edit.

c)

In the Query Panel, in the Query Filters panel click the Parameter Properties button to the right of the prompt text

d)

.

In the Parameter Properties dialog box, deselect Keep last values selected and select both Select only from list and Prompt optional.

Figure 17: Parameter Properties

e)

Click OK.

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5.

Run the query without providing state values to show the results. a)

Click Run query.

b)

Click OK. Notice that the query retrieves the data for all states.

Figure 18: Query Result

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Lesson Summary You should now be able to: • Describe how prompted filters allow each user to view different data every time the document is refreshed. • Create a prompted query filter. • Edit a prompted query filter.

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Lesson: Using Complex Filters

Lesson: Using Complex Filters Lesson Overview To further refine the information returned to a document, you can apply more than one filter to a query. First you need to create the query filters and then determine how to apply them to the query.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe logical operators and how to use them in filters Apply more than one filter using the AND operator Apply more than one filter using the OR operator Prioritize filters so that you are sure to retrieve the correct data

Business Example Complex query filters allow you to use multiple criteria to restrict the data that appears in your report and satisfy the specific needs of the report users.

Using Logical Operators for Multiple Conditions To produce a report that focuses more precisely on certain data, you may need to apply more than one filter. When you specify more than one filter in a query, the relationship between the filters must use either the AND or OR operator. These are known as logical operators. • •

The AND operator is used when both conditions defined in the two filters must be met for a row to be returned from the database when you run a query. The OR operator is used when either one or the other of the conditions defined in the filters must be met for a row to be returned from the database when you run a query.

The result of combining two or more filters can be visually represented using a Venn diagram.

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Figure 19: Filter Operators

The two circles each represent the number of database rows that are returned based on the conditions defined by a particular filter. Note that the two overlap. This area represents the rows that meet the conditions defined by both filters. As shown in the diagram, using the AND logical operator results in only rows represented by Area C being included in a report. On the other hand, if you use the OR logical operator, all rows represented by Circles A and B will be returned. The following sections demonstrate these points.

Using the AND Operator When you add a second filter to a query in a new Web Intelligence document, Web Intelligence automatically places either an AND operator between the two conditions. However, when your query had a second filter that you removed from the query and you add a new second filter, by default, Web Intelligence applies the logical operator that was last used. You can switch the operator value between AND and OR by clicking it.

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Lesson: Using Complex Filters

To create a report using the AND operator 1.

Create a new query and drag the required objects to the Result Objects panel.

2.

Select an object on which you want to filter the query, and drag it to the Query Filters panel.

3.

In the operator drop-down list, select the appropriate operator for the filter.

4.

Click the Operand Type drop-down arrow, and click Value(s) from list. The values available for the object are displayed in the List of Values dialog box.

5.

Select the appropriate values from the list and move them to the Selected Value(s) zone.

6.

Click OK. The Query Filters panel displays the filter you just defined.

7.

Create a second query filter by dragging another object to the Query Filters panel.

8.

From the Operator drop-down list, select the appropriate operator.

9.

Click the Operand Type drop-down arrow, and click Value(s) from list. The values available for the object are displayed in the List of Values dialog box.

10. Select the appropriate values from the list. 11. Click OK. Web Intelligence automatically applies the AND operator the first time you create a second filter. The OR operator appears when there was previously a second filter separated by the OR operator. Click the operator to change it to AND . 12. Click Run query. 13. Save the document.

Using the OR operator When you use the AND operator to group two query filters, your report returns data only if the conditions of both query filters are met. When you use the OR operator to group two query filters, your report returns data if the conditions of either of the query filters are met. For this reason, the OR operator returns more data than the AND operator. By clicking the operator, once you can switch its value between AND and OR.

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To create a report using the OR operator 1.

Create a new query and drag the required objects to the Result Objects panel.

2.

Select the objects on which you want to build the filters and drag them to the Query Filters panel. Note: The query must use at least two query filters to use the OR operator.

3.

From the Operator drop-down list, select the appropriate operators for each of the query filters.

4.

Select the appropriate Operands and values for the query filters.

5.

Group the query filters as required.

6.

When required, click the operators grouping the query filters to switch between the operator values AND and OR.

7.

Click Run query. The report displays according to the query filter grouping you created.

8.

Save the document.

Prioritizing Operators You are applying a complex filter when you combine several filters in a single query. To ensure that the filters retrieve exactly the data you want, you need to prioritize the operators. In the Query Filters panel, by positioning the query filter statements and deciding how to group them together, you define which filters will be processed first. The positioning and grouping of the filters depends on the logic of the information you are trying to retrieve.

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Lesson: Using Complex Filters

To define the priority between complex filters 1.

Create a query in the Query Panel. The query must use several query filters, which you will need to group and prioritize.

2.

In the Query Filters panel, drag and drop the query filters in the order you want them to display in your report. Drag a query filter on top of another one to group the filters together. Double-click the operator names to switch them between AND and OR to create the desired priority. The grouping of the query filters, represented by the brackets, determines which query filters will be processed first.

3.

Click Run query. The report displays according to the filter grouping you created.

4.

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Save the document.

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Lesson: Using Complex Filters

Exercise 3: Restricting Data with Multiple Filters Exercise Objectives After completing this exercise, you will be able to: • Create multiple filters to limit the data returned by objects in a query • Apply the appropriate operator for the multiple filters

Business Example Report consumers want to view the sales data for the Stores where margin is low and profit is relatively high. You create a report with multiple query filters to satisfy their criteria.

Task: Use multiple filters in a query to retrieve data for stores where margin is below $1,000,000 and sales revenue is above $2,000,000. 1.

Create a new document showing Store name, margin and Sales revenue where Margin is less than $1,000,000. Note: Do not use commas in the numerical notation when creating the filter.

2.

Run the query to show the results.

3.

Edit the query and add a query filter to show only store names that also have a sales revenue of more than $2,000,000. Note: Apply the appropriate operator (AND/OR) to retrieve the data that meets your criteria.

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4.

Run the query to show the results.

5.

Save the report as Multiple Filters 3 and close the document.

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Solution 3: Restricting Data with Multiple Filters Task: Use multiple filters in a query to retrieve data for stores where margin is below $1,000,000 and sales revenue is above $2,000,000. 1.

Create a new document showing Store name, margin and Sales revenue where Margin is less than $1,000,000. Note: Do not use commas in the numerical notation when creating the filter. a)

From the initial Web Intelligence Desktop screen, in the Choose a data source to create a new document area, under Universe, click eFashion.

b)

Extend the Store class to display the objects that it contains.

c)

Double-click Store name so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

d)

Extend the Measures class to display the measures that it contains.

e)

Double-click Sales revenue so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

f)

Double-click Margin so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

g)

From the Universe outline, drag the Margin measure to the Query Filters panel. You can also drag the measure from the Result Objects panel.

h)

In the query filter, select the operator Less than.

i)

In the operands field, type 1000000.

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Lesson: Using Complex Filters

Figure 20: Query Panel-1

2.

Run the query to show the results. a)

Click Run query.

Figure 21: Query Results

The Sample result set property determines the maximum number of rows that a query returns. This restriction is applied at the database level, in the generated script that is used to return the data.

Continued on next page

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3.

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Edit the query and add a query filter to show only store names that also have a sales revenue of more than $2,000,000. Note: Apply the appropriate operator (AND/OR) to retrieve the data that meets your criteria. a)

Click the Data Access toolbox.

b)

On the Data Providers tab, click Edit.

c)

From the Universe outline, drag the Sales revenue measure to the Query Filters panel. You can also drag the measure from the Result Objects panel.

d)

In the query filter, select the operator Greater than.

e)

In the operands field, type 2000000.

f)

Apply the AND operator.

Figure 22: Query Panel

4.

Run the query to show the results. a)

Click Run query.

Figure 23: Query Results

Continued on next page

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Lesson: Using Complex Filters

5.

Save the report as Multiple Filters 3 and close the document. a)

Click Save.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button

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Lesson Summary You should now be able to: • Describe logical operators and how to use them in filters • Apply more than one filter using the AND operator • Apply more than one filter using the OR operator • Prioritize filters so that you are sure to retrieve the correct data

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Unit Summary

Unit Summary You should now be able to: • Describe the purpose of using query filters • Describe the components of a query filter • Describe the types of query filters • Modify a query by applying a predefined query filter • Create a single-value query filter • Edit a single-value query filter • Delete a query filter • Explain how to use single- and multiple-character wildcards in query filters • Create a query filter using a wildcard • Describe how prompted filters allow each user to view different data every time the document is refreshed. • Create a prompted query filter. • Edit a prompted query filter. • Describe logical operators and how to use them in filters • Apply more than one filter using the AND operator • Apply more than one filter using the OR operator • Prioritize filters so that you are sure to retrieve the correct data

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

What are some advantages of using query filters to restrict data in queries?

2.

Which of the following are components of a query filter? Choose the correct answer(s).

□ □ □ □ □ 3.

A B C D E

Operator Object Dimension Operand Predefined

What types of query filters can you apply to a query? Choose the correct answer(s).

□ □ □ □ □ 4.

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A B C D E

Complex query filters Quick query filters Single-value query filters Standard query filters Predefined query filters

Which logical operators must you use when you apply more than one filter?

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Answers 1.

What are some advantages of using query filters to restrict data in queries? Answer: You limit the amount of data retrieved by the database and, consequently, can reduce both processing and refresh time. You can specify precisely the data that interests you.

2.

Which of the following are components of a query filter? Answer: A, B, D Operator, Object and Operand

3.

What types of query filters can you apply to a query? Answer: A, C, E Complex, Single-value and Pre-defined are query filter types.

4.

Which logical operators must you use when you apply more than one filter? Answer: Queries that contain multiple filters use logical operators (AND/OR) to combine the filters and to create specific querying scenarios.

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Unit 4 Designing Web Intelligence Documents Unit Overview In this unit, you are taught how to present the information retrieved from your database in your Web Intelligence reports.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • • • • • • • • • •

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Describe the components of a Web Intelligence document Describe the different toolboxes, tabs, and toolbars available in the Web Intelligence Desktop Customize your user settings Display the Document Properties and describe the options Insert, delete, duplicate and move reports within a Web Intelligence document Describe the table types available in Web Intelligence Create vertical, horizontal, cross and form tables Create a table by selecting a template Change table types Add data into an existing table Duplicate an existing table Delete tables, rows or columns Insert a blank cell in a report Display the date that the document was last refreshed Display text to help report consumers view key data Format and align the new cells in the report Describe the chart types available in Web Intelligence Create a chart Create a chart from a table Populate a chart

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Unit Contents Lesson: Working with Web Intelligence Documents ....................... 111 Procedure: To Change Application Modes .............................. 115 Procedure: To Set User Preferences in Web Intelligence Desktop .. 119 Procedure: To Change Your Password ..................................120 Procedure: To Change the Left Panel Display..........................123 Procedure: To view and modify document properties .................126 Procedure: To Add a Report to a Document ............................127 Lesson: Displaying Data in Tables............................................129 Procedure: To Create a Default Vertical Table..........................132 Procedure: To Create a Table by Selecting a Template ...............133 Lesson: Working with Tables ..................................................135 Procedure: To Change a Table Format ..................................136 Procedure: To Add Data to an Existing Table...........................137 Procedure: To Duplicate a Table .........................................138 Procedure: To Delete Table Rows or Columns .........................139 Lesson: Presenting Data in Free-standing Cells ...........................141 Procedure: To Insert a Free-standing Cell ..............................142 Procedure: To Change the Default Number Format ...................143 Procedure: To Insert Text to Label the New Cell .......................144 Procedure: To Modify the Default Text style in Multiple Cells Simultaneously..............................................................145 Lesson: Presenting Data in Charts ...........................................147 Procedure: To Create a Chart ............................................150 Procedure: To Create a Chart from a Table.............................151 Procedure: To Change a Chart into a Table ............................152 Exercise 4: Designing Web Intelligence Reports.......................153

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Lesson: Working with Web Intelligence Documents

Lesson: Working with Web Intelligence Documents Lesson Overview This lesson introduces you to the Web Intelligence Desktop main window. This interface allows you to view, edit, structure and analyze the information returned by the queries that you build in the Query Panel. The Web Intelligence Desktop main window offers three different application modes which grant you access to specific features. Your license type and your security profile together determine the features to which you have access to.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Describe the components of a Web Intelligence document Describe the different toolboxes, tabs, and toolbars available in the Web Intelligence Desktop Customize your user settings Display the Document Properties and describe the options Insert, delete, duplicate and move reports within a Web Intelligence document

Business Example The Web Intelligence Desktop main window allows you to analyze the data retrieved in your query and to present the data in a way that calls attention to the key information that the report users want to consult. A good understanding of the various features within the interface allow you to make the most efficient use of them.

Components of a Web Intelligence Document A Web Intelligence document consists of: •

One or more reports One document may contain several reports, organized as tabs along the bottom of the window. Reports contain blocks of formatted data as well as text and graphics. You specify the layout when you create a report, and you can also change the layout of existing reports.

One or more blocks A block is a table, cross table, form, or chart that displays information in the report.

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The microcube of data returned by the query, or other data provider

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The microcube contains the actual data that was retrieved from your corporate database. The microcube is the structure in which the retrieved data is stored in the document. It contains all the data that you can display in the report(s) inside the document. The reports display in the Report Panel area of the Web Intelligence Desktop application main window. The data that you can use in your reports displays in the Left Panel.

Viewing Reports in a Document Each report in a document can show different views of the same information, or it can show completely different information concerning the same subject.

About the Web Intelligence Desktop Reporting Interface As you view a Web Intelligence document, the Web Intelligence Desktop main window allows you to interact with and organize the data returned by queries through: • •

The Left Panel that provides different views of the current document. The toolboxes, toolbars and buttons that allow you to control the data that displays in the Report Panel. The toolboxes, tabs and toolbars for interacting with the data in the report that are available to you depend on the application mode you use to work in the Web Intelligence Desktop application.

When you right-click the report elements in the Report Panel, the contextual menu also gives you quick access to the functions available for the element in the application mode you use to work, in the Web Intelligence Desktop application.

As a report designer, you work principally in the Design mode. However, the report users may work principally in the Reading mode so you need to be familiar with the features available in the other modes. As a report designer, you may also need to work in Data mode. The table below provides a description of the features available in the different application modes. The description corresponds to the standard delivery of the Web Intelligence Desktop. The security profile that your system administrator has defined for you can further restrict your access.

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Application Mode

Features

Data

In Data mode you can create, edit and manage queries that supply data to reports. Data mode provides access to the Data Access toolbox with features that allow you to: • • • •

Create a new document Edit, purge and refresh an existing document Create a new variable Merge objects from different data sources

Data mode also provides you access to: •

• Reading

The File tab with the main toolbar where you can open, save, print and search a document and send it as an attachment by E-mail. The Properties tab where you can set document and application properties.

In Reading mode, you can view and perform some analysis tasks on reports. When you open an existing report, it displays in Reading mode. Reading mode provides you access to the main toolbar that allows you to: • • • • • • •

Design

Create a new document Open, save, print, search a document Send a document as an E-mail attachment Edit a document with copy, cut, paste, undo and redo buttons Refresh a document Activate data change tracking, drill up or down in the data in a report designed for drilling Show or hide report filters and outlines

In Design mode, you have access to the features available in Data and Reading modes and additional analysis and formatting features. Design mode provides you access to the following toolboxes and their associated functions:

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Application Mode

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Features

Report Element: Allows you to define the tables, charts, cells and sections in which your data displays, the colors, position and alignment of the report elements and the hyperlinks they contain. Format: Allows you to define formatting options including font, color, borders, text alignment, padding and background images. Data Access: Allows you to create a new document, edit, purge and refresh an existing document, create a new variable and merge objects from different data sources. Analysis: Allows you to perform extensive analysis tasks. You can apply report filters, ranking, input controls, data tracking, breaks, sorts, conditional formatting rules, drill up or down on data when drilling is enabled, apply calculations and show or hide outlines.

Page Setup: Allows you to add, delete, rename, duplicate and move reports, define page orientation, headers, footers and margins and scale a report to a number of printed pages,

Design mode also provides you access to: •

The File tab with the main toolbar that allows you to open, save, print and search a document and send it as an attachment by E-mail. The Properties tab that allows you to set document and application properties.

Changing Application Modes

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Lesson: Working with Web Intelligence Documents

To Change Application Modes 1.

From the Web Intelligence Desktop main window, depending on the current mode, follow the appropriate instructions to change the application mode: When you are in:

Do the following to change to a new mode:

Reading mode

Click the arrow button pointing to the right >> in the upper right-hand corner and, from the menu, select the application mode to which you want to change.

Data or Design mode

Click the application mode button in the upper right-hand corner for the mode in which you want to work.

Customizing Your User Preferences You can personalize the following settings of the Web Intelligence Desktop application in the User Preferences dialog box. The dialog box organizes the preferences on different tabs: • • • • •

General: General preferences Viewing: Document viewing preferences Locale: Preferences for interface and formatting locales and how to use them Drill: Document drill preferences Proxy: Proxy settings for hosts and ports

Web Intelligence Desktop General Preferences This section describes the general user preferences that you can define for your work in the Web Intelligence Desktop application.

Select Default Universe When you define a default universe, the Universe dialog box displays with the default universe selected each time you create a new document on a universe. You can use the default universe or select another one. •

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No default universe means that no universe in the list is preselected when you open the Universe dialog box. You must select a universe from the list when creating a document. Select a universe.... option allows you browse for a default universe. After you define the default universe, its name displays here.

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Select Default Folders In this section, you choose the default folders in which to store user documents, universes, and help files. To change the default locations, click Browse, then browse to and select a folder. When Web Intelligence Desktop is downloaded and installed from BI launch pad, help files are not installed locally. However, they are installed on the BI launch pad server. Contact your company's SAP Business Objects administrator to get the URL of the help files on the server, then enter the URL here for help to be available.

Select Microsoft Excel Format In this section you choose the format to use when you save a document in Microsoft Excel format. • •

Prioritize easy data processing in the Excel document: the Excel document will be formatted to ensure efficient data processing. Prioritize the format of reports in the Excel document: the Excel document will be formatted to ensure optimum readability.

Web Intelligence Desktop Viewing Preferences This section describes the viewing user preferences that you can define for your work in the Web Intelligence Desktop application.

Measurement Unit In this section, you set the unit of measurement for report display: pixel, inch, or centimeter.

Grid In this section you set grid options. Grid Options: •

Show grid: When this is selected, a grid displays to help align page elements.

Snap to grid: When this is selected, page elements align to the grid to enable accurate repositioning.

Grid spacing: This defines the distance between lines on the grid.

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Lesson: Working with Web Intelligence Documents

Web Intelligence Desktop Locale Preferences This section describes the locale user preferences that you can define for your work in the Web Intelligence Desktop application.

Locales A locale is a combination of language and geographical area. •

Product locale: Select an available locale to set the application interface language. When you change this setting, you must restart Web Intelligence Desktop for the change to be taken into account. Preferred viewing locale: The user's preferred locale for displaying document data. When a user creates a document, the preferred viewing locale is always assigned as the initial Document locale saved with the document.

Formatting Locale This option determines how Web Intelligence formats the data in your documents. •

Use the document locale to format the data: When this is selected, data is formatted according to the document locale. The document locale can be saved with the document by means of the permanent regional formatting option that you can select when saving. Use the preferred viewing locale to format the data: When this is selected, data is formatted according to your preferred viewing locale preference. This overrides the document locale.

Web Intelligence Desktop Drill Preferences Start Drill Session In this section, you choose how to start a new drill session. Drill Session: •

Start drill on duplicate report: When you start a new drill session, a duplicate report is opened in the document and you drill on the duplicate. When you end drill mode, both the original report and the drilled report remain in the document.

Start drill on existing report: When you start a new drill session, the current report becomes drillable. When you end drill mode, the report displays the drilled values.

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Drill Options •

Prompt when drill requires additional data: You are prompted when Web Intelligence needs to retrieve additional data to complete the drill, and can decide whether to go ahead. If the amount of data is large, the retrieval can take time and you may decide not to drill. When this option is not selected, Web Intelligence retrieves the additional data without prompting you. Synchronize drill on report blocks: When this is selected, drilled values are shown in all the report blocks in the report. When it is not selected, drilled values are shown only in the report block selected for the drill. Hide drill toolbar on startup: When this is selected, the drill toolbar that is normally displayed at the top of drilled reports is not shown. The drill toolbar displays the value on which you drilled. It is only useful when you want to select filters during your drill session.

Proxy Options Define the proxy settings when you use an internet proxy server to access URLs or images in your reports. You do not need to define proxy settings for images embedded in a report. Use the proxy settings defined within your internet browser to define your proxy settings in the Web Intelligence Desktop application. • •

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Http Host and Port Settings: Type the appropriate proxy information in each field. Https Host and Port Settings: When the https proxy settings are the same as the http proxy settings, select same as Http Proxy. When they are different, type the appropriate proxy information in the fields.

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Lesson: Working with Web Intelligence Documents

To Set User Preferences in Web Intelligence Desktop 1.

Use the instructions for the application mode in which you are working: •

From Reading mode, click the button with two arrows pointing to the right >> in the upper right-hand corner and, in the display of buttons, click the Tools button.

From Data or Design mode, click the Tools button.

Figure 24: Tool button -> Options

A drop-down list displays. 2.

Click Options. The User Preferences dialog box displays.

3.

Click the tab that corresponds to the options you want to define: • • • • •

4.

General: to set general preferences Viewing: to set document viewing preferences Locale: to set preferences for interface and formatting locales and how to use them Drilling: to set document drill preferences Proxy: to set proxy host and port

Set preferences and click OK. The preferences are now applied. They are stored in a file in the LocData folder under the SAP BusinessObjects Business Intelligence installation folder.

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To Change Your Password Use You can only change your password from the Web Intelligence Desktop if you are in client-server connection mode: you must have launched the Web Intelligence Desktop locally rather than from the BI launch pad.

Procedure 1.

Use the instructions for the application mode in which you are working: •

From Reading mode, click the button with two arrows pointing to the right >> in the upper right-hand corner and, in the display of buttons, click the Tools button. From Data or Design mode, click the Tools button.

A drop-down list displays. 2.

Click Change Password.

3.

Type your current password in the Enter Old Password field.

4.

Type your new password in the Enter New Password field.

5.

Type your new password again in the Confirm New Password field.

6.

Click OK.

Result Your password is changed to the new password.

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Lesson: Working with Web Intelligence Documents

Web Intelligence Application Structure The Web Intelligence application has the following components in Design mode: •

The File and Properties tabs The File tab contains the toolbar that allows you to open, save and print documents. The Properties tab allows you to set document and application properties and to determine the display of the different components and panels in the application.

Toolboxes Toolboxes appear at the top of the application and provide access to tabs and toolbars that allow you to perform related tasks. The toolboxes include: Report Element, Format, Data Access, Analysis, Page Setup.

The Left Panel The Left Panel contains several panes that provide different views of the current document.

The Status Bar The Status Bar appears beneath the report and allows you to activate data tracking or change the way the report displays between Quick Display and Page modes

Working with the Left Panel Views The Left Panel in the Design mode of the Web Intelligence Desktop main window groups several panes that provide different views of the current document. •

• • • •

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The Document Summary provides an overview of the document properties. You can print or edit the properties using the buttons at top of the Document Summary. The Report Map lists all the reports in the document displayed in the Report Panel. You can navigate among the reports and report sections via the Report Map. The Input Controls pane allows you to add and edit input controls applied to the document. The Web Services Publisher pane lists the BI Services published from the document. The Available Objects pane lists the data providers and objects available for building your reports. The Document Structure and Filters pane displays the structure of the document in a tree view and displays the filters applied to the different report elements.

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In Data mode, only the Data pane appears in the Left Panel. The Data pane allows you to navigate the data providers in a document. In Reading mode, only the Document Summary, the Report Map and the Input Controls pane appear in the Left Panel, but the report user cannot modify the information in the panes. By default, when the results of a query display in the Report Panel the Left Panel displays the Available Objects view. You can change the view by clicking the buttons to the left of the view or by clicking the drop-down arrow next to the name of the active view to display the views available. For a better view of the Report Panel, you can close the Left Panel by clicking the arrow <<button in the upper right-hand corner of the view or In the Properties tab, click View → Left Panel → Minimize. To display the Left Panel again, click the button for the view you want to see.

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Lesson: Working with Web Intelligence Documents

To Change the Left Panel Display 1.

Open a Web Intelligence document in the Web Intelligence Desktop main window. By default, the Left Panel tab displays the Available Objects pane in the Web Intelligence Desktop main window. This tab displays the title of the document, plus all the objects (and variables, when pertinent), available in this document.

2.

Click one of the buttons to the left of the Available Objects pane to display the corresponding view. The Left Panel displays the new pane.

3.

Drag the right edge of the Left Panel to the middle of the Web Intelligence Desktop main window to expand the panel.

4.

Click the arrow << button in the upper right-hand corner of the view to close the Left Panel for a better view of the contents of the Report Panel.

5.

To display the Left Panel again, click the button for the view you want to see.

Displaying the Document Summary In the Left Panel of the Web Intelligence Desktop main window, you can display and modify properties that are assigned by default to the Web Intelligence document. The document properties options are described in the following table. Document Summary section

Description

General

Displays details about the document, such as the title, who created the document, the creation date, keywords that were defined to identify the document, and a description. Locale Displays the documentâ&#x20AC;&#x2122;s international formatting locale. The locale affects the behavior of, for example, date display, number display and sort order. For example, if the document formatting

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Document Summary section

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Description locale is French (France), decimal numbers appear according to French formatting rules with a comma as the decimal separator (3,51;20,05).

Statistics

Displays details about the last refresh, the duration of the last refresh, the last modification to the document and the username of the person who made the modification.

Document Options

Displays the document options available and whether they are activated for the current document. Enhanced viewing Optimizes the document appearance for on-screen viewing. Refresh on open Refreshes a document automatically each time a user opens it. By default, this option is not selected so that users always see the original data that was retrieved when the document was last refreshed, and which was stored in the document when it was saved. To see the most recent data available in the database, users can refresh the document manually when they open it. Or you can choose to select this option to ensure that the data is updated automatically each time the document is opened. Permanent regional formatting Bases document formatting on the document's locale. The document maintains the formatting for its locale even when a viewer defines a different locale. You can select this option here or in the Save a document dialog box when you save the document. Use query drill Drills in query drill mode, instead of in the standard drill mode. Enable query stripping

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Document Summary section

Description Enhances performance during query refresh by generating queries that only retrieve the data for the objects that contribute to the reports in which they are used. At each query refresh, Web Intelligence ignores the non-contributing objects and retrieves only the relevant data from the data provider.

Data Options

Data tracking When activated, displays the date of the reference data set for tracking change in data. Auto-merge dimensions Synchronizes data providers by merging dimensions automatically under certain conditions. Extend merged dimension values Extends dimension values in reports with synchronized data providers.

Parameters

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Provides the document prompts and keydates.

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To view and modify document properties 1.

To view the document properties, click the Document Summary button to the left of the Left Panel. The Left Panel displays again to show the Document Summary pane. To view all the properties displayed in the pane, click the arrow next to the property header to expand or collapse a section and use the vertical scroll bar.

2.

Optionally, to modify the document properties, click Edit at the top of the Document Summary pane. The Document Summary dialog box displays.

3.

Make changes in the Document Summary dialog box and click OK. Note: You cannot modify all document properties in the Document Summary dialog box. For example, to activate or deactivate data tracking, you must use the Track Changes button on the Status Bar or the Data Tracking tab in the Analysis toolbox.

Managing Reports In the Web Intelligence Desktop main window, you can add new reports to a document, and duplicate or delete reports as you like.

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Lesson: Working with Web Intelligence Documents

To Add a Report to a Document 1.

In the Web Intelligence Desktop main window, right-click a report tab at the bottom of the document and select Add Report. A new empty report tab, called Report 2 is inserted in the document and displays at the bottom of the document.

2.

Right-click the Report 2 tab and select Rename. The Rename dialog box displays.

3.

In the New value field, type the name you want to give the report and click OK. The report tab displays the new name for the report.

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Lesson Summary You should now be able to: • Describe the components of a Web Intelligence document • Describe the different toolboxes, tabs, and toolbars available in the Web Intelligence Desktop • Customize your user settings • Display the Document Properties and describe the options • Insert, delete, duplicate and move reports within a Web Intelligence document

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Lesson: Displaying Data in Tables

Lesson: Displaying Data in Tables Lesson Overview The simplest style for displaying data is tables. Web Intelligence provides different types of tables, including: vertical, horizontal or financial tables, cross tables and forms. This lesson presents the different table types and how you create tables with different formats to display your data.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the table types available in Web Intelligence Create vertical, horizontal, cross and form tables Create a table by selecting a template

Business Example As a report designer, you need to know the different ways of displaying the data retrieved by queries and to choose the ones that are most appropriate to the data that is important to the report users. This lesson presents how to display data in tables.

About Tables Vertical Tables The vertical presentation style is the default style for presenting data. Vertical tables display header cells at the top of the table and the corresponding data in columns. By default, the header cells display the names of the dimensions, details, and measures included in the table. The body cells display the corresponding values.

Horizontal Tables or Financial Tables A horizontal or financial table is similar to a vertical table except that the data runs horizontally rather than vertically. By default, the row headers display the names of the dimensions, details, and measures included in the table. The body cells display the corresponding values. This table format is useful for reports with several measures, such as financial reports and balance sheets.

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Cross Tables A cross table looks similar to a spreadsheet and displays data in a matrix with row and column headings describing the content of each cell. Cross tables are most commonly used to show the cross-section of three axes of information. Cross tables display values for dimensions across the top axis and on the left axis. The body displays the values of a measure that correspond to the cross-section of the dimensions.

Forms Forms are useful in a report if you want to display detailed information per customer, product, or partner. For example, a form is a useful way of displaying individual customer records with information such as the customer account, name, and address. Forms are also useful for formatting address labels for envelopes.

Viewing Tables in Different Display Modes When you first create a new document by building and running a query, the data retrieved is generally displayed in a vertical table. By default, all documents display in the Quick Display mode. This display mode makes large documents with many rows and columns of data easier to handle because you can limit the number of rows and columns per page in your document. Quick display mode displays 100 rows and 20 columns per page. You can increase these values, as required. You can insert one or more tables into a blank report or even add them to an existing report. Insert a Table •

Drag the objects (from the Available Objects view) or which you want the table to display values onto a blank area of the report – this is a fast way to build simple, vertical tables. Use the table buttons in the Report Elements toolbox on the Table tab. You select the table type that you want to insert and use the Insert report element dialog box to assign the objects to the table.

In the Web Intelligence Desktop window, you can make modifications to documents and preview those changes in Quick Display and Page modes. View Page mode displays the results retrieved in a page layout with margins, headers and footers. You change between Quick Display and Page modes by clicking the Quick Display or Page buttons in the Status Bar.

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Lesson: Displaying Data in Tables

In Design mode, you can also choose to work with the report structure only. No data appears in the table. Working with the report structure only allows you to make modifications without accessing the server. When you work with reports populated with data, each change you make is applied on the server. When you want to make many modifications, a best practice is to work with the report structure only, and to populate the report with data when you have finished your modifications. To work in Structure mode, click the drop-down arrow beside Design in the upper right-hand corner and select Structure only.

Inserting Tables in a Report The default view of new reports is a vertical table so you have already created vertical tables. As a refresher, this scenario walks you through creating one more vertical table.

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To Create a Default Vertical Table 1.

Create a new query.

2.

Click Run query. Your results display in a vertical table.

3.

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Lesson: Displaying Data in Tables

To Create a Table by Selecting a Template 1.

In an existing document, select the mode in which you want to work by clicking Design>Structure only or Design>With Data. Working in Structure mode allows you to define and preview the new table without requesting the server to apply each of your modifications. You then apply all of your modifications and display the results in the new table by changing to With Data mode.

2.

Click the Report Elements toolbox.

3.

On the Tables tab, click the drop-down arrow beside one of the insert table buttons for the table type you want to insert and select the define table menu item for the table type. For example, to insert a horizontal table, click Define Horizontal Table.

4.

In the report, click the area where you want the table to appear. The Insert report element dialog box displays and shows the table type selected. The field(s) for the axis or axes available in the table display to the right.

5.

For each axis field, click the drop-down arrow and select the object for which you want the data to display. To add table rows, columns or body cells, click + to the right of the axis field. To delete table rows, columns or body cells, click the drop-down arrow to the right of the + and select Delete.

6.

Click the OK. The table displays the data from the objects you selected.

7.

To add another object to the table and create an additional table column or row, drag an object from the Available Objects pane to the area of the table you want to add the column or row, as follows: • • • •

8.

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To create a new column before the existing column, drop the object onto the left of a column. To create a new column after the existing column, drop the object onto the right of a column. To create a new row above the existing row, drop the object onto the top edge of a row. To create a new row below the existing row, drop the object onto the bottom edge of a row.

Save the document.

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Lesson Summary You should now be able to: • Describe the table types available in Web Intelligence • Create vertical, horizontal, cross and form tables • Create a table by selecting a template

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Lesson: Working with Tables

Lesson: Working with Tables Lesson Overview This lesson describes how to modify the display of information in tables.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Change table types Add data into an existing table Duplicate an existing table Delete tables, rows or columns

Business Example As a report designer you need to know how to modify the tables you created to display data in reports. This lesson presents the different modifications you can make and shows you how to make them.

Changing Table Formats With Web Intelligence, you can switch from one table format to another, when you feel that a certain table style is more appropriate for the information displayed in the report.

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To Change a Table Format 1.

Right-click the table you want to modify. The contextual menu displays.

2.

Click Turn into. A menu of table and chart types displays.

3.

Click the table type to which you want to change the table. Web Intelligence displays the data in a new table type.

Adding Data to an Existing Table You can add data to your tables simply by dragging objects from the Available Objects pane. When the new data object was not part of your original query and not retrieved from the database, you need to edit your query, add the data object in the Query Panel to the Results Object panel and run the query before you can add the object to an existing table.

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Lesson: Working with Tables

To Add Data to an Existing Table 1.

Drag the object you want to add to the table from the Available Objects pane, and drop the object where you want to add it: • • • •

To add the object into a new column to the left of an existing column, drag the object onto the left edge of a column header. To add the object into a new column to the right of an existing column, drag the object onto the right edge of a column header. To add the object into a new row before an existing row, drag the object onto the top edge of a row header. To add the object into a new row after an existing row, drag the object onto the bottom edge of a row header.

The name of the object appears in the new column or row header, and the values appear in the new body cells.

Duplicating Tables You can use the copy-and-paste method that you prefer to easily copy a table and paste it as another block in the report. This is useful in order to show the same data, but in another format, perhaps as a chart with formatting to highlight certain information.

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To Duplicate a Table 1.

Use your preferred method for duplicating a table: Methods of Table Duplication Method

Steps

Contextsensitive menu

1. 2.

Toolbar buttons 1. 2. Keyboard shortcuts

1.

Right-click the table and, from the contextual menu, select Copy. Place your cursor where you want the duplicate table to appear. Right-click and select Paste. Click the table to select it. and in the toolbar above the Left Panel click the Copy button. Place your cursor where you want the duplicate table to appear and click the Paste button. Click the table to select it and on your keyboard, click Ctrl + C. Place your cursor where you want the duplicate table to appear and, on your keyboard, click Ctrl + V.

2.

Save the document. Note: Please note that to select a whole table (and not just parts of it) you need to click the rim of the table. When clicking the rim the mouse symbol should change into a cross. When the table has a border around it and four small squares in the corners you know that you have selected the whole table.

Deleting Tables, Rows, or Columns Deleting tables, rows, or columns can easily be accomplished using a shortcut menu.

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Lesson: Working with Tables

To Delete Table Rows or Columns 1.

Right-click the table, column, or row you want to remove and select Delete from the contextual menu. The Row, Column, or Table is deleted.

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Lesson Summary You should now be able to: • Change table types • Add data into an existing table • Duplicate an existing table • Delete tables, rows or columns

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Lesson: Presenting Data in Free-standing Cells

Lesson: Presenting Data in Free-standing Cells Lesson Overview Free-standing cells are single cells that stand alone in a report. You can use free-standing cells to display information that adds meaning to your report, such as: •

• • • • •

Text comments: Type messages or questions or add titles. As a report designer you can add tips to the report consumers on how they can use the report interactivity for additional information. Images: display logos, icons or photographs. Formulas or calculations: Add custom formulas or calculations. Last refresh date: Display the date when the document results were refreshed with the most recent data from the database. DrillFilter functions: Display the names of the objects by which the data on a drilled report is filtered. Page numbers: Display the page number of each report page.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Insert a blank cell in a report Display the date that the document was last refreshed Display text to help report consumers view key data Format and align the new cells in the report

Business Example Free-standing cells can help you present the data in the report clearly and add information that helps report users in interpreting the data accurately. This lesson shows you how to use free-standing cells.

Inserting a Free-standing Cell In the Report Element toolbox, there are several different types of free-standing cells available on the Cell tab.

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To Insert a Free-standing Cell 1.

In the Report Element toolbox, click the Cell tab. The Cell tab displays with the Blank button for inserting a blank free-standing cell and the Pre-defined menu of pre-defined cells.

2.

Click the drop-down arrow beside Pre-defined to display the menu of pre-defined cells, including: • • • • • • • • •

3.

Document name Last Refresh Date Drill Filters Query Summary Prompt Summary Report Filter Summary Page Number Page Number/Total Pages Total Pages

From the Cell tab, click the free-standing cell template you want to use and click the area in the report where you want it to display. The cell displays in the report.

4.

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Save the document.

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Lesson: Presenting Data in Free-standing Cells

To Change the Default Number Format 1.

In the report, right-click the cell that contains the number for which you want to change the default number format.

2.

Click Format Number in the contextual menu. The Format Number dialog box displays.

3.

Click the tabs to the left of the Format Number to display the sample formats of the number types in the Sample area.

4.

Click the sample format with the format you want for the number in the selected cell.

5.

Click OK. The cell format is updated in the report.

6.

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Save the document.

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To Insert Text to Label the New Cell 1.

In the Web Intelligence Desktop main window, click the Report Element toolbox.

2.

Click the Cell tab.

3.

Click Blank and click the area in the report where you want the blank cell to display. An empty cell displays in the report.

4.

Double-click the new cell. A dialog box opens with your cursor in the field that allows you to enter text or a formula.

5.

Type the appropriate label text in the field and press the Return key. The text appears in the cell you just created.

6.

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Save the document.

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Lesson: Presenting Data in Free-standing Cells

To Modify the Default Text style in Multiple Cells Simultaneously 1.

Select the cells to which you want to apply the same formatting. Click one cell, on your keyboard press Ctrl and click the second cell. Alternatively use Format Painter under the tools menu to copy and existing format and paste it to other cells in your report.

2.

Click the Format toolbox.

3.

Click the appropriate tab in the Format toolbox and use the buttons and fields in each tab to define the formatting you want to apply to the cells. The tab names indicate the aspect of the formatting that they allow you to define: Formatting Cells: Font:

To define font size and type.

Border:

To define borders and border color.

Cell:

To merge or clear cells.

Style:

To display the font in bold, italics or underlined and to define the font color. Also to define the cell background or color.

Numbers:

To format numbers.

Alignment:

To define the alignment of the text.

Size:

To define cell size.

Padding:

To define the spacing between the cell contents and the cell borders.

The cells and their contents display with the formatting changes. 4.

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Save the document.

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Lesson Summary You should now be able to: • Insert a blank cell in a report • Display the date that the document was last refreshed • Display text to help report consumers view key data • Format and align the new cells in the report

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Lesson: Presenting Data in Charts

Lesson: Presenting Data in Charts Lesson Overview Web Intelligence offers standard chart formats to graphically display your business information. You can select among many chart types in Web Intelligence, including various forms of column, line, pie, bar and point charts.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe the chart types available in Web Intelligence Create a chart Create a chart from a table Populate a chart

Business Example Web Intelligence also has multiple chart types that allow you to present the data in your reports graphically and in a way that presents the data in a clear and comprehensive manner. This lesson presents the different chart types and how to work with charts.

Column Charts Column charts are useful for showing data changes over a period of time or for illustrating comparisons among items. Column charts display a series as a of vertical bars that are grouped by category. Web Intelligence provides the following column charts: • • • • • • •

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Column chart Column chart with dual values Combined column and line chart Combined column and line chart with dual value axes Stacked column chart 100% stacked column chart 3D column chart

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Line Charts Line charts are good for showing trends in data at equal intervals or changes in data over time. Line charts connect specific data values with lines, either horizontally or vertically. Web Intelligence provides the following line charts: • • •

Line Line with Dual Axes Surface Chart

Pie Charts Pie charts are useful if you want to show how each part of your report data contributes to the total. Pie charts display data as segments of a whole. You can only include one measure object in a pie chart. When you have several measures in your report, choose another chart type. Web Intelligence provides the following pie charts: • • •

Pie chart Pie chart with variable slice depth Donut chart

Point Charts Point charts are useful for comparing specific data points. They display data as points and are similar to line graphs, except that the data points are plotted without a line to connect them. Web Intelligence provides the following point charts: • • • •

Scatter chart Bubble chart Polar scatter chart Polar bubble chart

Bar Charts Bar charts are useful for comparing similar groups of data; for example one time period to another. Bar charts display data in bar form, horizontally. Web Intelligence provides the following bar charts: • • •

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Bar chart Stacked bar chart 100% stacked bar chart

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Lesson: Presenting Data in Charts

Radar Charts Radar charts, also known as spider charts, are useful when you want to look at several different factors related to one item. A radar chart displays several axes starting from a unique origin and with a common scale. Each axis represents an analysis category item. Plots are directly placed on an axis according to the associated values. Plots can be linked by lines. For example, you could use a radar chart to display revenue data for different services within a hotel. On one axis, you could display revenue for the rooms; on another you could display revenue for the restaurant, and so on.

Creating a Chart You can create charts in the following ways: •

In the Report Element toolbox, you can click a chart type from the Chart or Others tab and click the area of the report where you want the chart to display. The chart structure displays in the report. You can use the right-click contextual menu option. Right-click the report and select Insert → Insert a Report Element. Next, click the area of the report where you want the chart to display. The chart structure displays. Use the right click contextual menu on an existing table or cross table. Right-click the table or cross table and select Turn Into → More Transformations. Note: You can also choose to work with the report structure only when you create charts. No data appears in the chart. Working with the report structure only allows you to make modifications without accessing the server. When you work with reports populated with data, each change you make is applied on the server. When you want to make many modifications, a best practice is to work with the report structure only, and to populate the report with data when you have finished your modifications. To work in Structure mode, click the drop-down arrow beside Design in the upper right-hand corner and select Structure only.

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To Create a Chart 1.

In an existing document, click the Report Element toolbox.

2.

On the Chart tab or Other tab, click the drop-down arrow beside the buttons for the different chart types and select the chart type you want to create.

3.

Click the area of the report where you want to display the chart. The chart structure displays in the report.

4.

Drag the required objects to the chart. The data for the objects display in the chart.

5.

Save the document.

Creating a Chart from a Table This section explains how to change a table to a chart. You can also use the steps below to change from one table type to another or to change one chart type to another.

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Lesson: Presenting Data in Charts

To Create a Chart from a Table 1.

Right-click the table you want to change into a chart and, from the contextual menu, select Turn Into â&#x2020;&#x2019; More Transformations Alternatively, when the chart you want to create is in the menu, such as Column, Line or Pie, you can select the chart directly. The Turn Into dialog box displays.

2.

On the left side of the Turn Into dialog box, click the tab for the chart type you want to create.

3.

In the area where the charts display, click the chart that you want to create.

4.

In the area to the right of the Turn Into dialog box, you see the objects for the different aspects of the chart, for example, the value axis, category axis, region color, pie chart size and color. When required, you can modify the values by clicking the arrow beside the field and selecting an new object. You can add a field by clicking + beside the field. You can delete a field by clicking the X beside the field.

5.

Click OK. The chart displays the data.

6.

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Save the document.

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To Change a Chart into a Table 1.

Right-click the chart you want to change into a table and, from the contextual menu, select Turn Into â&#x2020;&#x2019; More Transformations. Alternatively, when the table you want to create is in the menu, for example Vertical Table, Horizontal Table or Cross Table, you can select the table directly. The Turn Into dialog box displays.

2.

On the left side of the Turn Into dialog box, click the Tables tab.

3.

In the area where the table types display, click the table that you want to create.

4.

In the area to the right of the Turn Into dialog box, you see the objects in the fields for the different axes in the table, for example, the horizontal axis, vertical axis and body axis. When required, you can modify the values by clicking the arrow beside the field and selecting an new object. You can add a field by clicking + beside the field. You can delete a field by clicking the X beside the field.

5.

Click OK. The chart displays in the selected format.

6.

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Save the document.

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Lesson: Presenting Data in Charts

Exercise 4: Designing Web Intelligence Reports Exercise Objectives After completing this exercise, you will be able to: • Create multiple reports in one document • Create a vertical table • Create a horizontal table • Create a form table • Create a cross table • Create a vertical grouped bar chart • Create a 3D Column Chart • Create a form table

Business Example The report consumers in your organization want different views of data relating to the organization’s personnel. You create a document with multiple reports that use different table and chart formats to display the data effectively.

Task: Create a new document, insert new reports in the document and create tables and charts to display the data in the reports. 1.

Create a new document using all the objects in the eSTAFF universe.

2.

Delete the vertical table from the report.

3.

Insert five additional reports in the document.

4.

In Report 1, create one vertical table that shows Store and Total Salary and another vertical table that shows Store and Number of Employees.

5.

In Report 2, create a horizontal table with Store, Store Code, and Number of Employees by inserting a Horizontal Table report element.

6.

Place the objects in the horizontal table

7.

In Report 3, create a table that shows Employee Name, Gender, Store Code, Job Description, Personnel Number, and Address.

8.

Display the data in a Form.

9.

In Report 4, create a table that shows Employee Name, Job Description, and Total Salary. Continued on next page

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10. Change the table into a cross table. 11. Ensure that Employee Name appears as the column header, Job Description appears as the row header and Total Salary values appear in the table body. 12. In Report 5, create a column chart that shows Number of Employees, and City. 13. In Report 6, create a 3D Column Chart that shows Region and Number of Employees. 14. Save the document as Activity Tables & Charts and close the document.

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Lesson: Presenting Data in Charts

Solution 4: Designing Web Intelligence Reports Task: Create a new document, insert new reports in the document and create tables and charts to display the data in the reports. 1.

2.

3.

4.

Create a new document using all the objects in the eSTAFF universe. a)

From the initial Web Intelligence Desktop screen, in the Choose a data source to create a new document area, click Universe.

b)

In the Universe dialog box, double-click eSTAFF.

c)

Click the Employee class, press the Ctrl key on your keyboard and click the Measures class to select both classes.

d)

Drag the classes into the Result Objects panel so all the objects and measures contained in the classes appear in the Result Objects panel.

e)

Click Run query.

Delete the vertical table from the report. a)

Click the table border to select the entire table

b)

On the toolbar, click Delete.

Insert five additional reports in the document. a)

Right-click the Report 1 tab and, from the contextual menu, select Add Report.

b)

Repeat steps a and b until a total of 6 Report tabs display in your document.

In Report 1, create one vertical table that shows Store and Total Salary and another vertical table that shows Store and Number of Employees. a)

Click Store and press the Ctrl key on your keyboard.

b)

Click Total Salary.

c)

Drag the object and measure to the area of the report where you want the table to display.

d)

Click Store and press the Ctrl key on your keyboard

e)

Click Number of Employees.

f)

Drag the object and measure to the area of the report where you want the table to display. Continued on next page

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5.

6.

7.

BOW310

In Report 2, create a horizontal table with Store, Store Code, and Number of Employees by inserting a Horizontal Table report element. a)

Click the Report Element toolbox

b)

Click the Table tab.

c)

Click the arrow to the right of the Insert Horizontal Table button and select Define Horizontal Table.

d)

Click the area in the report where you want the table to display.

Place the objects in the horizontal table a)

In the Insert a report element dialog box, under Vertical Axis, click Pick to display the objects retrieved in the query.

b)

Click Store.

c)

Click the + (plus) button to the right of the field where Store displays to add a new vertical axis.

d)

Click Pick to display the objects retrieved in the query.

e)

Click Store Code.

f)

Click the + (plus) button to the right of the field where Store Code displays to add a new vertical axis

g)

Click Pick to display the objects retrieved in the query.

h)

Click Number of Employees.

i)

Click OK.

In Report 3, create a table that shows Employee Name, Gender, Store Code, Job Description, Personnel Number, and Address. a)

Click Employee Name and press the Ctrl key on your keyboard.

b)

Click Gender, Store Code, Job Description, Personnel Number and Address.

c)

Drag the objects to the report. Note: Notice that the columns in the table appear in the order in which you selected them.

Continued on next page

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8.

9.

Display the data in a Form. a)

Right-click the table and, from the contextual menu, select Turn Into > More Transformations.

b)

Click the Form option.

c)

Under Vertical Axis, check that the objects appear in the order in which you want them to display.

d)

Click OK.

In Report 4, create a table that shows Employee Name, Job Description, and Total Salary. a)

Click Employee Name and press the Ctrl key on your keyboard.

b)

Click Job Description and Total Salary.

c)

Drag the objects to the area of the report where you want the table to display.

10. Change the table into a cross table. a)

Right-click the table and click Turn Into > Cross Table.

11. Ensure that Employee Name appears as the column header, Job Description appears as the row header and Total Salary values appear in the table body. a)

When an object is not in the correct position, click a cell that displays the data returned by the object and drag the object to the area of the table where you want the data to appear.

12. In Report 5, create a column chart that shows Number of Employees, and City. a)

In Report 5, click the Report Element toolbox.

b)

Click the Chart tab.

c)

Click the Insert Column Chart button.

d)

Click the area in the report where you want the chart to display.

e)

Drag the City object to the chart.

f)

Drag the Number of Employees measure to the chart.

Continued on next page

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13. In Report 6, create a 3D Column Chart that shows Region and Number of Employees. a)

In Report 6, click the Report Element toolbox.

b)

Click the Chart tab.

c)

Click the arrow next to the Insert Column Chart button to display the drop-down menu.

d)

Click 3-D Column.

e)

Click the area in the report where you want the chart to display.

f)

Drag the Region object to the chart.

g)

Drag the Number of Employees measure to the chart.

14. Save the document as Activity Tables & Charts and close the document.

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a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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BOW310

Lesson: Presenting Data in Charts

Lesson Summary You should now be able to: • Describe the chart types available in Web Intelligence • Create a chart • Create a chart from a table • Populate a chart

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Unit Summary

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Unit Summary You should now be able to: • Describe the components of a Web Intelligence document • Describe the different toolboxes, tabs, and toolbars available in the Web Intelligence Desktop • Customize your user settings • Display the Document Properties and describe the options • Insert, delete, duplicate and move reports within a Web Intelligence document • Describe the table types available in Web Intelligence • Create vertical, horizontal, cross and form tables • Create a table by selecting a template • Change table types • Add data into an existing table • Duplicate an existing table • Delete tables, rows or columns • Insert a blank cell in a report • Display the date that the document was last refreshed • Display text to help report consumers view key data • Format and align the new cells in the report • Describe the chart types available in Web Intelligence • Create a chart • Create a chart from a table • Populate a chart

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BOW310

Test Your Knowledge

Test Your Knowledge 1.

What are the three components of an Web Intelligence document? Choose the correct answer(s).

□ □ □ □ □

A B C D E

Objects Reports Blocks Filters Microcube

2.

Which application mode allows you access to the greatest number of toolboxes and their related features?

3.

Which of the following table types can you create in an Web Intelligence document? Choose the correct answer(s).

□ □ □ □ □ □ 4.

A B C D E F

Horizontal (Financial) Bar Vertical Cross table 3D Form

To change a table type: Choose the correct answer(s).

5.

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□ □

A B

□ □

C D

Use the toolbar buttons in the Format toolbox. Right-click the table and select Turn Into from the contextual menu. Delete the existing table and create a new one from a template. Drag the table to the Available Objects pane.

Where in the Web Intelligence main window, do you find chart templates?

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Answers 1.

What are the three components of an Web Intelligence document? Answer: B, C, E Reports, blocks and the data microcube

2.

Which application mode allows you access to the greatest number of toolboxes and their related features? Answer: Design mode

3.

Which of the following table types can you create in an Web Intelligence document? Answer: A, C, D, F Horizontal (or Financial), Vertical, Cross table, Form

4.

To change a table type: Answer: B Right-click the table and select Turn Into from the context-sensitive menu.

5.

Where in the Web Intelligence main window, do you find chart templates? Answer: In the Report Element toolbox, on the Chart and Other tabs.

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Unit 5 Enhancing the Presentation of Data in Documents Unit Overview As you edit the reports in an Web Intelligence document, several tools can help you to perform analysis of the data and to structure and enhance reports so that the reports show exactly the information you need in the clearest way possible.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • • • • • • • • • • •

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Apply breaks to structure long tables of data into smaller groups Apply calculations, such as sums and counts Explain the different sort orders available in Web Intelligence Apply sorts to display data in the order of importance of the information Create custom sorts Hide data and show hidden data Manipulate break headers and footers to change the display of the data Prioritize multiple breaks in a table Format cross tab headers Explain the differences between using query filters and using report filters Explain the operators available for report filters Create the different report filter types Explain the difference between report filters and input controls Apply a ranking to show top values Understand how data tracking helps you monitor data Activate data tracking Set the reference data set Format the data changes Explain how to use conditional formatting to highlight important information Build a formatting rule Define the format displayed by the formatting rule

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• • • • • • •

BOW310

Apply conditional formatting Build complex formatting rules Break a report into sections Insert a sum and position it using drag and drop Insert a chart in each section Copy a block of data into a target application Copy an image of a data block into a target application

Unit Contents Lesson: Using Breaks and Calculations .....................................166 Procedure: To Organize a Report with Breaks .........................168 Procedure: To delete breaks ..............................................169 Procedure: To Organize a Report with Calculations ...................170 Procedure: To Delete a Calculation ......................................171 Lesson: Using Sorts and Hiding Data ........................................173 Procedure: To Create a Default Sort.....................................176 Procedure: To Create a Custom Sort ....................................177 Procedure: To Hide Dimensions in Tables ..............................179 Procedure: To Show Hidden Dimensions in Tables....................180 Procedure: To Hide or Show a Table, Column or Row ................181 Procedure: To Show Hidden Tables, Cells or Sections................182 Lesson: Formatting Breaks and Cross Tables ..............................184 Procedure: To View and Modify Default Break Settings...............187 Procedure: To Set the Priority of Multiple Breaks in a Table..........188 Procedure: To Format Additional Header Rows........................189 Procedure: To Center the Objects in the Column Header in a Cross Table..........................................................................190 Exercise 5: Formatting Breaks and Vertical Tables ....................191 Lesson: Filtering Report Data .................................................195 Procedure: To Create a Simple Report Filter ...........................197 Procedure: To Delete a Simple Report Filter ...........................198 Procedure: To Create a Standard Filter .................................199 Procedure: To Delete a Standard Report Filter.........................200 Procedure: To Filter with Input Controls .................................201 Procedure: To Delete Input Controls.....................................202 Lesson: Ranking Data..........................................................204 Procedure: To Apply Ranking to a Report...............................205 Procedure: To Remove Ranking from a Report ........................206 Exercise 6: Enhancing the Presentation of a Report ..................207 Lesson: Tracking Data Changes..............................................212 Procedure: To Activate Data Tracking ...................................215 Exercise 7: Tracking Data Changes .....................................217 Lesson: Highlighting Information with Formatting Rules...................221 Procedure: To Create a Single Condition Formatting Rule ...........223

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BOW310

Unit 5: Enhancing the Presentation of Data in Documents

Procedure: To Apply Conditional Formatting Rules....................224 Procedure: To Create a Multiple Condition Formatting Rule .........225 Exercise 8: Creating a Complex Formatting Rule......................227 Lesson: Organizing a Report into Sections .................................233 Procedure: To Create a Section ..........................................234 Procedure: To Display an Aggregate ....................................235 Procedure: To Insert a Block in Each Section ..........................236 Procedure: To Navigate from Section to Section.......................237 Procedure: To Delete a Section ..........................................238 Lesson: Copying and Pasting Data Blocks ..................................240 Procedure: To Copy a Chart to an External Application...............241 Procedure: To Copy a Table to an External Application ...............242

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BOW310

Lesson: Using Breaks and Calculations Lesson Overview In this unit, you learn to organize data in a table by applying breaks and calculations. This lesson describes how you, as report designers who create complex reports for yourselves and others, can change the data presentation and analysis as you finalize your report. Web Intelligence offers extensive reporting features in a single interface to adapt your report as required.

Lesson Objectives After completing this lesson, you will be able to: • •

Apply breaks to structure long tables of data into smaller groups Apply calculations, such as sums and counts

Business Example As a report designer, breaks and calculations serve an important purpose in structuring the data in the reports you create and making the reports generally easier to read and interpret. This lesson presents how to use breaks and calculations.

About Breaks Breaks allow you to structure the data in a table into groups and make the data easier to view and interpret. You apply breaks on the data and values that you select. When you apply a break, Web Intelligence separates all the data for each unique value of the selected variable. It inserts a blank row or column after each value, which allows you to easily insert subtotals for the group of data. For example, a long table can be tedious to read and understand. A table that displays Year, Quarter, State and Sales revenue shows the values of year and quarter repeated on several rows. When you apply two breaks to a table, one on Year and one on Quarter, the data becomes much more clear and simpler to read. Each group in the table displays quarterly Sales revenue for all the states for a unique Quarter and a single Year. The Year and Quarter values appear once at break header level and, consequently, allow the report user to focus on the State and Sales revenue data. In the extra row that appears in the table after each group, you can easily insert sum totals for revenue over the Year.

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BOW310

Lesson: Using Breaks and Calculations

Using breaks has two main advantages: • •

You can more efficiently organize how your data is represented. You can display subtotals.

When you insert a break on a dimension, the values for the dimension are automatically sorted in ascending order. When the values are numeric, the lowest value displays in the first row of the table, the highest in the last row. When the values are alphabetical characters, then the values are sorted in alphabetical order from top to bottom.

Adding Breaks In the Web Intelligence Desktop application, you can add breaks in the following ways: • •

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In the Analysis toolbox, on the Display tab, by clicking Break. With the right-click contextual menu, by right-clicking the row or column where you want to add the break and selecting Break>Add Break.

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BOW310

To Organize a Report with Breaks 1.

Click a table cell in the column or row where you want to insert a break.

2.

Click the Analysis toolbox.

3.

Click the Display tab.

4.

Click the Break button. The break appears on the selected column or row. You can insert multiple breaks by repeating the same process on another row or column.

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BOW310

Lesson: Using Breaks and Calculations

To delete breaks 1.

Click a cell in the column or row from which you want to remove a break.

2.

In the Analysis toolbox, on the Display tab, click the arrow beside the Break button and select Remove Break from the drop-down menu. The break is removed from the report.

3.

Save the document.

About Calculations Web Intelligence provides standard calculation functions to help you make quick calculations on the data in your reports. These calculations are available in the Analysis toolbox on the Functions tab. When you right-click the column or row where you cant to insert the calculation, you can also access the functions by selecting Insert and then the calculation you want to insert You can calculate sums, averages and percentages. You can also calculate the total count, and the minimum and maximum values for a variable.

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Unit 5: Enhancing the Presentation of Data in Documents

BOW310

To Organize a Report with Calculations 1.

Click a table cell that contains data.

2.

In the Analysis toolbox, on the Function tab, depending on the calculation you want to insert, click the Sum button or the Count button or click the arrow beside the More button and select the calculation from the drop-down menu. The aggregated value displays in a new row at the bottom or a new column at the end of the table. When you insert a percentage calculation, the results of the percentage are displayed in an additional column or row of the table with a value for each cell.

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3.

To insert other calculations, repeat steps 1 and 2.

4.

Save the document.

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2011


BOW310

Lesson: Using Breaks and Calculations

To Delete a Calculation 1.

Right-click the table or cross table that contains the calculation. • •

2.

In the With Data viewing mode, this is the calculated value. In the Structure Only viewing mode, this is the cell that contains the aggregate formula.

From the contextual menu, click Delete. The Remove dialog box displays.

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3.

Depending on the table type, select Remove Row or Remove Column.

4.

Click OK.

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Unit 5: Enhancing the Presentation of Data in Documents

BOW310

Lesson Summary You should now be able to: • Apply breaks to structure long tables of data into smaller groups • Apply calculations, such as sums and counts

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BOW310

Lesson: Using Sorts and Hiding Data

Lesson: Using Sorts and Hiding Data Lesson Overview You can apply sorts to the results displayed in tables, to organize the order in which results are displayed in a column or row. You can apply sorts to any dimensions, measures or details displayed in a table. Sorting dimensions and details helps you organize results chronologically, while sorting measures helps you see the highest or lowest results at a glance.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain the different sort orders available in Web Intelligence Apply sorts to display data in the order of importance of the information Create custom sorts Hide data and show hidden data

Business Example Sorts allow you to order and structure the data in your reports. You can also choose to hide or show data in reports, depending on how valuable the data is to the report users. This lesson presents how to use the sort and hide/show data functions.

About Sort Orders Sorts in Web Intelligence allow you to apply the following orders: Sort order

Description

Default

This is sometimes referred to as the “natural” order. Depending on the type of data in the column or row, the results are sorted as follows: • •

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ascending numeric order for numeric data ascending chronological order for date

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Sort order

BOW310

Description â&#x20AC;˘

ascending alphabetical order for alphanumeric data

Ascending

When selected, results are arranged in ascending order: the smallest value at the top of the column moving to the highest value at the bottom. For example: 100, 200, 300 or California, Colorado, Florida.

Descending

When selected, results are arranged in descending order: the highest value at the top of the column moving to the smallest value at the bottom. For example: 300, 200, 100 or Florida, Colorado, California.

Custom

You define your own sort order. Ascending and descending sorts are applied to columns or rows. An ascending or descending sort impacts only the table on which you apply the sort and is independent of sort on other tables in the same report. However, you apply Custom sorts to an object. As a result, all tables in the document that use the object inherit the custom sort. In fact, applying a custom sort sorts the data in the data provider, not just in the table. You can also add a temporary value, a value that does not exist in the database, to your document and include the value in your custom sort. For example, you can add a 13th month for adjustment purposes to your document even when the value does not exist in the database. Alternatively, you can anticipate the addition of new store to the database. Before the new store name exists in the database, you can add the value as a temporary value and take the new value into account for the design of your documents.

The order of the non-measure objects in a table initially controls the way the data is sorted or grouped in the report. The Sort feature allows you to format data in ascending or descending order. For example, in a table that shows State, Year and Sales revenue. You can apply an ascending sort on Year and a descending sort on Sales revenue. The table displays the Years in chronological order and, within each Year, the Sales revenue displays in descending order.

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BOW310

Lesson: Using Sorts and Hiding Data

A default sort uses one of the predefined sort orders described in the table above -ascending or descending. For example, to sort your sales revenue data so that the state with the highest sales revenue for each year appears first in the group, you can apply the default sort order descending on the sales revenue. Custom sorts allow you to define your own order for the data displayed in a report. For example, to display the eFashion month names in chronological order, you can apply a custom sort.

How does Web Intelligence Sort Data When you Apply a Break? When you insert a break on a dimension, Web Intelligence automatically sorts the values for the dimension in ascending order. For numeric values, the lowest value appears in the first row of the table, the highest in the last row. For alphabetical characters, the values appear in alphabetical order from top to bottom. You can change this sort order at any time.

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BOW310

To Create a Default Sort 1.

In the report, click a cell in the row or column on which you want to apply a sort.

2.

In the Analysis toolbox, click the Display tab.

3.

Click the arrow beside the Sort button and select the default sort order from the drop-down list. Note: Directly clicking the Sort button applies an ascending sort order.

4.

Select the appropriate sort order. The row or column is sorted in the order you specified.

Deleting a Default Sort To delete a default sort, you can do one of the following: • •

176

Click the arrow beside the Sort button and select None from the drop-down menu. Right-click a detail row in the row or column on which you have applied the sort and, from the contextual menu, select Sort → None.

© 2012 SAP AG. All rights reserved.

2011


BOW310

Lesson: Using Sorts and Hiding Data

To Create a Custom Sort 1.

In the report, click a cell in the table on which you want to apply a custom sort. Note: You cannot apply a custom sort on a measure object.

2.

In the Analysis toolbox, on the Display tab, click the arrow beside the Sort button and select Manage Sorts from the drop-down list. The Manage Sorts dialog box displays.

3.

Under Sort, click Add. The Add Sort dialog box displays.

4.

Click the object in the column or row to which you want to apply the custom sort and click OK.

5.

Under Custom Order, click Values. The Custom Sort dialog box displays.

6.

Optionally, in the Values to add to list area, type the name of a value that does not yet exist in the database and click the> button to add the value to the sorted values.

7.

Select each value in the Customized ascending list and use the arrow buttons to place the value in the correct order within the sort.

8.

Click OK to create the custom sort and close the Custom Sort dialog box.

9.

Click OK to close the Add Sort dialog box. The table now displays with the data sorted in the order you defined.

Hiding Data Sometimes tables or specific rows and columns display no values or display values that provide no added value to the report user, but are valuable to you as the report designer in your efforts to present the data accurately. For example, when your organization stops selling a product, the table, rows or columns for the product appear empty. By default Web Intelligence displays the empty table, rows or columns. You can choose to display or hide the table, rows or columns when they contain no data. You can also display or hide a table based on the results of a formula. You can also show or hide a dimension. For example, the Month object in the eFashion database provides the number of the month, but the report users prefer to view the Month name. A report designer can display the Month value to use an ascending sort on the number of the month, and, then, hide the month because it distracts the report users.

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BOW310

You can show or hide tables, rows, columns or dimensions in the Report Elements toolbox, on the Cell Behaviors tab, using the arrow beside the Hide button. To show or hide a table, row, or column, you can also use the right-click contextual menu for the table and select Format Table.

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BOW310

Lesson: Using Sorts and Hiding Data

To Hide Dimensions in Tables 1.

Select the row or column in which the data for the dimension displays.

2.

In the Report Elements toolbox, click the Cell Behaviors tab.

3.

Click the arrow beside the Hide button and select Hide Dimension from the drop-down menu. The row or column no longer appears in the table.

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Unit 5: Enhancing the Presentation of Data in Documents

BOW310

To Show Hidden Dimensions in Tables 1.

Select the table containing a hidden dimension.

2.

In the Report Elements toolbox, click the Cell Behaviors tab.

3.

Click the arrow beside the Hide button and select Show Hidden Dimension from the drop-down menu. The row or column containing the dimension displays in the table.

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BOW310

Lesson: Using Sorts and Hiding Data

To Hide or Show a Table, Column or Row 1.

Right-click the table and, from the contextual menu, select Format Table. The Format Table dialog box displays.

2.

Click the General tab in the Format Table dialog box.

3.

In the General tab, select the options that correspond to data you want to hide or display in the vertical, horizontal or cross table as follows: To

Select

Hide the table

Hide always

Hide the table when it is empty

Hide when empty

Hide the table when a formula is true

Hide when following formula is true

Display rows with empty measure Show rows with empty measure values values (for vertical and cross tables) Display rows with empty dimension values (for a vertical table)

Show rows with empty dimension values

Display columns with empty measure values (for horizontal and cross tables)

Show columns with empty measure values

Show columns with empty dimension Display columns with empty dimension values (for a horizontal values table) Display rows/columns with empty dimension values (for cross tables) 4.

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Show rows/columns with empty dimension values

Click OK.

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BOW310

To Show Hidden Tables, Cells or Sections Use For tables, cells and sections that are hidden unconditionally, when they contain no data or based on the result of a formula, you can also use the Document Structures and Filters pane in the Left Panel to show the hidden report elements.

Procedure 1.

Click the Document Structure and Filters button in the Left Panel. The document structure displays, when you extend the Blocks to see the objects contained in the data block, the hidden objects display in italics.

2.

Right-click the Block that contains the hidden dimension that you want to show and select Hide>Show Hidden Dimensions. The hidden dimension displays in the table again.

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BOW310

Lesson: Using Sorts and Hiding Data

Lesson Summary You should now be able to: • Explain the different sort orders available in Web Intelligence • Apply sorts to display data in the order of importance of the information • Create custom sorts • Hide data and show hidden data

2011

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BOW310

Lesson: Formatting Breaks and Cross Tables Lesson Overview Although Web Intelligence allows you to produce reports in several different table formats (vertical, horizontal, cross table and form), these basic formats do not always satisfy all the requirements of your working environment. This lesson explains several different formatting techniques using breaks to display the results of queries in table formats slightly different from the defaults. These techniques are particularly valuable when you combine them with calculations and sorts to present your data clearly and comprehensibly to report users.

Lesson Objectives After completing this lesson, you will be able to: • • •

Manipulate break headers and footers to change the display of the data Prioritize multiple breaks in a table Format cross tab headers

Business Example You need to understand how to format breaks and cross tables to present the data in your reports in the clearest way possible. This lesson presents how to use the formatting options for breaks and cross tables.

Controlling Break Headers and Footers Frequently report designers use breaks to structure table data into smaller groups for the purposes of creating subtotals. When you apply a break to a table, the break footer displays as an additional row at the bottom of the table and serves to display the subtotal data clearly. However, each time you place a break on a table, you also create a header. When you know how to control the display of headers and footers you can use them to present your data clearly. For example, you can create a report that shows Year, Quarter, Month Name and Sales revenue and insert a break on both Year and Quarter, but only display footers for the break on Quarter. The Quarter footer can contain the sum for the quarterly sales revenue.

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BOW310

Lesson: Formatting Breaks and Cross Tables

You can create a report with the same objects, insert a break on both Year and Quarter and display footers for both Year and Quarter and then display both the yearly and quarterly sales revenues in the appropriate footer. When you first insert a break on data, the default display options apply to the data, as shown in the previous table. You can view the default break settings in the Manage Breaks dialog box.

Formatting Multiple Break Headers and Footers You can edit the settings in the Manage Breaks dialog box to format the display of breaks for the: • •

Display properties or how the results display on the break. Page layout properties or how the breaks display on the report page.

The following table describes how each option displays.

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Property

Description

Break header

Displays a header for each part of the table, cross table, or form when you insert a break.

Break footer

Adds a footer after the last row for a table or the last column for a cross table when you insert a break. When you apply a calculation to the data, the result displays in the footer.

Apply sort

Applies the default sort order to the values in the break

Duplicate values: Display all

Displays all values in the break, even when they are duplicates.

Duplicate values: Display first

Displays the first value only, when values are duplicates.

Duplicate values: Merge

Merges cells containing duplicate values and displays a single value over the merged cells.

Duplicate values: Repeat first on new page

Displays the first value in a group of duplicate values at the beginning of the break and on each new page.

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Property

Description

Start on a new page

Displays each part of the table or form created by a break on a new page.

Avoid page breaks in blocks

Where possible, keeps each break section on the same page. This option does not apply to blocks larger than one page.

Repeat header on every page

Repeats the header at the top of the table on every new page when a table displays on more than one page.

Repeat footer on every page

Repeats the footer at the bottom of the table on every new page when a table displays on more than one page.

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2011


BOW310

Lesson: Formatting Breaks and Cross Tables

To View and Modify Default Break Settings 1.

Click a table on which you have defined a break.

2.

In the Analysis toolbox, click the Display tab.

3.

Click the arrow next to the Break button and select Manage Breaks from the drop-down menu. The Manage Breaks dialog box displays. You select the breaks available in the Block on the right and the corresponding properties appear on the right.

4.

On the left, select the break you want to modify.

5.

On the right, select or deselect the properties according to how you want the breaks to display.

6.

Click OK.

About Formatting Breaks You can edit the settings in the Manage Breaks dialog box to format the display of breaks. Respect the following guidelines when using breaks: •

Place all needed breaks onto the table before placing any calculations. When you place the calculations first and apply a break on an object, Web Intelligence does not recognize the need for recalculation at the new break level (that is, to create subtotals). Place the breaks first to ensure that the calculations are correct. If you place an automatic calculation, for example a Sum or a Count, on a table after you format the breaks, you lose all formatting done on the break footers. The default action for these calculations is to calculate on all break levels present, regardless of how they have been formatted.

Prioritizing Multiple Breaks When you have multiple breaks in a document, you can change the default order so that one break is displayed as a higher priority than the other. You can also use the Manage Breaks dialog box to do this.

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BOW310

To Set the Priority of Multiple Breaks in a Table 1.

In the Manage Breaks dialog box, on the left, select the break to which you want to assign highest priority.

2.

Use the Up arrow button to the right to move the break to the first position in the display.

3.

Select the other breaks to which you want to assign a priority and click the Up/Down buttons to promote/demote the break's priority in the display.

4.

Click OK. The display of the breaks changes to reflect their changed priority.

Formatting Cross Table Headers Since cross tables contain two levels of dimension objects (object values are located both in the columns and in the rows of the block), several unique formatting issues may occur. When two or more measure objects are used in a cross table, an additional header is needed to display both object names.

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BOW310

Lesson: Formatting Breaks and Cross Tables

To Format Additional Header Rows 1.

Select the cross table.

2.

Right-click and, from the contextual menu, select Format Table. The Format Table dialog box displays.

3.

Click the General tab.

4.

Select the Show object name option.

5.

Click OK. The measure object names appear as column headers in the cross table.

6.

Optionally, to remove the two headings that appear in the top-left corner of the cross table, press the Ctrl key and click the extra headings. Proceed to step 7.

7.

Click the Format toolbox>the Cell tab>Clear. The two headings in the top-left corner of the cross table no longer display.

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To Center the Objects in the Column Header in a Cross Table

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1.

Click the column header cell.

2.

Click the Center button on the Formatting toolbar to center the text or objects.

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BOW310

Lesson: Formatting Breaks and Cross Tables

Exercise 5: Formatting Breaks and Vertical Tables Exercise Objectives After completing this exercise, you will be able to: • Apply calculations and breaks in a report • Format the breaks

Business Example Your report users need a report that includes calculation of sums and averages. To display the calculation results clearly, you create a report that uses breaks and you format the breaks to optimize the presentation of the data.

Task: Create a query to show data for the Outerwear and Overcoats lines only. Apply calculations to display the sum of the Sold at (unit price) for each line and for each category within the lines. Finally format the breaks to display the data in the clearest way possible.

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1.

Create a query using eFashion showing Lines, Category, SKU desc, Sold at (unit price), and Discount.

2.

Build a query filter to display values only for the Lines: Outerwear and Overcoats.

3.

Run the query to show the results.

4.

Apply a break on the Lines and Category columns.

5.

Apply a Sum on the Sold at (unit price) column and an Average on the Discount column.

6.

On the break for the Lines column, set the options so the break header shows, but the break footer does not show.:

7.

On the break for the Category column, set the options so the break header and break footer do not show.

8.

Save the report as Activity Breaks and Cross Tabs and close the document.

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Solution 5: Formatting Breaks and Vertical Tables Task: Create a query to show data for the Outerwear and Overcoats lines only. Apply calculations to display the sum of the Sold at (unit price) for each line and for each category within the lines. Finally format the breaks to display the data in the clearest way possible. 1.

2.

3.

Create a query using eFashion showing Lines, Category, SKU desc, Sold at (unit price), and Discount. a)

From the initial Web Intelligence Desktop screen, under Universe, click eFashion.

b)

Extend the Product class to display the objects that it contains.

c)

Double-click the objects Line, Category and SKU desc and the measure Sold at (unit price) so they appear in the Result Objects panel. You can also drag the objects to the Result Objects panel.

d)

Extend the Measures class to display the measures that it contains.

e)

Double-click Discount so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

Build a query filter to display values only for the Lines: Outerwear and Overcoats. a)

From the Universe outline, drag the Lines object to the Query Filters panel. You can also drag the object from the Result Objects panel.

b)

Click the button to the right of the operands field and, in the drop-down menu, click Value(s) from List.

c)

In the List of Values dialog box, in the Lines area, double click Outerwear and Overcoats so they appear in the Selected Value(s) area.

d)

Click OK.

Run the query to show the results. a)

4.

Click Run query.

Apply a break on the Lines and Category columns. a)

Right-click the Lines column and, from the contextual menu, select Break>Add Break.

b)

Repeat step (a) on the Category column of data.

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Lesson: Formatting Breaks and Cross Tables

5.

6.

7.

8.

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Apply a Sum on the Sold at (unit price) column and an Average on the Discount column. a)

Click a cell in the Sold at column to select the column.

b)

Click the Analysis tool box.

c)

Click the Functions tab.

d)

Click Sum.

e)

Click a cell in the Discount column to select the column.

f)

On the Functions tab, click the arrow to the right of the More button and, from the drop-down menu, click Average.

On the break for the Lines column, set the options so the break header shows, but the break footer does not show.: a)

Right-click a cell in the Lines column and, from the contextual menu, select Breaks>Manage Breaks.

b)

In the Manage Breaks dialog box, under Display properties, select Break header and deselect Break footer.

On the break for the Category column, set the options so the break header and break footer do not show. a)

In the Manage Breaks dialog box, in the area where the breaks display, click Category.

b)

Under Display properties, deselect Break header and Break footer.

c)

Click OK.

Save the report as Activity Breaks and Cross Tabs and close the document. a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson Summary You should now be able to: • Manipulate break headers and footers to change the display of the data • Prioritize multiple breaks in a table • Format cross tab headers

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Lesson: Filtering Report Data

Lesson: Filtering Report Data Lesson Overview Web Intelligence provides allows you to restrict the data that displays in a report with report filters and input controls. In this lesson, you learn how to apply report filters and using input controls.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain the differences between using query filters and using report filters Explain the operators available for report filters Create the different report filter types Explain the difference between report filters and input controls

Business Example Report filters and input controls allow you to create reports that show the report users the specific data that interests them and excludes extraneous information.

Ways to Filter Report Data Web Intelligence provides different methods for restricting the data displayed in a document: •

Query filters allow you to limit the amount of data that is retrieved from the data source and returned by the query to your Web Intelligence documents. You can only apply query filters when you are creating or editing the query in the Query Panel. Report filters, on the other hand, allow you to restrict the data shown in the report simply by hiding the data that does not interest you. The data is still contained in the document; it is just hidden from the report display. The report users who view the report in Reading mode cannot see what filters are applied to the report.

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Input controls, like report filters, restrict the data shown in the report by hiding the data that does not interest you. In addition, input controls empower report users who view the report in Reading mode both to see the input controls applied to the report and to select the filtered values to adapt the report display to their needs.

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Tables or other blocks in your reports can sometimes be very large, and not very easy to read at a glance. To make the report easier to read, you can apply a report filter or an input control on a specific object, so that it displays only the information that interests you. You apply report filters and input controls when you are editing a document in the Web Intelligence Desktop window. You can define filters and input controls on dimensions, measures, details and variables listed on the Available Objects pane of the document. Types of Report Filters The following types of report filters exist in Web Intelligence. You use a different method to create each report filter type. â&#x20AC;˘

â&#x20AC;˘

Simple report filters offer and easy way to create filters simple filter for one value. They use the Equal to operator only and they filter all the data blocks in the report. The filter is a global filter so it applies to the whole report and affects all the data blocks it contains. Standard report filters offer the most flexibility in the definition of your filter. You can use them to create simple or create complex filters because all filter operators are available and you can filter on single values or lists of values. Standard report filters also offer the most flexibility in selecting the data to which you apply the filter. A standard report filter can be a global filter and apply to the whole report or it can be a block filter and apply to only one data block in the report.

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Lesson: Filtering Report Data

To Create a Simple Report Filter 1.

In the report, click the Analysis toolbox.

2.

Click the Interact tab.

3.

Click Filter Bar. The Filter Bar displays above the document.

4.

Drag the object on which you want to filter to the toolbar. You can add multiple objects to the toolbar to create multiple filters.

5.

Select the value on which you want to filter from the drop down list of values. Web Intelligence filters the report on the value of the object you selected. For example, when you select “California” from the list of values for the State object, Web Intelligence filters the report to exclude all rows where State does not have the value “California”.

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Save the document.

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To Delete a Simple Report Filter

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1.

To remove a simple report filter, click to select the object icon to the left of the filter value and drag the object to the Available Objects pane.

2.

Save the document.

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BOW310

Lesson: Filtering Report Data

To Create a Standard Filter 1.

Select the report element that you want to filter in the report or in the Document Structure and Filters pane.

2.

Click the Analysis toolbox.

3.

Click the Filters tab.

4.

Click the Filter button. The Report Filter dialog box displays. In the Filter Map pane, the report element to which you want to apply the filter displays.

5.

Click the Add Filter button.

6.

Double-click the object you want to filter. The object selected displays in the filter definition area.

7.

Beside the operator field, click the arrow and select an operator from the drop-down list.

8.

To enter the operand, you can type it in the Type the value field and press the Enter key or double-click the values that display below the field to move them to the Selected value(s) area.

9.

Click OK.

10. Save the document.

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To Delete a Standard Report Filter 1.

Click the report element that has the filter applied to it.

2.

Click the Analysis toolbox.

3.

Click the Filters tab.

4.

Click the arrow beside the Filter button and select Remove Filter from the dropdown menu. The filter is removed from the report element.

5.

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Save the document.

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Lesson: Filtering Report Data

To Filter with Input Controls 1.

In the report where you want to apply input controls, click the Analysis toolbox.

2.

Click the Filters tab.

3.

Click the arrow beside Controls and select Define Control from the dropdown menu. The Define Input Control wizard displays to guide you in creating the input control.

4.

Click the object for which you want to control the values that display in the report and click Next. The Choose Control Type step displays.

5.

Select the control type you want to use and, when required, define the properties for the control type.

6.

Click Next. The Assign Report Elements step displays.

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Select the report element(s) to which you want to apply the input control and click Finish.

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To Delete Input Controls 1.

In the report with input controls, display the Input Controls pane in the Left Pane.

2.

Hover your mouse over the input control you want to delete so the buttons for the input control display and click the Remove button. The input control no longer appears in the Input Controls pane and no longer filters the data in the report.

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Lesson: Filtering Report Data

Lesson Summary You should now be able to: • Explain the differences between using query filters and using report filters • Explain the operators available for report filters • Create the different report filter types • Explain the difference between report filters and input controls

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Lesson: Ranking Data Lesson Overview You may only want to show the extreme ranges of the data retrieved in your report. Ranking allows you to determine the top or bottom three or more values for a given measure on a given dimension. Ranking combines aspects of the filter and sort functions so you can project, for example, only the top five values in descending order.

Lesson Objectives After completing this lesson, you will be able to: •

Apply a ranking to show top values

Business Example Report users may want to see the data for only the top or bottom values for a given measure. You can use ranking to show only these values in a report and hide the extraneous values.

Applying Ranking You can apply ranking at the: •

Database level: In the Query panel, on the Query Filters panel toolbar, click Add a database ranking (this feature is database–specific).

Report level: In the Report, select the data block to which you want to apply ranking and in the Analysis toolbox, on the Filters tab, click Ranking.

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Lesson: Ranking Data

To Apply Ranking to a Report 1.

In the report, select the row, column or data block to which you want to apply the ranking.

2.

In the Analysis toolbox, click the Filters tab.

3.

Click Ranking. The Ranking dialog box displays.

4.

Select the value for the range of values you want to display as follows: • •

Top displays and ranks the highest values in the block. Bottom displays and ranks the lowest values in the block.

5.

Select the number of values you want to display in the field next to the Top or Bottom option.

6.

Select the measure on which the ranking is based in the Based on list.

7.

Click Ranked By and select the dimension on which the ranking is based when you want to rank by a particular dimension and not by all dimensions in the block.

8.

Select the rank calculation mode in the Calculation mode list. The available calculation modes include: • •

• •

9.

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Count: Counts the records and displays the first/last n records in the count, according to the Ranking Selection. Percentage: Counts the records and returns the ones corresponding to the top/bottom percent of the total records specified in the Ranking Selection. It is not a real percentage, for example, if you want 10% and there are a total of 100 rows, you would receive 10 rows. Cumulative Sum: Adds up the values and displays the top/bottom n records required to reach the sum specified in the Ranking Selection. Cumulative Percentage: Counts the total value of all the records and displays the top/bottom n records required to arrive at the percent of the total specified in the Ranking Selection.

Save the document.

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To Remove Ranking from a Report 1.

In the report, select the data block to which the ranking applies.

2.

In the Analysis toolbox, click the Filters tab.

3.

Click the arrow beside Ranking and, from the dropdown list, select Remove Ranking. The data block shows all the data retrieved.

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Lesson: Ranking Data

Exercise 6: Enhancing the Presentation of a Report Exercise Objectives After completing this exercise, you will be able to: • Apply breaks • Format the breaks • Apply a sum and percentage • Duplicate a table • Apply report filters to different data blocks in a report

Business Example Report consumers want to view and compare the data for two different states in the same report. You use report filters to restrict the data displayed to the states in question.

Task: Create a new document and use the analysis functions of breaks, calculations and input controls to attract the report consumers' attention to the key data. 1.

Create a new document showing Quantity sold by State, Year and Quarter.

2.

Apply a break on State and Year.

3.

Format the breaks so that only the break header and footer for Year show.

4.

Add a sum and percentage to the Quantity sold column.

5.

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Define an Input Control on State to filter the first data block.

6.

Create a duplicate of the table to the right of the existing table and create an input control identical to the one for the first data block.

7.

Save the document as Activity Presentation and close the document.

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Solution 6: Enhancing the Presentation of a Report Task: Create a new document and use the analysis functions of breaks, calculations and input controls to attract the report consumers' attention to the key data. 1.

2.

3.

Create a new document showing Quantity sold by State, Year and Quarter. a)

From the initial Web Intelligence Desktop screen, under Universe, click eFashion.

b)

Extend the Store class to display the objects that it contains.

c)

Double-click State so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

d)

Under the Time period class double-click Year and Quarter so they appear in the Result Objects panel. You can also drag the objects to the Result Objects panel.

e)

Extend the Measures class to display the measures that it contains.

f)

Double-click Quantity sold so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

g)

Click Run query.

Apply a break on State and Year. a)

Select the State column.

b)

Click the Analysis tool box.

c)

Click Display>Break.

d)

Repeat steps (a)-(c) on the Year column of data.

Format the breaks so that only the break header and footer for Year show. a)

Right-click the table and, from the contextual menu, select Break â&#x2020;&#x2019; Manage Breaks.

b)

Select the State break and deselect the Break Header and Break Footer options.

c)

Click OK.

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Lesson: Ranking Data

4.

5.

Add a sum and percentage to the Quantity sold column. a)

Click a cell in the Quantity sold column to select the column.

b)

Click the Analysis tool box.

c)

Click the Functions tab.

d)

Click Sum.

e)

Click the arrow to the right of More.

f)

In the dropdown menu, click Percentage.

Define an Input Control on State to filter the first data block. a)

Select the table.

b)

Click the Analysis toolbox.

c)

Click the Filters tab.

d)

Click Controls.

e)

In the Define Input Control dialog box, double-click State.

f)

Select Check Boxes as the Control Type.

g)

Click Next.

h)

Assign the input control to the block.

i)

Click Finish.

Continued on next page

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6.

7.

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Create a duplicate of the table to the right of the existing table and create an input control identical to the one for the first data block. a)

Right-click the table so an outline appears around it and, from the contextual menu, select Copy.

b)

Right-click the area to the right of the existing table and, from the contextual menu, select Paste.

c)

Select the new table.

d)

Click the Analysis toolbox.

e)

Click the Filters tab.

f)

Click Controls.

g)

In the Define Input Control dialog box, double-click State.

h)

Select Check Boxes as the Control Type.

i)

Click Next.

j)

Assign the input control to the second block.

k)

Click Finish.

Save the document as Activity Presentation and close the document. a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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BOW310

Lesson: Ranking Data

Lesson Summary You should now be able to: • Apply a ranking to show top values

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Lesson: Tracking Data Changes Lesson Overview You may have reports that you refresh regularly to monitor performance or a situation. In this case, you want to identify important changes quickly so you can analyze their cause and take appropriate action. Web Intelligence allows you to do this with data tracking.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Understand how data tracking helps you monitor data Activate data tracking Set the reference data set Format the data changes

Business Example When report users want the reports to immediately identify data that has changed since a previous refresh, you can use data tracking to satisfy their requirements.

Tracking Data Changes To make informed and effective business decisions, you need to understand how the data that you use to monitor a situation or company performance changes over time. This understanding allows you to take appropriate and timely action to maintain and improve positive situations or to prevent and remedy negative situations. Web Intelligence allows you to track and highlight data changes so you can identify significant changes quickly, disregard irrelevant data, and focus your analysis on the root cause of the changes. For example, a report can allow you to monitor inventory levels and sales. When an item sells well, you can monitor inventory levels to ensure you replace the items as quickly as they sell. As a result, you can satisfy the high customer demand and sell high volumes of the successful item. Without data tracking, you make ineffective use of your time because you must first identify how the data has changed between two refreshes before you can begin to analyze and address the reasons for the change.

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Lesson: Tracking Data Changes

Types of Data Change Web Intelligence allows you to track the following types of data change: • • • • •

Added data Removed data Modified data Increased data values Decreased data values

You configure the display of these changes through the Web Intelligence interface.

Activating Data Tracking You activate data tracking in the Analysis toolbox, on the Data Tracking tab via the Track button on the toolbar. When you click Track, the Data Tracking dialog box displays and allows you to select a particular data set as a reference point for future changes. This data is known as the reference data. Data Tracking – Reference data •

Compare with last data refresh Uses the current data as the reference data for the next data refresh. The reference data updates automatically at each refresh.

Compare with data refresh from Uses and maintains the data refreshed on the date provided as fixed reference data for all data refreshes.

When you activate data tracking, on the Data Tracking tab: • •

The Show Changes button becomes available to you and allows you to display or hide the highlighted data changes. The Status bar indicates track changes is activated and the type of reference data you have defined.

Formatting Data Changes When you activate the data changes, you can accept the default options for the appearance (font style, size and color) of the data changes or you can define other options in the Data Tracking dialog box on the Options tab. You can separately configure the appearance of the following changes: • •

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Inserted, deleted and changed dimension and detail values. Increased or decreased measure values.

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Your SAP BusinessObjects administrator defines the default appearance of changed data in the Central Management Server. When you configure the appearance of changed data in Web Intelligence, you override the CMS defaults.

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Lesson: Tracking Data Changes

To Activate Data Tracking

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1.

In the report, click the Analysis toolbox.

2.

Click the Data Tracking tab.

3.

Click Track.

4.

In the Data Tracking dialog box, select the reference data option that you want to use. For fixed reference data, also enter the date for the reference data.

5.

Optionally, select Refresh data now to refresh the data when the dialog box closes.

6.

Optionally, click the Options tab to define the formatting for the way changed data displays.

7.

Click OK.

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BOW310

Lesson: Tracking Data Changes

Exercise 7: Tracking Data Changes Exercise Objectives After completing this exercise, you will be able to: • Activate data tracking • Define formatting to highlight data changes

Business Example Your report consumers want a report to monitor sales performance and quickly identify changes in the data at each refresh. You create a report that tracks and highlights changes to the data.

Task: Create a new document, activate the tracking of data changes, define the reference data and the formatting that highlights insertions.

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1.

Create a query using eFashion showing Year, Quarter, and Sales revenue.

2.

Create a query filter to display values only for Q1 and Q2 and run the query.

3.

Activate data tracking and choose to update the reference data with each refresh.

4.

Define formatting to highlight insertions.

5.

Return to the Query panel and modify the query so Q3 and Q4 also appear in the document at the next refresh.

6.

Run the query.

7.

Save the report as Activity Tracking Data Changes and close the document.

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Solution 7: Tracking Data Changes Task: Create a new document, activate the tracking of data changes, define the reference data and the formatting that highlights insertions. 1.

2.

3.

Create a query using eFashion showing Year, Quarter, and Sales revenue. a)

From the initial Web Intelligence Desktop screen, under Universe, click eFashion.

b)

Under the Time period class double-click Year and Quarter so they appear in the Result Objects panel. You can also drag the objects to the Result Objects panel.

c)

Extend the Measures class to display the measures that it contains.

d)

Double-click Sales revenue so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

Create a query filter to display values only for Q1 and Q2 and run the query. a)

From the Universe outline, drag the Quarter object to the Query Filters panel. You can also drag the object from the or from the Result Objects panel.

b)

In the query filter, click the arrow to the right of the operator field and select In list.

c)

Click the button to the right of the operands field.

d)

In the dropdown menu, click Value(s) from list.

e)

In the List of Values dialog box, in the Quarter area, double-click Q1 and Q2 so they appear in the Selected Value(s) field.

f)

Click OK.

g)

Click Run query.

Activate data tracking and choose to update the reference data with each refresh. a)

Click the Analysis toolbox.

b)

Click the Data Tracking tab.

c)

Click Track.

d)

In the Data Tracking dialog box, select Compare with last data refresh.

Continued on next page

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Lesson: Tracking Data Changes

4.

5.

6.

Define formatting to highlight insertions. a)

In the Data Tracking dialog box, click Options.

b)

Select Insertions.

c)

Click Format to the right of the Insertions check box.

d)

Define the formatting options to highlight insertions.

e)

Click OK.

Return to the Query panel and modify the query so Q3 and Q4 also appear in the document at the next refresh. a)

Click the Data Access toolbox.

b)

On the Data Providers tab, click Edit.

c)

In the Query Filters panel, click the filter and then click the single blue X button to remove the filter.

Run the query. a)

Click Run query. Your report highlights the data for Q3 and Q4. The formatting for the Q3 and Q4 rows corresponds to the formatting you defined for the insertions.

7.

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Save the report as Activity Tracking Data Changes and close the document. a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson Summary You should now be able to: • Understand how data tracking helps you monitor data • Activate data tracking • Set the reference data set • Format the data changes

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Lesson: Highlighting Information with Formatting Rules

Lesson: Highlighting Information with Formatting Rules Lesson Overview In this lesson, you learn how to highlight data that meets specific requirements by creating and applying conditional formatting, sometimes know as alerters.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Explain how to use conditional formatting to highlight important information Build a formatting rule Define the format displayed by the formatting rule Apply conditional formatting Build complex formatting rules

Business Example Using conditional formatting rules allows you to create reports that call particular attention to data that fulfills certain criteria so that it does not escape the attention of report consumers.

About Conditional Formatting Rules Conditional formatting rules enable you to highlight results that meet or fail specific business targets. You can create a simple rule to highlight particularly high or low results with a specific color or advanced conditional formatting rules that display a text comment, such as “High Performer”. For example, you can create an rule to highlight margin results that exceed $1,100,000. The margin results greater than $1,100,000 are highlighted every time the report data is refreshed. A formatting rule contains five elements: • • • • •

A name. An object or cell contents. An operator. Operand value(s) or another object. The conditional formatting.

The object or cell contents, the operator and the operand make up the condition that determines whether the formatting will be applied to each cell where the rule is applied. When you apply the new rule or alerter to a table column, row or cell on

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a report, Web Intelligence applies the condition to the cell values and displays any values that meet the condition in the rule with the formatting specified. Additional principles to remember when creating rules or alerters are: • • •

You can apply them to tables, forms, section cells, and free-standing cells. You cannot apply them to charts. You can include up to 30 formatting rules in a document. You can apply them to a maximum of 20 table columns or rows, free-standing cells or section cells on the reports. A maximum of 10 formatting rules can be applied to a single-table column or row, free-standing cell or section cell.

Web Intelligence applies a default format to display the formatting rule or alerter. You can make changes to this default format. You can insert multiple conditions within a rule. You can also create an advanced formatting rule by inserting a formula.

Creating and Activating a Conditional Formatting Rule You create a formatting rule in the Formatting Rule Editor dialog box. When you create the conditions for the rule, you specify the appropriate filtered object or cell, the operator and the operand for the rule. Then, you define the formatting in which the data should display when it satisfies the conditions for the rule. For example, you can define the formatting for the numbers, font style, background style and borders. Then, you define the formatting in which the data should display when it satisfies the conditions for the rule. Finally, you apply the rule. You can apply the rules to the following report elements: • • • • •

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Columns in vertical tables Rows in horizontal tables Cells in forms and cross tables Section headers Free-standing cells

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BOW310

Lesson: Highlighting Information with Formatting Rules

To Create a Single Condition Formatting Rule 1.

In the report, click the Analysis toolbox.

2.

Click the Conditional tab.

3.

Click New Rule. The Formatting Rule Editor dialog box displays.

4.

In the Name field, type a name for the formatting rule.

5.

In the Description field, type the description for the formatting rule.

6.

In the Filtered object or cell field, specify whether you want the rule to act on an object or cell contents according to the description of the options in the following table: Specify

To create a rule that acts on:

Cell contents

The contents of the cell to which you apply the rule.

Filtered object

The value of an object. To define a filtered object, click the button beside the field and select the object from the Available objects dialog box.

7.

Select the operator from the Operator list.

8.

Use one of the following techniques to enter the value that triggers the formatting rule in the Value box: • • •

Type the value. Click the button to the right of the Value field, click Select Value and select the value from the List of Values dialog box. Click the button to the right of the Value field, from the menu, select Object or Variable and select the object or variable from the Objects and Variables dialog box.

You have created the rule. Web Intelligence applies default formatting options for the formatting rule. 9.

Optionally, click Format and modify the format properties in the Formatting Rule Editor dialog box.

10. Click OK. The Formatting Rule Editor dialog box closes. The new formatting rule displays in the Formatting Rule dropdown list.

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To Apply Conditional Formatting Rules 1.

Select the report element to which you want to apply the rule.

2.

Click the Analysis toolbox.

3.

Click the Conditional tab.

4.

Click the arrow beside Formatting Rules and, from the dropdown list, select the rule to apply. In the report, the data that meets the conditions for the rule displays with the formatting defined for the rule.

Creating Multiple Condition Formatting Rules You can apply multiple conditions in a single formatting rule. For example, you can highlight Sales revenue when results reach over $300K and when those results occur in stores in any US State except California. To do this, you create a formatting rule with the following two conditions: •

[Sales revenue] = Greater "30000" AND

[State] = Not equal "California"

The data that meets both conditions trigger the formatting that you define. To display the data that meets different conditions with different formatting, you need to create multiple Else conditions, by clicking the Add button at the top of the condition area and define the new condition using different formatting settings. Note: You can create a maximum of 30 formatting rules in a document.

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Lesson: Highlighting Information with Formatting Rules

To Create a Multiple Condition Formatting Rule Prerequisites After you create a first condition in the Formatting Rule Editor, follow these steps to create additional conditions.

Procedure 1.

In the Formatting Rule Editor, click + to the far right of the Operands field, below the first condition defined. The fields for a new condition display below the existing row. The operator AND links the conditions.

2.

Complete the fields for the new condition. The formatting for a new condition added in this way will be identical to that of the first condition in the formatting rule.

3.

Click OK. The new rule appears in the Formatting Rules dropdown list.

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Lesson: Highlighting Information with Formatting Rules

Exercise 8: Creating a Complex Formatting Rule Exercise Objectives After completing this exercise, you will be able to: â&#x20AC;˘ Create a conditional formatting rule with multiple conditions â&#x20AC;˘ Activate the conditional formatting rule

Business Example In this exercise, you create a report that color codes the quantity sold figures into three different ranges so that report consumers can quickly identify and assimilate the volume sold according to state.

Task: In this exercise, you implement a formatting rule on the Quantity sold column to highlight values in the Quantity sold column with three different colors to reflect the volume sold. Define a formatting rule that displays different colors for the ranges defined below: Range Under 15,000 items Between 15,000 and 45,000 items More than 45,000 items 1.

Create a query from the eFashion universe using State and Quantity Sold. Run the query.

2.

Change to Design mode to create a formatting rule.

3.

Create a conditional formatting rule and name it Quantity Range.

4.

Create a condition using the following details:

5.

Filtered object or cell

Operator

Operand

Quantity sold

Less

15000

Add an Else condition that associates two criteria. Define the first criterion, according to the following details:

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6.

7.

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Filtered object or cell

Operator

Operand

Quantity sold

Greater or equal

15000

Define the second criterion, according to the following details: Filtered object or cell

Operator

Operand

Quantity sold

Less or equal

45000

Add an Else condition according to the following details: Filtered object or cell

Operator

Operand

Quantity sold

Greater

45000

8.

Accept the default formatting for the conditions and close the Formatting Rule Editor dialog box.

9.

Apply the conditional formatting rule to the Quantity sold column.

10. Save the report and close the document.

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Lesson: Highlighting Information with Formatting Rules

Solution 8: Creating a Complex Formatting Rule Task: In this exercise, you implement a formatting rule on the Quantity sold column to highlight values in the Quantity sold column with three different colors to reflect the volume sold. Define a formatting rule that displays different colors for the ranges defined below: Range Under 15,000 items Between 15,000 and 45,000 items More than 45,000 items 1.

2.

3.

4.

Create a query from the eFashion universe using State and Quantity Sold. Run the query. a)

Create a new document based on a universe data source.

b)

Select the eFashion universe.

c)

Place the State and Quantity Sold objects in the Result Objects portion of the Query Panel.

d)

Click Run Query.

Change to Design mode to create a formatting rule. a)

Click the arrow button on the right of the toolbar to display the different application modes.

b)

Click Design.

Create a conditional formatting rule and name it Quantity Range. a)

Click the Analysis toolbox.

b)

Click the Conditional tab.

c)

Click New Rule.

d)

In the Formatting Rule Editor dialog box, in the Name field, type Quantity Range.

Create a condition using the following details:

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5.

6.

7.

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Filtered object or cell

Operator

Operand

Quantity sold

Less

15000

a)

Click the button beside the Filtered object or cell field.

b)

Double-click Quantity sold.

c)

Change the operator drop-down to Less.

d)

In the Operand field, type 15000.

Add an Else condition that associates two criteria. Define the first criterion, according to the following details: Filtered object or cell

Operator

Operand

Quantity sold

Greater or equal

15000

a)

Click Add.

b)

Click the button beside the Filtered object or cell field.

c)

Double-click Quantity sold.

d)

In the Operator field, select Greater or equal.

e)

In the Operand field, type 15000.

Define the second criterion, according to the following details: Filtered object or cell

Operator

Operand

Quantity sold

Less or equal

45000

a)

Click + (plus) to add a line for the second criterion in the condition.

b)

Click the button beside the Filtered object or cell field.

c)

Double-click Quantity sold.

d)

In the Operator field, select Less or equal.

e)

In the Operand field, type 45000.

Add an Else condition according to the following details:

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Lesson: Highlighting Information with Formatting Rules

8.

Filtered object or cell

Operator

Operand

Quantity sold

Greater

45000

a)

Click Add.

b)

Click the button beside the Filtered object or cell field.

c)

Double-click Quantity sold.

d)

In the Operator field, select Greater.

e)

In the Operand field, type 45000.

Accept the default formatting for the conditions and close the Formatting Rule Editor dialog box. a)

Click OK. Note: The Formatting Rule editor pop-up box has no scroll bar. With all three criteria, the OK button may not be visible under your predefined screen-resolution size, nor can the box be dragged and resized to make the OK button visible. You may have to use the tab key multiple times after entering "45000" in order to activate the OK button and press Enter.

9.

Apply the conditional formatting rule to the Quantity sold column. a)

Select the Quantity sold column.

b)

Click the dropdown arrow beside the Formatting Rules button.

c)

Select Quantity Range.

10. Save the report and close the document.

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a)

Click the Save button.

b)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson Summary You should now be able to: • Explain how to use conditional formatting to highlight important information • Build a formatting rule • Define the format displayed by the formatting rule • Apply conditional formatting • Build complex formatting rules

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BOW310

Lesson: Organizing a Report into Sections

Lesson: Organizing a Report into Sections Lesson Overview You can organize a report into sections which group data based on a value. The grouped value appears as a header outside the block.

Lesson Objectives After completing this lesson, you will be able to: • • •

Break a report into sections Insert a sum and position it using drag and drop Insert a chart in each section

Business Example Use sections to group the data in a report logically and in a way that helps the report consumers to quickly navigate among the sections to find the data they want and to read the data easily.

About Sections You can group data in a block using the break function and using the section function. A section displays the grouped value appears as a header outside the block instead of remaining within the block. More importantly, break only groups within a block, whereas sectioning groups the entire report. That means that when you have multiple tables and charts in a single report, the sections group the data for all tables and charts according to the section value. This has a number of advantages: • •

You can have multiple blocks projected from the same microcube within a single report, all sub-grouped to the sectioned level. You can insert subtotal cells, repeated in each section, which are created by the simple process of drag and drop.

You can apply sorts to the results displayed in section cells, to organize the order in which sections are displayed in report tables. Sorting sections allows you to organize the section headers logically in a report. For example, when you create sections on a report for each year, you can apply a descending sort so that the sections are organized with the most recent year as the first section and the earliest year at the end of the report.

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To Create a Section 1.

In the report, right-click a cell in the row or column on which you want to create a section. For example, if you want to create a section on State, right-click one of the cells in the State row or column.

2.

From the drop-down menu, select Set as Section. The cell you selected defines which object is used to divide the table into sections. Each value of this object is displayed as a section header, and the table below each section header displays the data concerning that value.

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BOW310

Lesson: Organizing a Report into Sections

To Display an Aggregate 1.

In the report, click a cell in the row or column for the object on which you would like to display an aggregate. For example, if you would like to display an aggregate for Sales Revenue, click a cell in the Sales Revenue row or column.

2.

Click the Analysis Toolbox.

3.

Click the Functions Tab.

4.

On the tab, click the buttons or use the More dropdown list to select the select the appropriate aggregation for your report. A new row or column displaying the aggregate is inserted in the table in each section. When you display an aggregate in a sectioned report, the overall total is not calculated and displayed, like it is when you use a break and then apply an aggregation.

5.

Optionally, to display the aggregate at the section heading level, right-click to select the cell with the aggregate and, from the contextual menu, select Copy.

6.

Position your cursor at the section header level, right-click and, from the contextual menu, select Paste. Note: When you make such a change in one section, all the sections show the change.

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To Insert a Block in Each Section 1.

In a sectioned report, click the Report Element toolbox.

2.

Click the Table, Chart or Others tab, according to the type of data block you want to insert.

3.

On the tab, click the button or select from the dropdown menu the type of data block you want to insert.

4.

Click the area in the section where you want the chart to display. Note: As you move your mouse into the section, an outline displays to show the section boundaries. The data block displays in the section and appears in the same position in each section. You can now add to the block the data you want to display.

Navigating from Section to Section The Report Map panel in the main window of the Web Intelligence Desktop displays all the reports and sections contained in a document. You can navigate from section to section by clicking on the section names in the Report Map.

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Lesson: Organizing a Report into Sections

To Navigate from Section to Section 1.

In the Web Intelligence Desktop main window, in the Left panel, click Report Map. The Report Map panel displays all the reports and sections contained in the document.

2.

Click the + beside the report name to expand the structure of the report you would like to navigate.

3.

Click the name of the section to which you want to navigate. The displayed report scrolls down the selected section within the report. You can use the Report Map pane to jump from one report to another, as well as to navigate from section to section. This feature is useful when you have a large document with multiple reports and many sections to navigate through.

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To Delete a Section Use Use the View Structure mode to display the report structure when deleting a section.

Procedure

238

1.

In the sectioned report, right-click the section cell and, from the contextual menu, click Delete.

2.

Select Section and Cell to delete the section.

3.

Save the document.

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Lesson: Organizing a Report into Sections

Lesson Summary You should now be able to: • Break a report into sections • Insert a sum and position it using drag and drop • Insert a chart in each section

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Lesson: Copying and Pasting Data Blocks Lesson Overview In Web Intelligence, you can easily copy data from a report into other applications such as Microsoft Excel or Microsoft Power Point. You can also copy the data in a report as text. This makes it easier to present and share your analysis in different file formats.

Lesson Objectives After completing this lesson, you will be able to: • •

Copy a block of data into a target application Copy an image of a data block into a target application

Business Example Copying data into other applications allows you and report consumers to display and share the data for different presentation purposes, such as presenting the data in a slide or in a document that includes text.

Copying Data Blocks to Other Applications When you copy and paste a chart into an external application, the chart displays as an image in the target document. When you copy and paste a table into an external application, the technique for copying and pasting that you use determines how the data displays and whether you can manipulate the data in the target application: • •

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To display the data in a table in the target application and you can manipulate the data contained in the table, copy and paste the table. To transfer the table to the target application as an image and maintain the formatting from Web Intelligence, but not be able to manipulate the data, drag the table to target application.

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BOW310

Lesson: Copying and Pasting Data Blocks

To Copy a Chart to an External Application 1.

Choose one of the following methods to copy a chart from Web Intelligence to a target application: Copy and Paste Methods 1. 2.

Right-click the chart, and, from the contextual menu, select Copy. In the target document, right-click the area where you want the table to appear and, from the contextual menu, select Paste.

Drag and drop the table from Web Intelligence to the target application. 2.

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Save the target document.

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To Copy a Table to an External Application 1.

Follow the instructions appropriate for how you want the data in a table to display in the target application: To

Follow the steps below:

Display the data in a table and manipulate the data within the table

1. 2.

Display the data in the table as an image that maintains the original formatting 2.

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Right-click the table and, from the contextual menu, select Copy. In the target application, right-click the area where you want the table to appear and, from the contextual menu, select Paste.

Drag and drop the table from Web Intelligence to the target application.

Save the target document.

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BOW310

Lesson: Copying and Pasting Data Blocks

Lesson Summary You should now be able to: • Copy a block of data into a target application • Copy an image of a data block into a target application

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Unit Summary

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Unit Summary You should now be able to: • Apply breaks to structure long tables of data into smaller groups • Apply calculations, such as sums and counts • Explain the different sort orders available in Web Intelligence • Apply sorts to display data in the order of importance of the information • Create custom sorts • Hide data and show hidden data • Manipulate break headers and footers to change the display of the data • Prioritize multiple breaks in a table • Format cross tab headers • Explain the differences between using query filters and using report filters • Explain the operators available for report filters • Create the different report filter types • Explain the difference between report filters and input controls • Apply a ranking to show top values • Understand how data tracking helps you monitor data • Activate data tracking • Set the reference data set • Format the data changes • Explain how to use conditional formatting to highlight important information • Build a formatting rule • Define the format displayed by the formatting rule • Apply conditional formatting • Build complex formatting rules • Break a report into sections • Insert a sum and position it using drag and drop • Insert a chart in each section • Copy a block of data into a target application • Copy an image of a data block into a target application

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Test Your Knowledge

Test Your Knowledge 1.

What are two advantages to applying breaks to a report?

2.

What is the difference between a report filter and a query filter?

3.

What are the principal differences between standard report filters and input controls in Reading mode?

4.

What is the name of the feature that allows you to display only the top or bottom values of the data returned by a query?

5.

What feature can you use to highlight results that meet or fail to meet specific business targets?

6.

You can apply a formatting rule to a table or a chart in an Web Intelligence document. Determine whether this statement is true or false.

□ □

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True False

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7.

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What are the differences between applying breaks and sections to a report?

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Test Your Knowledge

Answers 1.

What are two advantages to applying breaks to a report? Answer: You can use breaks to subgroup data within a block and to easily apply and display subtotals.

2.

What is the difference between a report filter and a query filter? Answer: A query filter is created in the Query Panel to limit the data retrieved from the database. A report filter is created in the Web Intelligence main window to limit the data shown in the report simply by hiding the data in which you are not interested.

3.

What are the principal differences between standard report filters and input controls in Reading mode? Answer: In Reading mode, the input controls are visible and the report user can use the input controls to define the values that display in the report. Standard filters are not visible and the report user cannot define the values that display in the report.

4.

What is the name of the feature that allows you to display only the top or bottom values of the data returned by a query? Answer: Ranking.

5.

What feature can you use to highlight results that meet or fail to meet specific business targets? Answer: Formatting rules or alerters.

6.

You can apply a formatting rule to a table or a chart in an Web Intelligence document. Answer: False You cannot apply a formatting rule to a chart.

7.

What are the differences between applying breaks and sections to a report? Answer: The difference is that the grouped value appears as a header outside the block instead of remaining within the block. A break only groups within a block, whereas sectioning groups the entire report.

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Unit 6 Formatting Web Intelligence Documents Unit Overview This lesson describes how to display information in tables and charts.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • •

Describe how to format each report element Display the Format dialog box for each report element Change the format of a report Change the format of a table Change the format of table header cells Change the position of a table on the page Change the format of cells Change the section format Prepare a document for PDF and printing Define the format options for a bar chart Define the format options for a pie chart

Unit Contents Lesson: Formatting Documents...............................................250 Procedure: To Format a Report ..........................................252 Procedure: To Format a Table ............................................253 Procedure: To Format a Cell ..............................................254 Procedure: To Insert a Page Number in the Report Footer ...........255 Procedure: To Format a Section..........................................256 Exercise 9: Formatting and Printing Reports ...........................257 Lesson: Formatting Charts ....................................................267 Procedure: To Apply a Chart Style .......................................268 Procedure: To Define a Chart Format ...................................269 Exercise 10: Formatting Charts ..........................................271

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Lesson: Formatting Documents Lesson Overview When you edit a report in Web Intelligence, you can use the formatting options to define the display of all the elements in a document. This lesson describes how to use the format options for specific report.

Lesson Objectives After completing this lesson, you will be able to: • • • • • • • • •

Describe how to format each report element Display the Format dialog box for each report element Change the format of a report Change the format of a table Change the format of table header cells Change the position of a table on the page Change the format of cells Change the section format Prepare a document for PDF and printing

Business Example You can use the multiple format options in Web Intelligence to present the data clearly in a document, ensure the data prints clearly and ensure that reports respect your organization's standards for the way documents appear.

To Format a Document To format your documents and the various report elements they contain, right-click the report element in the Report Panel or in the Document Structure and Filters pane and, from the contextual menu, select the corresponding Format item. You can also find many, but not all formatting options on the tabs and toolbars for the following toolboxes:

250

Report Element

Toolbox

Report and report header and footer

Page Setup

Tables and cells

Format

Sections

Report Element

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BOW310

Lesson: Formatting Documents

Formatting a Report You can use the Format Report dialog box to define the appearance of the report layout, margins, color, headers and footers.

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To Format a Report 1.

Right-click the Report tab for which you want to view or change the format options and, from the contextual menu, select Format Report. The Format Report dialog box displays.

2.

Click the appropriate tab for the format options you want to define and make the required changes: • • • •

3.

General: to define the report name, page layout, scaling, margins and content. Appearance: to define the report color, pattern and hyperlink color. Header: to define the report header show option, size, background image or color. Footer: to define for the report footer show option, size, background image or color. Click OK.

The report displays according to the format options you defined.

Formatting a Table You can use the Format Table dialog box to define the appearance of the hide/show options, borders, headers, footers and display on the page.

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Lesson: Formatting Documents

To Format a Table 1.

Right-click the table for which you want to view or change the format options and, from the contextual menu, select Format Table.

2.

Click the appropriate tab for the format options you want to define and make the required changes: •

• • •

3.

General: to define the table name, show rows or columns options, show measure and dimension value options, hide options, show table header and footer options. Border: to define the appearance of borders. Appearance: to define the background image or color, spacing and padding and alternate row colors. Layout: to define horizontal and vertical start on new page, avoid page break and repeat on every page options and to define relative position of the table on the page.

Click OK. The table displays according to the format options you defined.

Formatting a Cell You can use the Format Cell dialog box to define the appearance of the cell height, width and the legibility of the data the cell contains.

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To Format a Cell 1.

Right-click the cell or cells for which you want to view or change the format and, from the contextual menu, select Format Cell.

2.

Click the appropriate tab for the format options you want to define and make the required changes: • • • • • •

3.

General: to define the cell name, size, display or hide options. Alignment: to define alignment of text within the cell, cell padding and display options. Font: to define the cell font. Border: to define the appearance of borders. Appearance: to define the background image or color. Layout: to define horizontal and vertical start on new page, avoid page break and repeat on every page options and to define relative position of the cell on the page.

Click OK. The cell or cells display according to the format options you defined.

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Lesson: Formatting Documents

To Insert a Page Number in the Report Footer 1.

In the report, click the Page Setup toolbox.

2.

Click the Display tab.

3.

Click the Page button to view the document in page layout mode.

4.

Click the bottom of the page so the footer outline displays.

5.

Click the Report Element toolbox.

6.

Click the Cell tab.

7.

Click the arrow beside the Pre-Defined button and, from the dropdown menu, select Page Number.

8.

Click the area in the footer where you want to position the page number. The page numbers appear in the footer of your document.

Formatting a Section You can use the Format Section dialog box to hide the section and to define the appearance of the section background and layout on a page.

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To Format a Section 1.

In the report, when required, click within the section to display the outlines of the section.

2.

Right-click within the section and, from the contextual menu, select Format Section.

3.

Click the appropriate tab for the format options you want to define and make the required changes: • • •

4.

General: to define the section name, height, and hide options. Appearance: to define the background image or color. Layout: to define vertical start on new page, avoid page break and repeat on every page options.

Click OK. The sections display according to the format options you defined.

Preparing Documents for PDF and Printing When you prepare documents for a PDF file or printing, you can use the format options at various levels of your document to ensure that the data displays on the page in a way that is easy to view and interpret. For example, you can use the format options associated with sections to ensure each section starts on a new page. You can also use the format options associated with breaks to avoid page breaks in a block.

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Lesson: Formatting Documents

Exercise 9: Formatting and Printing Reports Exercise Objectives After completing this exercise, you will be able to: â&#x20AC;˘ Apply formatting options to the report elements in a document to structure the data and present it in a clear and readable manner.

Business Example You create a report with formatting options that comply with your organization's standards for its documents and make the data easy to read and interpret for report consumers.

Task: Create a new document and use the appropriate format options to display the data clearly. 1.

Create a new document showing State, Year, Quarter, and Sales revenue.

2.

Insert sections on both Year and Quarter.

3.

Insert a sum total for each Quarter and Year at the section header level.

4.

Format the cells with the section-level sums so they have a blue border and display in a font of the same blue.

5.

Format the cells with the yearly sums to align vertically with the cell containing the year.

6.

Format the cells with the quarterly sums to align vertically with the cell containing the quarter.

7.

Insert a Column chart to the right of each table to show Sales revenue by State at the level of Quarter.

8.

Save the document as Activity Formatting Reports.

9.

Insert another report in the same document showing Sales revenue by Year, Quarter, and Month. Note: You need to add Month to your data provider.

10. Insert a break on Year and Quarter. 11. Insert a sum on Sales revenue.

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12. At the report level, change the margins to 1.5 centimeters with a landscape page orientation. 13. At the table level, add spacing and padding around the table cells for easier reading. 14. At the cell level, format the Year value so it displays in bold text. 15. Insert another report in the same document showing Year, Quarter, Month, State, Store name, and Sales revenue. You need to add Store name to your data provider. 16. View the report as it appears on a printed or PDF page. 17. Format the table to avoid page breaks. 18. Insert a break on Year. 19. Section the report by State. 20. Format the section to start on a new page for each state. 21. Set the break on Year to display the break value on every new page. 22. Insert a break on Quarter and prevent page breaks in the table for Quarter. 23. Save the document as Activity Format Charts and close the document.

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Lesson: Formatting Documents

Solution 9: Formatting and Printing Reports Task: Create a new document and use the appropriate format options to display the data clearly. 1.

2.

3.

Create a new document showing State, Year, Quarter, and Sales revenue. a)

From the initial Web Intelligence Desktop screen, under Universe, click eFashion.

b)

Extend the Store class to display the objects that it contains.

c)

Double-click State so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

d)

Under the Time period class, double-click Year and Quarter so they appear in the Result Objects panel. You can also drag the objects to the Result Objects panel.

e)

Extend the Measures class to display the measures that it contains.

f)

Double-click Sales revenue so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

g)

Click Run query.

Insert sections on both Year and Quarter. a)

Right-click the Year column and click Set as Section.

b)

Right-click the Quarter column and click Set as Section.

Insert a sum total for each Quarter and Year at the section header level. a)

Right-click the Sales revenue column, and from the contextual menu, select Copy.

b)

Right-click next to the value for Quarter at the beginning of the Quarter section and, from the contextual menu, select Paste.

c)

Right-click next to the value for Year at the beginning of the Year section and, from the contextual menu, select Paste. Note: You may need to scroll to the right of the page to see where sum for Year. You can drag the cell closer to the Year value.

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4.

5.

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Format the cells with the section-level sums so they have a blue border and display in a font of the same blue. a)

Click the cell with the quarter section sum, press the Ctrl key on your keyboard and click the cell with the year section sum.

b)

Right-click and, from the contextual menu, select Format Cell.

c)

On the right of the Format Cell dialog box, click Font.

d)

Click the Font Color button to display the color palette.

e)

Click the shade of blue you want to apply to the font.

f)

Optionally, click Apply to apply the font color change immediately.

g)

On the right of the Format Cell dialog box, click Border.

h)

Click the Color button to display the color palette.

i)

Click the shade of blue you want to apply to the border.

j)

Click the full border box to apply the border around the entire cell.

k)

Click OK.

Format the cells with the yearly sums to align vertically with the cell containing the year. a)

Ensure that no cells are currently selected by clicking on white space of the report.

b)

Right-click one of the year section sum cells and, from the contextual menu, select Format Cell.

c)

In the area on the right of Format Cell dialog box, click Layout.

d)

Under Relative Position: Vertical, in the from the field, select Top edge.

e)

Change the number of centimeters to 0.

f)

In the of field, select =[Year].

g)

Click OK.

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Lesson: Formatting Documents

6.

7.

8.

Format the cells with the quarterly sums to align vertically with the cell containing the quarter. a)

Right-click one of the quarter section sum cells and, from the contextual menu, Format Cell.

b)

In the area on the right of Format Cell dialog box, click Layout.

c)

Under Relative Position: Vertical, in the from the field, select Top edge.

d)

In the of field, select =[Quarter].

e)

Change the number of centimeters to 0.

f)

Click OK

Insert a Column chart to the right of each table to show Sales revenue by State at the level of Quarter. a)

Click the Report Element toolbox.

b)

Click the Charts tab.

c)

Click the Insert Column Chart button.

d)

Click the area to the right of one of the tables.

e)

Drag State to the chart.

f)

Drag the Sales revenue measure to the chart.

g)

Notice that a chart has been added to every Quarter section, charting the revenue per state for that specific quarter in the year of the appropriate section.

Save the document as Activity Formatting Reports. a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

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Insert another report in the same document showing Sales revenue by Year, Quarter, and Month. Note: You need to add Month to your data provider. a)

Right-click the Report 1 tab.

b)

Click Add Report.

c)

Click the Data Access toolbox.

d)

On the Data Providers tab, click Edit.

e)

From the Universe outline, double-click Month. You can also drag the object to the Result Objects Panel.

f)

Click Run query.

g)

In and Available Objects panel, click on the Year object.

h)

Hold down the Ctrl key and click the Quarter, Month, and Sales revenue objects.

i)

Drag the selected objects to the Report 2 tab.

10. Insert a break on Year and Quarter. a)

Right-click the Year column and, from the contextual menu, select Break → Add Break.

b)

Right-click the Quarter column and, from the contextual menu, select Break → Add Break.

11. Insert a sum on Sales revenue. a)

Right-click the Sales Revenue column and, from the contextual menu, select Insert>Sum.

12. At the report level, change the margins to 1.5 centimeters with a landscape page orientation. a)

Right-click the area under the header and, from the contextual menu, select Format Report.

b)

In the Format Report dialog box, in the General options, under Page layout, in the Orientation field, select Landscape and change all the margins to either 1.5 centimeters or 0.5 inches.

c)

Click OK.

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Lesson: Formatting Documents

13. At the table level, add spacing and padding around the table cells for easier reading. a)

Right-click the table and, from the contextual menu, select Format Table.

b)

In the menu on the right of the Format Table dialog box, click Appearance.

c)

Under Spacing and Padding, in the Horizontal and Vertical fields set the values to 0.2.

d)

Click OK.

14. At the cell level, format the Year value so it displays in bold text. a)

Right-click the Year data and, from the contextual menu, select Format Cell.

b)

In the menu on the right of the Format Cell dialog box, click Font.

c)

Under Font Style, click Bold.

d)

Click OK.

15. Insert another report in the same document showing Year, Quarter, Month, State, Store name, and Sales revenue. You need to add Store name to your data provider. a)

Right-click the Report 2 tab.

b)

Click Add Report.

c)

Click the Data Access toolbox.

d)

On the Data Providers tab, click Edit.

e)

From the Universe outline, extend the Store class.

f)

Double-click Store name. You can also drag the object to the Result Objects Panel.

g)

Click Run query.

h)

In the Available Objects Panel, click Year and, on your keyboard, press the Ctrl key.

i)

Click Quarter, Month, State, Store name, and Sales revenue.

j)

Drag the objects to the report.

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16. View the report as it appears on a printed or PDF page. a)

Click the Page Setup toolbox.

b)

Click the Display tab.

c)

Click Page.

17. Format the table to avoid page breaks. a)

Right-click the table and, from the contextual menu, select Format Table.

b)

In the menu on the right of the Format Table dialog box, click Layout.

c)

Under Horizontal, select Avoid page break.

d)

Click OK.

18. Insert a break on Year. a)

Right-click the Year column and, from the contextual menu, select Break → Add Break.

19. Section the report by State. a)

Right-click the State column and click Set as Section.

20. Format the section to start on a new page for each state. a)

Right-click in the State section (not the State cell) and, from the contextual menu, select Format Section.

b)

In the menu on the right of the Format Section dialog box, click Layout.

c)

Under Horizontal, select Start on a new page.

d)

Click OK.

21. Set the break on Year to display the break value on every new page. a)

Right-click the Year column and, from the contextual menu, select Break → Manage Breaks.

b)

Select Repeat break value on every new page.

c)

Click OK.

22. Insert a break on Quarter and prevent page breaks in the table for Quarter. a)

Right-click the Quarter column and select Break → Add Break.

b)

Right-click the Quarter column and select Break → Manage Breaks.

c)

Select Avoid page breaks in table.

d)

Click OK. Continued on next page

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23. Save the document as Activity Format Charts and close the document.

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a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson Summary You should now be able to: • Describe how to format each report element • Display the Format dialog box for each report element • Change the format of a report • Change the format of a table • Change the format of table header cells • Change the position of a table on the page • Change the format of cells • Change the section format • Prepare a document for PDF and printing

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Lesson: Formatting Charts

Lesson: Formatting Charts Lesson Overview Like reports, tables and cells, charts are composed of a number of elements that can be formatted separately

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘ â&#x20AC;˘

Define the format options for a bar chart Define the format options for a pie chart

Business Example Use chart format options to clearly display the data in reports.

Formatting Charts Before you format a chart, SAP recommends as a best practice that you first create a chart and populate it with all its dimensions. You format a chart in two steps. 1.

Apply a chart style: A chart style is a group of settings stored within a source file. The chart style allows you to manipulate many aspects of the chart. Chart styles group together a set of predefined settings including where chart items are placed within the chart, color palettes, textures, shadows, fonts. You can select the styles Flashy, Normal or High Contrast.

2.

Change the default format options in the Format Chart dialog box. The Format Chart dialog box provides two levels of tabs to allow you to manage the many aspects of chart display. Note: When you change the default format options and then apply the chart style, the settings in the chart style can result in the modification of the format options you defined.

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To Apply a Chart Style 1.

Click the Report Element toolbox.

2.

Select the chart to which you want to apply a chart style. The Chart Style tab displays in the Report Element toolbox.

3.

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Click the arrow beside the Chart Style button and select the Chart Style from the dropdown menu.

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Lesson: Formatting Charts

To Define a Chart Format 1.

Right-click the chart and, from the contextual menu, select Format Chart. You can also access the Format Chart dialog box in the Report Element toolbox on the Chart Style tab, by clicking the Format Chart button. The Format Chart dialog box displays.

2.

Click the tab and sub-tab corresponding to the format option you want to define and make the required changes.

3.

Click OK. The chart shows the format options that you defined.

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Lesson: Formatting Charts

Exercise 10: Formatting Charts Exercise Objectives After completing this exercise, you will be able to: • Create a document that contains different chart types • Apply appropriate format options to ensure that the charts present data clearly

Business Example You use charts to present data graphically so report consumers can understand and interpret the data quickly. You can enhance the report consumers ability to assimilate the data presented in documents when you apply appropriate format options to charts.

Task: In this exercise, you display the data in charts and format the charts to present the data in a way that is clear and easy for report consumers to read. 1.

Create a new query with State, Year and Quantity sold.

2.

Create a Query Filter to restrict the data retrieved for State to California, Colorado, and DC.

3.

Display the results in a bar chart.

4.

Enlarge the width and height of the chart so the data is easy to read.

5.

Remove the axis names State and Quantity sold.

6.

Insert a new report and create a Surface chart showing Quantity sold by State and Year.

7.

Enlarge the width and height of the chart so it is easy to read.

8.

Display the legend to the left of the chart.

9.

Remove the axis names State and Quantity sold.

10. Show the chart data values and display the values horizontally in a Bold, dark blue, 10 point font size. 11. Add a chart title of Surface Area Chart. 12. Insert a new report and create a Pie chart showing Quantity Sold by Year. 13. Enlarge the Width and Height of the chart so the data is easy to read. 14. Show the Quantity sold data values as percentages.

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15. Create a background color of dark gray and Quantities sold chart data in white. 16. Save the document as Activity Format Charts and close the document.

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Solution 10: Formatting Charts Task: In this exercise, you display the data in charts and format the charts to present the data in a way that is clear and easy for report consumers to read. 1.

2.

Create a new query with State, Year and Quantity sold. a)

From the initial Web Intelligence Desktop screen, under Universe, double-click eFashion.

b)

Extend the Store class to display the objects that it contains.

c)

Double-click State so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

d)

Double-click Year so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

e)

Extend the Measures class to display the measures that it contains.

f)

Double-click Quantity sold so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

Create a Query Filter to restrict the data retrieved for State to California, Colorado, and DC. a)

From the Universe outline, drag State to the Query Filters panel. You can also drag the object from the Result Objects panel.

b)

Click the button to the right of the operands field to extend the dropdown list.

c)

Click Value(s) from list.

d)

In the List of Values dialogue box, in the State area, double-click California, Colorado, and DC to move them to the Selected Value(s) area.

e)

Click OK.

f)

Click Run query.

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4.

5.

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Display the results in a bar chart. a)

Select the vertical table.

b)

On the toolbar, click the Delete button.

c)

Click the Report Element toolbox.

d)

Click the Others tab.

e)

Click the Insert a Bar Chart button.

f)

Click the area of the report where you want the chart to appear.

g)

In the Available Objects panel, click State, on your keyboard, press the Ctrl key and click Year and Quantity sold.

h)

Drag the objects and measure to the bar chart. The objects automatically display in the appropriate area of the bar chart.

Enlarge the width and height of the chart so the data is easy to read. a)

Click the chart so its outline displays.

b)

Drag a corner of the chart outward to enlarge it.

Remove the axis names State and Quantity sold. a)

Click the chart to select it.

b)

Click the Report Element toolbox.

c)

Click the Chart Style tab.

d)

Click the Format Chart button on the toolbar.

e)

In the menu to the left of the Format Chart dialog box, click Category Axis.

f)

In the Category Axis menu, click Title.

g)

Deselect Title Visible.

h)

In the menu on the right of the Format Chart dialog box, click Value Axis.

i)

In the Value Axis menu, click Title.

j)

Deselect Title Visible.

k)

Click OK.

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Lesson: Formatting Charts

6.

7.

8.

Insert a new report and create a Surface chart showing Quantity sold by State and Year. a)

Right-click the report tab and, from the contextual menu, select Add Report.

b)

In the new report, right-click and, from the contextual menu, select Insert>Insert a Report Element.

c)

Click the area of the report where you want to insert the surface chart.

d)

In menu on the left of the Insert a report element dialog box, click Line.

e)

In the area where the charts display, double-click Surface Chart.

f)

In the area to the right of the dialog box, in the Category Axis field, select State.

g)

In the Value Axis 1 field, select Quantity sold.

h)

In the Region Color field, select Year.

i)

Click OK.

Enlarge the width and height of the chart so it is easy to read. a)

Click the chart so its outline displays.

b)

Drag the corner of the chart outward to enlarge it.

Display the legend to the left of the chart. a)

Right-click the chart and, from the contextual menu, select Format Chart.

b)

In the menu on the left of the Format chart dialog box, click Legend.

c)

Click Design.

d)

Under Layout, in the Location field, select Left.

e)

Optionally, to close the Format Chart dialog box and see the changes in the chart, click OK. You then need to open the Format Chart dialog box again to continue with the next steps.

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Remove the axis names State and Quantity sold. a)

In the menu on the left of the Format Chart dialog box, click Category Axis.

b)

In the Category Axis menu, click Title.

c)

Under General, deselect Title Visible option.

d)

In the menu on the left of the Format Chart dialog box, click Value Axis.

e)

In the Value Axis menu, click Title.

f)

Under General, deselect Title Visible.

g)

Optionally, to close the Format Chart dialog box and see the changes in the chart, click OK. You then need to open the Format Chart dialog box again to continue with the next steps.

10. Show the chart data values and display the values horizontally in a Bold, dark blue, 10 point font size. a)

In the menu on the right of the Format Chart dialog box, click Global.

b)

In the Global menu, click Data Values.

c)

Under General, click Show Data Labels.

d)

In the Font area, select the font size.

e)

Click the Bold button.

f)

Click the Color button.

g)

In the Color Palette, click the Dark Blue button.

h)

In the Orientation area, click Horizontal.

i)

Optionally, to close the Format Chart dialog box and see the changes in the chart, click OK. You then need to open the Format Chart dialog box again to continue with the next steps.

11. Add a chart title of Surface Area Chart. a)

In the menu of the Format Chart dialog box, click Title.

b)

Select Title Visible.

c)

In the Title Label field, between the quotation marks, type Surface Chart

d)

Click OK. Continued on next page

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12. Insert a new report and create a Pie chart showing Quantity Sold by Year. a)

Right-click the report tab and, from the contextual menu, select Add Report.

b)

In the new report, right-click and, from the contextual menu, select Insert>Pie.

c)

In the Available Objects panel, click Year, on your keyboard, press the Ctrl key and click Quantity sold.

d)

Drag the objects to the pie chart. The objects automatically display in the appropriate area of the bar chart.

13. Enlarge the Width and Height of the chart so the data is easy to read. a)

Click the chart so its outline displays.

b)

Drag the corner of the chart outward to enlarge it.

14. Show the Quantity sold data values as percentages. a)

Right-click the chart and, from the contextual menu, select Format chart.

b)

In the menu on the right of the Format chart dialog box, click Global.

c)

In the Global menu, click Data Values.

d)

Under General, select Show Data Labels.

e)

In the Data Type field, select Percent.

f)

Optionally, to close the Format Chart dialog box and see the changes in the chart, click OK. You then need to open the Format Chart dialog box again to continue with the next steps.

Continued on next page

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15. Create a background color of dark gray and Quantities sold chart data in white. a)

In the menu on the right of the Format Chart dialog box, click Global.

b)

In the Global menu, click Data Values.

c)

In the Font area, click the Color button.

d)

In the Color Palette, Click white.

e)

In the Format dialog box menu, click Background.

f)

Click the Color button.

g)

In the Color Palette, click pale blue.

h)

Click OK to close the Format chart dialog box and view the chart.

16. Save the document as Activity Format Charts and close the document.

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a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson: Formatting Charts

Lesson Summary You should now be able to: • Define the format options for a bar chart • Define the format options for a pie chart

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Unit Summary You should now be able to: • Describe how to format each report element • Display the Format dialog box for each report element • Change the format of a report • Change the format of a table • Change the format of table header cells • Change the position of a table on the page • Change the format of cells • Change the section format • Prepare a document for PDF and printing • Define the format options for a bar chart • Define the format options for a pie chart

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Test Your Knowledge

Test Your Knowledge 1.

Where can you define the formatting options for a report element?

2.

How can you display the Format dialog box for the report element you want to format?

3.

As a best practice, what should you do before you format a chart?

4.

When you format a chart, always apply the chart style before you use the Format dialog box to change the format options. Determine whether this statement is true or false.

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True False

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Answers 1.

Where can you define the formatting options for a report element? Answer: In the Format dialog box that corresponds to the element and, to a more limited degree, with the options available in the Page Setup, Format and Report Element toolboxes.

2.

How can you display the Format dialog box for the report element you want to format? Answer: Right-click the report element in the Report Panel or in the Document Structure and Filters pane and, from the contextual menu, select the corresponding Format item.

3.

As a best practice, what should you do before you format a chart? Answer: Create the chart and feed it with all its dimensions.

4.

When you format a chart, always apply the chart style before you use the Format dialog box to change the format options. Answer: True Apply the chart style first. Otherwise, the chart style settings can replace the format options that you defined.

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Unit 7 Calculating Data with Formulas and Variables Unit Overview This unit describes how to use formulas to display information or calculate data that you cannot retrieve by using the existing objects in the universe. It also explains how to define a formula as a document variable so that the formula is available for use in other reports and blocks of data in the document.

Unit Objectives After completing this unit, you will be able to: • • • • • • •

Define formulas and variables Explain the advantage of saving a formula as a variable Create a variable that captures the user's response to a prompt Create a variable to calculate sales tax Modify a variable Delete a variable Create a variable from document functions

Unit Contents Lesson: Formulas and Variables..............................................285 Procedure: To Get Online Help ...........................................287 Lesson: Using Formulas and Variables ......................................289 Procedure: To Create a Variable that Captures the Response to a Prompt .......................................................................290 Procedure: To Define a Formula .........................................292 Procedure: To Create a Variable from a Formula ......................293 Procedure: To insert a row or column in a table........................294 Procedure: To Modify a Variable .........................................295 Procedure: To Delete a Variable..........................................296 Procedure: To Display the Author's Name as a Variable in the Report ........................................................................297

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Procedure: To Display the document Name as a Variable in the Report ........................................................................298 Exercise 11: Calculating Data with Formulas and Variables..........299

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Lesson: Formulas and Variables

Lesson: Formulas and Variables Lesson Overview You can add custom calculations to reports by writing a formula that Web Intelligence evaluates. A formula can consist of data objects, functions, operators and calculation contexts. You can create formulas directly in the report cell, but, usually, saving a formula as a variable is preferable because when you save a formula as a variable you can reuse it throughout the reports in a document. This saves you the time and effort of retyping a formula.

Lesson Objectives After completing this lesson, you will be able to: • •

Define formulas and variables Explain the advantage of saving a formula as a variable

Business Example Report consumers want their reports to perform specific calculations tailored to their needs. You need to understand how variables and formulas allow you to display the calculations in the reports.

Formulas A formula is a calculation that you create to display data that is not retrieved by existing objects in the universe. You can add formulas in two ways: • •

Type or drag and drop the formula components into the Formula toolbar. Use the Formula Editor to build the formula.

The first way is more suitable for experienced users. If you are not familiar with formulas, you should use the Formula Editor to build them. The Formula Editor is an interface that allows you to select the different components of your formula (operators, objects) and add them to it. Use a formula when you require a calculation for a table and do not need to use it again.

Variables A variable is a formula that you save with a name and, based on the formula, a qualification is automatically assigned to it. It acts as an object in the document, and is displayed in the Available Objects pane in the Web Intelligence main

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window just like any other data object. You can then use the variable as you would any object: to display the results of the calculation in multiple blocks and reports throughout the Web Intelligence document. The advantage to creating a variable is that you can reuse the formula without having to enter it each time. Variables are defined according to the formula you enter when you create them, but they behave like standard objects in the query and document. They are saved in the document and so can be used in any report within the document. Given the advantages of a variable, when possible, create a variable instead of a formula. When required, you can create a formula and later convert it to a variable, but creating the variable directly saves you time and effort. Variables are useful when you require a calculation and plan to use it more than once and in different blocks and report tabs within your document.

Getting Online Help At any moment, you can access the Web Intelligence online help about creating formulas, as well as about saving them as variables in the report. The online Help includes a complete list of all the functions that are available for creating formulas in Web Intelligence, as well as examples on how to use them.

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Lesson: Formulas and Variables

To Get Online Help 1.

From the Formula Editor or Create Variable dialog box, click the Help icon. The Online documentation for SAP BusinessObjects Web Intelligence Desktop displays.

2.

On the Contents tab, click Using functions, formulas, and calculations in Web Intelligence. Links to specific Help topics display.

3.

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Click the appropriate link for the topic that interests you.

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Lesson Summary You should now be able to: • Define formulas and variables • Explain the advantage of saving a formula as a variable

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Lesson: Using Formulas and Variables

Lesson: Using Formulas and Variables Lesson Overview There are many different reasons why you may choose to create variables and define formulas that calculate and display data in your report that you cannot retrieve using the objects in the universe. In this lesson, you learn two methods for creating new variables and their associated formulas: • •

Creating a formula and then name the formula, thus creating a variable. Creating a variable directly using the Variable Editor. Note: When you create a formula, you always begin with the equal (=) sign and report objects always appear inside brackets ([ ]).

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Create a variable that captures the user's response to a prompt Create a variable to calculate sales tax Modify a variable Delete a variable Create a variable from document functions

Business Example Report consumers want to see in their reports information and calculations that the query does not retrieve and the standard calculations cannot perform. To satisfy their needs, you can use formulas and variables to calculate and display such information.

Creating a Variable as a Response to a Prompt When you create a report that prompts users to select the values on which they want to filter the report data, you can also create a formula that allows you to use the user selected prompt values in the title of the report.

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To Create a Variable that Captures the Response to a Prompt Use To successfully create the variable, you must enter the exact prompt value text that you entered when you created the prompt. The data provider has stored that value, and the text you enter in the formula must match it exactly for the formula to be valid. Before you create the variable, you may want to edit the prompt and copy the prompt value text into a text file from which you can copy it when you create the formula.

Procedure 1.

In a report that uses a prompted query filter, to display the Formula Bar, in the Left Panel, click the Properties tab.

2.

Click View and, from the dropdown menu, select Formula Bar The Formula Bar displays at the top of the report.

3.

Click the cell where you want the prompt response to display, for example, the Report Title cell. A gray border appears around the cell to show that is selected and the contents of the cell display in the Formula Bar.

4.

On the Formula toolbar, click Create Variable. The Create Variable dialog box displays. In the Create Variable dialog box, you define the characteristics of a formula by selecting data objects, functions and operators from the lists in the tabs. The formula appears in the Formula area as you build it.

5.

In the Formula area, when required, delete all the text, but the = (equal sign) that starts the formula definition.

6.

Type the text you want to appear before the prompt value in the cell. The text must be surrounded by quotes. For example: "Quarterly Revenues for "

7.

In the Operators list, click + (plus sign).

8.

In the Functions area, expand the Data Provider folder.

9.

Double-click UserResponse. You may need to scroll down in the Functions list to display this function.

10. Within the parenthesis, type the prompt text you used when you created the prompt. The text must be surrounded by quotes. For example: Continued on next page

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"Enter values for State:" The text must match the prompt text exactly and is case-sensitive. 11. Click Validate to check the syntax of the formula. 12. Click OK. The cell displays the results of the formula you created as a variable and also displays the value of the object selected in the prompt. 13. Save the document.

Creating a Formula The steps for creating a formula are similar to those for creating a variable and the Formula Editor dialog box is similar to the Create Variable dialog box. However, the Formula Editor dialog box does not contain a Name, Qualification and Type fields.

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To Define a Formula

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1.

To display the Formula Bar, in the Left Panel, click the Properties tab

2.

Click View and, from the dropdown menu, select Formula Bar

3.

Select the cell where you want to enter the formula.

4.

Click Formula Editor on the Formula bar to display the Formula editor.

5.

Build the formula using the Formula Editor.

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Lesson: Using Formulas and Variables

To Create a Variable from a Formula 1.

Select the cell that contains the formula. The Formula bar displays the definition of the formula.

2.

On the Formula bar, click Create Variable. The Create Variable dialog box displays and in the Formula area, the formula displays.

3.

Type a name in the Name field.

4.

In the Qualification field, select a value.

5.

Click OK. The variable displays in the Available Objects pane.

Creating a Variable for Complex Calculations Reuse a formula • •

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When you create a formula that you want to be able to easily reuse in a document, you need to save it as a variable. You can also use the value of one variable as the basis of the calculation of another variable. By building one variable on another, you can display the results of complex calculations in a variable.

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To insert a row or column in a table 1.

In the report, right-click a cell in a row or column beside, above, or below where you want to insert a new row or column and, from the contextual menu, select Insert. A drop-down menu appears that allows you to insert columns before and after or rows above and below the cell you selected.

2.

Click the appropriate item in the drop-down menu. A column or row is inserted in the location you selected.

3.

Save the document.

Modifying and Deleting a Variable You can modify or delete a variable in the Available Objects pane in the Web Intelligence main window.

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Lesson: Using Formulas and Variables

To Modify a Variable 1.

In the Available Objects pane, right-click the variable and, from the contextual menu, select Edit. The Variable Editor dialog box displays.

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2.

Edit the variable.

3.

Click OK to save the new variable definition.

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To Delete a Variable 1.

In the Available Objects pane, right-click the variable and, from the contextual menu, select Delete. Note: When the variable you try to delete is used in a report, a message box warns that this variable is used in reports in the document.

2.

To proceed with the deletion, click Yes.

Creating a Variable from Document Functions You can use document functions to create a variable that displays information about your document, such as the author and document name in a report.

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Lesson: Using Formulas and Variables

To Display the Author's Name as a Variable in the Report 1.

From the report, click the Report Element toolbox.

2.

Click the Cell tab.

3.

Click Blank.

4.

Click the area in the report where you want the document information to display.

5.

On the Formula bar, click Create Variable. The Create Variable dialog box displays.

6.

In the Name field, type the name of the variable.

7.

In the Functions area, click + to expand the Document folder.

8.

Double-click DocumentAuthor to insert this function in the Formula area. The function selected appears in the Formula area.

9.

Click Validate to check the syntax of the formula.

10. Click OK. The Create Variable dialog box closes and the new cell in the report displays the username of the document's author. 11. Save the document.

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To Display the document Name as a Variable in the Report

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1.

From the report, click the Report Element toolbox.

2.

Click the Cell tab.

3.

Click Pre-Defined and, from the dropdown menu, select Document name.

4.

Save the document.

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Lesson: Using Formulas and Variables

Exercise 11: Calculating Data with Formulas and Variables Exercise Objectives After completing this exercise, you will be able to: • Use formulas and variables to display information that you cannot retrieve by using he existing objects in the universe • Use formulas and variables to calculate data that you cannot retrieve by using he existing objects in the universe

Business Example Report users want information about the document, such as the user response to a prompt, and a calculation that increases the figure for quantity sold by 20 percent. Use formulas and variables to satisfy their requirement.

Task: Create a document that prompts a user to restrict the data displayed with a prompt, use document functions to display document information in the report and variables to display the results of calculations. 1.

Build a query using the Lines and Quantity sold objects.

2.

Restrict the query so that you are prompted to select the Year and State.

3.

Remove the title cell from the report and insert two new blank cells.

4.

Use the UserResponse() function to capture the answers the prompted query filter on State and to display it in the blank cells.

5.

Use the UserResponse() function to capture the answers the prompted query filter on Year and to display it in the blank cells.

6.

Insert a blank cell in the lower right-hand corner next to the table.

7.

Use the DocumentAuthor() function to display the user's name in the blank cell.

8.

Create a new variable called PLUS to display 20% of the Quantity sold value.

9.

Insert the PLUS variable into a new column in the table.

10. Create a second variable called TOTAL to calculate the values for Quantity sold plus the values returned by the PLUS variable. 11. Insert the TOTAL variable into a new column in the table. 12. Save the document as Activity Formulas Variables and close the document.

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Solution 11: Calculating Data with Formulas and Variables Task: Create a document that prompts a user to restrict the data displayed with a prompt, use document functions to display document information in the report and variables to display the results of calculations. 1.

2.

3.

Build a query using the Lines and Quantity sold objects. a)

Under Choose a data source to create a new document, click eFashion.

b)

Extend the Product class to display the objects that it contains.

c)

Double-click Lines so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

d)

Extend the Measures class to display the measures that it contains.

e)

Double-click Quantity sold so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

Restrict the query so that you are prompted to select the Year and State. a)

Drag the Year object to the Query Filters panel.

b)

In the query filter, display the dropdown menu to the right of the operand field and select Prompt.

c)

In the Universe outline, extend the Store class to display the objects that it contains.

d)

Drag State to the Query Filters panel.

e)

In the query filter, display the dropdown menu to the right of the operand field and select Prompt.

f)

Click Run query.

g)

In the prompt, select a single year value and a single state value.

Remove the title cell from the report and insert two new blank cells. a)

Right click the title cell and, from the contextual menu, select Delete.

b)

Click the Report Element toolbox.

c)

Click the Cell tab.

d)

Click Blank.

e)

Click the area of the report where you want to display the blank cell.

f)

Repeat steps d-e to insert a second blank cell. Continued on next page

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4.

Use the UserResponse() function to capture the answers the prompted query filter on State and to display it in the blank cells. a)

Click the first blank cell to select it.

b)

Click the Formula Editor button on the Formula Bar.

c)

In the Formula Editor dialog box, in the Formula field, type = and then the text you want to appear before the prompt value in the report title between quotation marks. For example: ="State = "

d)

In the Operators list, click + (plus sign).

e)

In the Functions list, click to expand the Data Provider folder.

f)

Double-click UserResponse.

g)

Within the parentheses, type the prompt text you used when you created the prompt. You must place the text between quotation marks. For example: "Enter values for State:". The text must match the prompt text exactly and is case-sensitive.

h)

Click the Validate button to check the syntax of the formula.

i)

Click OK.

Continued on next page

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5.

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Use the UserResponse() function to capture the answers the prompted query filter on Year and to display it in the blank cells. a)

Click the second blank cell to select it.

b)

Click the Formula Editor button on the Formula Bar.

c)

In the Formula Editor dialog box, in the Formula field, type = and then the text you want to appear before the prompt value in the report title between quotation marks. For example: ="Year = ".

d)

In the Operators list, click + (plus sign).

e)

In the Functions list, click to expand the Data Provider folder.

f)

Double-click UserResponse.

g)

Within the parentheses, type the prompt text you used when you created the prompt. You must place the text between quotation marks. For example: "Enter values for Year:". The text must match the prompt text exactly and is case-sensitive.

h)

Click the Validate button to check the syntax of the formula.

i)

Click OK. The cells display the values entered by the user in response to the prompt.

6.

7.

Insert a blank cell in the lower right-hand corner next to the table. a)

Click the Report Element toolbox.

b)

Click the Cell tab.

c)

Click Blank.

d)

Click the area of the report where you want to display the blank cell.

Use the DocumentAuthor() function to display the user's name in the blank cell. a)

Right-click the blank cell and, from the contextual menu, select Edit Formula.

b)

In the Formula Editor dialog box, in the Functions list, click to expand the Document folder.

c)

Double-click DocumentAuthor.

d)

Click OK. Continued on next page

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8.

9.

Create a new variable called PLUS to display 20% of the Quantity sold value. a)

Under Available Objects, right-click the Variables folder.

b)

Click New Variable.

c)

In the Create Variable dialog box, in the Name field, type PLUS.

d)

In the Qualification field, select Measure.

e)

Place your cursor in the Formula field.

f)

Under Available objects, double-click Quantity sold.

g)

Under Operators, click * (asterisk).

h)

Place your cursor in the Formula field after the * (asterisk).

i)

On your keyboard, type .20.

j)

Optionally, click Validate.

k)

Click OK.

Insert the PLUS variable into a new column in the table. a)

Drag the PLUS variable to the right edge of the table.

10. Create a second variable called TOTAL to calculate the values for Quantity sold plus the values returned by the PLUS variable. a)

Under Available Objects, right-click the Variables folder.

b)

Click New Variable.

c)

In the Create Variable dialog box, in the Name field, type TOTAL.

d)

In the Qualification field, select Measure.

e)

Under Available objects, double-click Quantity sold.

f)

Under Operators, click + (plus).

g)

Under Available objects, double-click PLUS.

h)

Optionally, click Validate.

i)

Click OK.

11. Insert the TOTAL variable into a new column in the table. a)

Drag the TOTAL variable to the right edge of the table.

Continued on next page

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12. Save the document as Activity Formulas Variables and close the document.

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a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson Summary You should now be able to: • Create a variable that captures the user's response to a prompt • Create a variable to calculate sales tax • Modify a variable • Delete a variable • Create a variable from document functions

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Unit Summary

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Unit Summary You should now be able to: • Define formulas and variables • Explain the advantage of saving a formula as a variable • Create a variable that captures the user's response to a prompt • Create a variable to calculate sales tax • Modify a variable • Delete a variable • Create a variable from document functions

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Test Your Knowledge

Test Your Knowledge

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1.

What are the advantages of using variables.

2.

How can you check a formula to make sure the syntax is correct?

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Test Your Knowledge

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Answers 1.

What are the advantages of using variables. Answer: By creating variables, you can easily reuse the variable throughout the document by dragging and dropping it into blocks in the report.

2.

How can you check a formula to make sure the syntax is correct? Answer: By clicking the Validate button in either the Formula toolbar or the Formula Editor.

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Unit 8 Using Multiple Data Sources Unit Overview This lesson describes how Web Intelligence allows you to include blocks of data from different data sources in a single document. It presents concepts of data synchronization, the ability to merge data from multiple sources into a single block in a document.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • •

Understand concepts of data synchronization Project data from a single query in different report blocks Project data from more than one query using a single universe Set options to automatically merge dimensions with the same name Project data from queries using multiple universes and personal data sources Explain why it is important to merge dimensions that retrieve related data Synchronize data by manually merging dimensions List rules that are important to be aware of when merging dimensions Upload personal data to a document Link personal data to universe data

Unit Contents Lesson: Synchronizing Data from Multiple Data Sources ................. 311 Lesson: Creating Multiple Queries in a Document .........................315 Procedure: To Project Data from a Single Query into Multiple Blocks ........................................................................317 Procedure: To Project Data from Two Queries into Multiple Blocks .318 Procedure: To Project Data from a Merged Dimension into a Single Block .........................................................................320 Procedure: To Change the Automatic Merge Dimension Setting ....321 Procedure: To Project Data from Two Data Sources into Multiple Blocks ........................................................................322 Lesson: Synchronizing Data with Merged Dimensions ....................324

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Procedure: To Manually Merge Dimensions from Different Universes ....................................................................326 Lesson: Using a Personal Data Provider ....................................329 Procedure: To Upload Personal Data to a Document .................330 Procedure: To Link Personal Data to Universe Data ..................333 Exercise 12: Synchronizing Data.........................................335

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Lesson: Synchronizing Data from Multiple Data Sources

Lesson: Synchronizing Data from Multiple Data Sources Lesson Overview You can include one or more queries in a single Web Intelligence document. When you include multiple queries, those queries can be based on a single universe or on multiple universes available to you in BI launch pad. You can also include data in your document that you retrieve from data files, such as Excel spreadsheets, text files and CSV files. These data sources are known as local data providers. For example, in your organization you may use one universe to access data on product line sales. You also use another universe to access customer data. Typically one universe is built for each functional area. Therefore, if you were working with both sales data and customer demographics, chances are good that the data would come from two separate universes. You want to present product line sales results and information on customer age groups in the same report. To do this, you create a single document that includes data retrieved by two queries; each query is built using a different universe. You can then include and format the results from both queries in the same report. The system administrator assigns rights for access to specific universes.

Lesson Objectives After completing this lesson, you will be able to: •

Understand concepts of data synchronization

Business Example Report users may want to combine data from more than one data source. They may want information that require two different universes to retrieve or they may want to use data they store in an Excel spreadsheet or text file. To satisfy such requirements, you need to be familiar with how to work with multiple data sources and understand concepts of data synchronization.

Working with Multiple Data Providers When you run a query against a single data source, the results of the query are stored in the document's microcube, and the query is identified as a data provider. You can also retrieve data using local data files, such as such as Excel spreadsheets, text files and CSV files. All of these data sources, queries as well as local data files, are known as “data providers” in Web Intelligence. Each data provider only holds data from a single data source.

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This is very useful when you want to include data from several sources in a single document - irrespective of the format of the original source. It also means you can present related information in a way that helps you compare or analyze data more meaningfully. Once the basic report is built with blocks of related data, you can compare and contrast the information in a single table, add calculations across data sources, create new variables and develop the analysis further.

Figure 25: Using Multiple Data Sources

For example, you can create a document that contains: • •

Two data blocks to display different views of the data provider created by a single query using the Universe A. A third block to display a view of the data provider created by a second query using the Universe A. A document that displays Blocks 1, 2, and 3 is an example of combining data from multiple queries using a single universe. A fourth block to display a view of the data provider created by a query using Universe B. A document that displays block 4 with blocks 1, 2, and 3, views of data from Universe A, is an example of combining data from multiple queries on multiple universes.

What is Data Synchronization? This lesson describes how to synchronize multiple data providers in a Web Intelligence report by merging them on common dimensions. After merging common dimensions you can place dimensions from different data providers in the same block.

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Lesson: Synchronizing Data from Multiple Data Sources

Merged dimensions and data synchronization enormously increase the power and flexibility of Web Intelligence by allowing you to synthesize data from different sources in the same report, rather than simply including the data. Synchronization is the term used to describe the merging of data from multiple data sources into a single block in a report.

Figure 26: Synchronizing Data from Multiple Sources

When you combine data from more than one source in synchronized blocks, you can create a document that contains: â&#x20AC;˘ â&#x20AC;˘

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One block that combines data from two different data providers which contain the results of queries using the Universe A. A second block that combines data from data providers which contain the results of queries using both Universe A and Universe B.

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Lesson Summary You should now be able to: • Understand concepts of data synchronization

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Lesson: Creating Multiple Queries in a Document

Lesson: Creating Multiple Queries in a Document Lesson Overview In this lesson, you learn to project data from several queries into multiple data blocks in an Web Intelligence document.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Project data from a single query in different report blocks Project data from more than one query using a single universe Set options to automatically merge dimensions with the same name Project data from queries using multiple universes and personal data sources

Business Example Retrieving the information that report users need can require you to show data from one query in different report blocks, to create multiple queries on one universe, to query more than one universe and to query personal data sources.

Projecting Data from a Single Query into Different Blocks You can use multiple blocks of data to project different views of data from a single query. Two blocks can show different sets of data retrieved from the same query, and the same universe. For example, you can retrieve data in a single query on eFashion and create one block that shows sales revenue per state and a second block that shows sales margin per year.

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Figure 27: Projecting Data from a Single Query into Different Blocks

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Lesson: Creating Multiple Queries in a Document

To Project Data from a Single Query into Multiple Blocks 1.

Create a new document using several objects. The report now displays a single block of data.

2.

Select a few of the objects from the Available Objects pane and drag them into the report, next to the first block of data. The report now displays two blocks of data. The first shows all the objects in the query, and the second shows data involving only those objects you dragged into the report. Both blocks were built using data from a single query.

3.

Save the document.

Projecting Data from Multiple Queries Using a Single Universe If the document contains a set of data returned by an existing query, you have already seen how to edit the query to include more objects, and expand the data contained in the data provider. You can also choose to add a second query to the document, select different objects from the same universe, and expand the document's data by using two separate data providers.

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To Project Data from Two Queries into Multiple Blocks 1.

Click the Data Access toolbox.

2.

Click Edit on the Data Provider tab to begin adding the second query. The Query Panel displays.

3.

Click the Add Query button on the toolbar and, from the dropdown menu, select From Universe. The Universe dialog box displays.

4.

Select the appropriate universe for the second query.

5.

Click Select. A second tab appears in the Query Panel. Note that at the bottom of the panel, there are two tabs now: Query 1 and Query 2. You can use these tabs to toggle back and forth between the two query definitions.

6.

Right-click the query tab, select Rename.

7.

In the New value field, type a query name and press the Return key to replace the default name of this query.

8.

Double-click the objects for which you want to retrieve the data.

9.

Click the drop-down arrow next to the Run Queries button. The Add Query dialog box displays the choice of options for how to include the data from the new query. Option

Description

Insert a table in a new report

Display the data on a new report in the document.

Insert a table in the current report

Display the data on the currently selected report in a new table.

Include the result objects in the Include the data in the document document without generating a table without displaying the data on a report. (You can add the objects returned by the query to the report later.) Not generating a table gives you more control over where you want to insert the new data. When you choose to insert a new table, you cannot determine its position in the report. It can even display on top of the existing tables. Continued on next page

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Lesson: Creating Multiple Queries in a Document

10. Select the option for how to handle the data from the new query and click OK. 11. In the Available Objects pane, the objects that you included in both queries display in two levels: •

The top-level object is identified by a double-cubed, blue dimension icon, indicating that the two have been automatically merged to create a single- dimension object. The second level shows a dimension icon, the dimension name and the name of the different queries next to them.

Now you are ready to project the data from both queries into a single block in the report. 12. At the bottom of the Objects window, click the drop-down arrow for Arranged by: Alphabetic Order. 13. Select Query. 14. The object listing changes to show the objects grouped by query.

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To Project Data from a Merged Dimension into a Single Block 1.

In your report, from the Available Objects pane, select all required objects, including a merged object, and drop them in the report. The data displays in a single block of data even though it has been retrieved by two different queries.

About Automatically Merged Dimensions When you use the same object in two different queries from the same universe, Web Intelligence automatically merges the two instances of the same object and creates a combined object, identified by the double-cubed dimension icon. The objects are shown as combined into a single object because the Store name objects come from the same universe and, as a result, have the same object and universe ID. Web Intelligence automatically merges dimensions only when the same object is used in more than one query from the same universe in a document. Ideally, a well-designed universe does not have two different objects of the same name, or of different data types, but if this does occur and you use them in more than one query in a document, Web Intelligence will automatically merge them. If you do not want Web Intelligence to automatically merge multiple instances of the same object in a single document, you can clear the Auto-merge dimensions option in the Document Summary pane or dialog box. In the Document Summary panel or dialog box, the Auto-merge dimensions option tells Web Intelligence whether it should automatically merge a dimension when the same object is used in more than one query in a single document. When you clear this option, your change takes effect the next time you create a document with two queries that reference the same object.

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Lesson: Creating Multiple Queries in a Document

To Change the Automatic Merge Dimension Setting 1.

In the Web Intelligence Desktop main window, in the Left pane, click the Document Summary button. The Document Summary pane displays in the Left pane.

2.

At the tope of the Document Summary pane, click Edit.

3.

Clear or select the Auto-merge dimensions option. • •

Select the option to automatically merge a dimension when the same object is used in more than one query in a single document. Clear the option if you do not want the dimensions to be automatically merged.

When you clear this option, the change takes effect the next time you create a document with two queries that reference the same object.

Projecting Data from Queries Using Multiple Universes You have used data from a single universe to produce multiple blocks in reports. These blocks are views of data providers with data retrieved using a single universe. You can also build a query against a different universe and include the data retrieved as a new data provider in the document.

Figure 28: Working with Multiple Data Providers

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To Project Data from Two Data Sources into Multiple Blocks 1.

Click the Data Access toolbox.

2.

Click Edit to add a new query.

3.

Click Add Query and, from the dropdown menu, select From Universe. The Universe dialog box displays.

4.

Select the appropriate data source for the new query.

5.

Click Select. A new tab appears in the Query Panel.

6.

In the new query tab, move the necessary objects into the Result Objects panel.

7.

Right-click Query tab and from the drop-down menu, select Rename.

8.

In the New value field, type the query name and press the Return key to replace the default name of the first query as well.

9.

Click the Run Queries button. The Add Query dialog box displays.

10. Select Include the results objects without generating a table and click OK. The objects from the new query now appear in the Available Objects panel. 11. In the report, click the tab for the first report. 12. From the data tab, drag the objects for the new query to the Document zone until they are positioned next to the existing table. A new table is inserted next to the existing table and the table from the new query is projected into the new table. 13. Save the document.

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Lesson: Creating Multiple Queries in a Document

Lesson Summary You should now be able to: • Project data from a single query in different report blocks • Project data from more than one query using a single universe • Set options to automatically merge dimensions with the same name • Project data from queries using multiple universes and personal data sources

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Lesson: Synchronizing Data with Merged Dimensions Lesson Overview In the previous exercise you have seen how to project data from multiple queries in a document from both single and multiple universes. So far, you have not tried to merge data from different data sources into a single block (table or chart). To do this, you need to synchronize the data by merging dimensions. Because the data comes from two different data providers, when you do not synchronize the dimensions with similar data, Web Intelligence cannot know in what way the data is related and your report will not show relevant results.

Lesson Objectives After completing this lesson, you will be able to: • • •

Explain why it is important to merge dimensions that retrieve related data Synchronize data by manually merging dimensions List rules that are important to be aware of when merging dimensions

Business Example Report users want to combine data from multiple data sources in one document, but also in one data block. You need to know how to synchronize data with merged dimensions so that when you combine the data in a single block, the information that displays is accurate and meaningful.

What Happens When Dimensions are not Synchronized? In the previous exercise, you retrieved data concerning stores, but you used two dimension objects that had different names, even though they retrieved similar data: • •

The Store name object in the “Revenue query” and the “Margin query”, from the eFashion universe. The Store object in the “Employee query”, from the eStaff universe.

Because the dimension objects come from different universes, Web Intelligence cannot automatically merge the dimensions. If you try to combine data from the two objects in a single block, Web Intelligence will not automatically be able to interpret the relationship between them.

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Lesson: Synchronizing Data with Merged Dimensions

Synchronizing Queries by Manually Merging Dimensions You can define the relationship between objects from different universes by manually merging the dimensions to synchronize the data they retrieve. Merging dimensions manually allows you to identify the objects that retrieve common data in both queries. After you merge the dimension, you can compare information between the queries more accurately.

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To Manually Merge Dimensions from Different Universes 1.

In the Web Intelligence Desktop main window, ensure that the Data Access toolbar is displayed.

2.

Optionally, to view the dimension objects available for merging with dimension you want to merge, in the Available Objects panel, click the dimension you want to manually merge. Note: All the dimension objects listed in the Available Objects panel display in italics. These objects are highlighted in italics because they are all the same type of object as the selected object: that is, they are all dimension objects. Web Intelligence indicates that you could choose to merge the selected object with any of the other dimension objects in the document's queries.

3.

Click the Merge button on the Data Objects tab. The Available Objects dialog box displays. The dimensions that are available to be merged appear in the top zone of this dialog box, categorized by the query that they belong to. Below and to the left is a list of any merged dimensions that already exist in the document.

4.

In the Available Objects dialog box, select two or more of the dimensions you want to merge.

5.

Click OK. Now, you see in the Available Objects pane that the merged dimension you created includes both of the dimensions you selected to merge. This is known as synchronizing data using merged dimensions. When you project data into a block using this merged dimension, it retrieves data from both queries. When you merge dimensions, Web Intelligence creates a new dimension that retrieves all the values from all the original dimensions that make up the merged dimension.

6.

Save the document.

Rules about Synchronizing with Merged Dimensions Merging dimensions is the process of creating a link between two queries based on an object with common values so that in effect the objects become one.

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Lesson: Synchronizing Data with Merged Dimensions

There are a number of rules to remember when merging dimensions from multiple queries: • • • •

• • •

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You can only link on dimension objects, for example, Store name and Store. The dimension objects do not have to have the same. The dimension objects must have a common data format. For example, if one object is character–based and the other numeric you cannot link the objects. Although the actual values do not have to be the same, all data held in a data provider is case–sensitive, and therefore any common values must be in the same case. The format of the values must be the same. For example, FY04 and 2004 would be seen as two separate values. Extra spaces in some values can also mean that the objects cannot be merged. Any number of queries can be linked by common dimension objects. Any number of dimension objects can be merged between two queries. A measure object can be synchronized successfully only to the lowest level of detail that is common between the two different data sources.

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Lesson Summary You should now be able to: • Explain why it is important to merge dimensions that retrieve related data • Synchronize data by manually merging dimensions • List rules that are important to be aware of when merging dimensions

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Lesson: Using a Personal Data Provider

Lesson: Using a Personal Data Provider Lesson Overview Web Intelligence allows you to enrich corporate data with personal data that you upload to a document.

Lesson Objectives After completing this lesson, you will be able to: • •

Upload personal data to a document Link personal data to universe data

Business Example Report users may want reports to contain data from personal data sources, for example, an Excel spreadsheet. You can satisfy this requirement by uploading personal data to a report.

Using Personal Data The Web Intelligence Desktop application allows you to upload personal data to a document along with corporate data. Acceptable personal data formats are: • • •

Excel Text CSV Note: When a query is based on a personal data file and you refresh the query, Web Intelligence Desktop searches for the personal data file in specific files: • • •

The folder where the local data file was stored when the data provider was created. The same folder as the Web Intelligence document. The default user document folder (C:\Documents and Settings\%currentUser%\My Documents\My Business Objects Documents\userDocs).

When Web Intelligence Desktop does not find the data file in one of the following locations, an error message displays.

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To Upload Personal Data to a Document 1.

How you upload personal data depends on whether you are creating the first query in a document or adding a query to an existing document: To

Follow these steps

Create a new document and its first query on a personal data provider

From the initial window of the Web Intelligence, in the Choose a data source to create a new document area, click the link for the type of personal data provider you want to use:

Add a query on a personal data provider to a document that already contains at least one query

• •

Excel Text: Use this link for *.txt or *.csv files.

1.

From the document, in the Data Access toolbox, on the Data Provider tab, click Edit. The Query Panel displays.

2.

Click Add Query and, from the drop-down menu, select the personal data provider you want to use: • •

2.

Excel Text: Use this link for *.txt or *.csv files.

In the Custom Provider dialog box, click Browse to navigate to the personal data provider option. The Choose File dialog box displays.

3.

Select the personal data provider and click Open. Depending on the format of your personal data file, the Custom Provider dialog box displays the options that you can define for the data and display: • •

4.

For a Text or CSV file, the dialog box allows you to specify the data separator, text delimiter, locale and date format. For an Excel file, the dialog box allows you to specify the sheet name and the field selection.

Define the options. Continued on next page

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5.

To display the column heading for your data in the first row of your report, select First row contains column names.

6.

Click Next. The Query panel displays. In the Query panel, you see: • • •

In the Result Objects panel, objects corresponding to the column of data in your personal data provider. A Data Sample panel that displays some of the data in your personal data provider. The Object Properties panel where you can define the objects from your personal data provider.

7.

To define an object, select it in the Result Objects panel and, in the Object Properties panel, select the appropriate qualification.

8.

Click Run query. Your personal data displays in your Web Intelligence document.

9.

Save the document.

Linking Personal Data to Universe Data Advantages of Linking Personal Data to Universe Data: •

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Generally, personal data allows you to supplement the data from the universe with additional, pertinent information. In some cases, the data from the universe and a local data provider is most meaningful when you can present it in a single table or data. Just as when you combine data from separate universes, you need to synchronize the data from a universe and local data provider. You can use the Merge button to select common dimensions from queries on different data sources and merge them into a single dimension. Remember that the dimensions must be the same data type and retrieve semantically-related data in order for them to qualify as merged dimensions.

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Advantages of Linking Personal Data to Universe Data: •

Generally, personal data allows you to supplement the data from the universe with additional, pertinent information. In some cases, the data from the universe and a local data provider is most meaningful when you can present it in a single table or data. Just as when you combine data from separate universes, you need to synchronize the data from a universe and local data provider. You can use the Merge button to select common dimensions from queries on different data sources and merge them into a single dimension.

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Remember that the dimensions must be the same data type and retrieve semantically-related data in order for them to qualify as merged dimensions.

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Lesson: Using a Personal Data Provider

To Link Personal Data to Universe Data Use You can merge the data from a personal data provider with data from a universe from within the document that contains objects from these data sources.

Procedure 1.

Optionally, to view the dimension objects available for merging with dimension you want to merge, in the Available Objects panel, click the dimension you want to manually merge. Note: All the dimension objects listed in the Available Objects panel display in italics. These objects are highlighted in italics because they are all the same type of object as the selected object: that is, they are all dimension objects. Web Intelligence indicates that you could choose to merge the selected object with any of the other dimension objects in the document's queries.

2.

On the Data Provider tab, click Merge. The Available Objects dialog box displays. The dimensions that are available to be merged appear in the top zone of this dialog box, categorized by the query that they belong to. Below is a list of any merged dimensions that already exist in the document.

3.

In the Available Objects dialog box, select two or more dimensions that you want to merge. To select more than one dimension, click the first dimension, press the Ctrl key and click the other dimensions.

4.

Click OK. Now, you see in the Available Objects pane that the merged dimension you created includes both of the dimensions you selected to merge. This is known as synchronizing data using merged dimensions. When you project data into a block using this merged dimension, it retrieves data from both queries. When you merge dimensions, Web Intelligence creates a new dimension that retrieves all the values from all the original dimensions that make up the merged dimension.

5.

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Save the document.

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Lesson: Using a Personal Data Provider

Exercise 12: Synchronizing Data Exercise Objectives After completing this exercise, you will be able to: • Create a new document that retrieves data from two different universes • Synchronize the data from two different data providers • Project data from two different universes into a single table

Business Example Report consumers want to see data from two different universes in a single document. Synchronize the data from the universes so the data that displays in the document is accurate and meaningful.

Task: Create a document that queries two different universes, manually merge the data from the universes to synchronize it and project the data in a single table.

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1.

Create a new document showing Sales revenue by State.

2.

Add a new query to the document using the eStaff universe.

3.

Build a query that retrieves Total Salaries by State.

4.

Synchronize the results displayed in the two tables to display both the Sales revenue and Salary per State in a single data block.

5.

Display the results for Sales revenue and Salary per state in a third table.

6.

Save your document as Activity MultiDP and close the document.

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Solution 12: Synchronizing Data Task: Create a document that queries two different universes, manually merge the data from the universes to synchronize it and project the data in a single table. 1.

Create a new document showing Sales revenue by State. a)

From the initial Web Intelligence Desktop screen, under Universe, click eFashion.

b)

Extend the Store class to display the objects that it contains.

c)

Double-click State so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

d)

Extend the Measures class to display the measures that it contains.

e)

Double-click the Sales revenue measure so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

f) 2.

3.

Click Run query.

Add a new query to the document using the eStaff universe. a)

Click the Data Access toolbox.

b)

On the Data Providers tab, click Edit.

c)

Click Add Query and, from the dropdown menu, click From Universe.

d)

In the Universe dialog box, double-click eSTAFF.

Build a query that retrieves Total Salaries by State. a)

Extend the Employee class to display the objects that it contains.

b)

Double-click State so it appears in the Result Objects panel. You can also drag the object to the Result Objects panel.

c)

Extend the Measures class to display the measures that it contains.

d)

Double-click the Total Salary measure so it appears in the Result Objects panel. You can also drag the measure to the Result Objects panel.

e)

Click Run query. When prompted, choose the option: Insert a table in the current report.

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4.

5.

6.

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Synchronize the results displayed in the two tables to display both the Sales revenue and Salary per State in a single data block. a)

Click the Data Access toolbox.

b)

On the Data Objects tab, click the Merge button.

c)

In the Available objects dialog box, under Query 1, click State.

d)

Press the Ctrl key and, under Query 2, click State.

e)

Click OK.

Display the results for Sales revenue and Salary per state in a third table. a)

From the Available objects pane, click the merged State object and press the Ctrl key.

b)

Click Sales revenue and Salary.

c)

Drag the objects to the report.

Save your document as Activity MultiDP and close the document. a)

Click the Save button.

b)

In the File name field, type the name of the document.

c)

Click Save.

d)

In the upper right-hand corner of the Report Panel, click the Close button.

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Lesson Summary You should now be able to: • Upload personal data to a document • Link personal data to universe data

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Unit Summary

Unit Summary You should now be able to: • Understand concepts of data synchronization • Project data from a single query in different report blocks • Project data from more than one query using a single universe • Set options to automatically merge dimensions with the same name • Project data from queries using multiple universes and personal data sources • Explain why it is important to merge dimensions that retrieve related data • Synchronize data by manually merging dimensions • List rules that are important to be aware of when merging dimensions • Upload personal data to a document • Link personal data to universe data

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Test Your Knowledge

Test Your Knowledge 1.

What term describes the ability to combine blocks of data from different data sources in a single report document?

2.

What is the term to describe where the results of a query run against a universe are stored?

3.

How do you combine data from multiple sources into a single block?

4.

Where can you change automatic merge dimension settings for a specific document?

5.

You can only merge dimensions that have a common data format. Determine whether this statement is true or false.

□ □ 6.

True False

For personal data, Web Intelligence assigns the qualification and type of object. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

What term describes the ability to combine blocks of data from different data sources in a single report document? Answer: Synchronization.

2.

What is the term to describe where the results of a query run against a universe are stored? Answer: Data provider

3.

How do you combine data from multiple sources into a single block? Answer: By merging dimension objects that retrieve related data.

4.

Where can you change automatic merge dimension settings for a specific document? Answer: In the Document Summary pane or dialog box.

5.

You can only merge dimensions that have a common data format. Answer: True True. For example, you cannot merge a character-based dimension with a numeric dimension.

6.

For personal data, Web Intelligence assigns the qualification and type of object. Answer: True Web Intelligence DOES assign a qualification because every object must be qualified. It might assign it incorrectly, though, so the user should double-check.

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Unit 9 Analyzing Data Unit Overview This unit describes how to create documents that you or other users can analyze in drill mode. When viewing data at a summary level, you may also want to analyze the data at lower levels to identify the trends or reasons behind that data. By drilling through data, you can quickly and precisely move through data hierarchies to view the details at a lower level.

Unit Objectives After completing this unit, you will be able to: • • • • •

Describe how data retrieved by a query is stored in the document data cube Explain scope of analysis Build a drillable document Drill down in a data hierarchy while viewing a document Drill in charts

Unit Contents Lesson: Analyzing the Data Cube ............................................344 Lesson: Drilling in an Web Intelligence Document .........................348 Procedure: To Build a Drillable Document ..............................349 Procedure: To Activate Drill Mode........................................351 Procedure: To Drill across Data in a Hierarchy .........................352 Procedure: To Drill Down Two Hierarchies at Once ...................353 Procedure: To Edit the Scope of Analysis...............................354 Procedure: To Drill in Charts ..............................................355

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Lesson: Analyzing the Data Cube Lesson Overview Drill mode is a feature that allows you to view data from different levels of detail and zoom in on different trends. If a Web Intelligence document has been enabled for drill analysis, users viewing the document either in BI launch pad or in the Web Intelligence Desktop can drill down to get more details on one of the data objects used in a table or chart.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe how data retrieved by a query is stored in the document data cube Explain scope of analysis

Business Example Report users want to explore data at multiple hierarchical levels. You need to understand the storage of data in the document data cube and the scope of analysis for a query to design reports that meet their need.

About the Web Intelligence Data Cube The data that is returned by a query is stored in the document’s data provider. It is convenient to visualize the returned data as being organized as a cube. In your document, the data is displayed as a table. The table is a flat two-dimensional view of the data cube.

Figure 29: The Query Process from the Business User's Perspective

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Lesson: Analyzing the Data Cube

Each of the columns in a table represents an axis in the cube. You can edit the document by swapping and manipulating the data within the cube on any axis. When you swap or change data between different axes, the new result is again projected as a flat table in the resulting document. The data stored in the cube allows you to create a report that corresponds to your business needs without having to send another query to the database. If you want to add information to the document that is not in the data provider, then you must add the object to the query and run the query again to get the new information.

What is Scope of Analysis? The scope of analysis for a query is extra data that you can retrieve from the database to give more details about the data returned by each of the objects in the query. This extra data does not appear in the initial document results, but it remains available in the data provider, so that at any time, you can pull this data into the report to allow you to access more detail. The process of refining the data to lower levels of detail is called drilling down on an object.

Figure 30: The Scope of Analysis

In an SAP BusinessObjects universe, the scope of analysis corresponds to the hierarchical levels below the object selected for a query. For example, a scope of analysis of one level down for the object Year, would include the Quarter object, which appears immediately under Year. These hierarchical navigation paths are defined in the universe by the universe designer.

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Figure 31: Hierarchical Levels below Year

You can set the scope of analysis level when you build a query. It allows objects lower down the hierarchy to be included in the query, without them actually appearing in the Result Objects panel. The hierarchies built in a universe allow you to choose your scope of analysis, and correspondingly the level of drill available. You can also create a custom scope of analysis by selecting specific dimensions in the Scope of Analysis panel.

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Lesson: Analyzing the Data Cube

Lesson Summary You should now be able to: • Describe how data retrieved by a query is stored in the document data cube • Explain scope of analysis

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Lesson: Drilling in an Web Intelligence Document Lesson Overview The term drill mode in Web Intelligence refers to two related activities: • •

Setting up a Web Intelligence document so that you and other users can analyze the reports in drill mode. Viewing the document in drill mode, either in one of the Web Intelligence report panels or while viewing the document in BI launch, and analyzing the data at different levels of detail.

In this unit, you will learn how to create documents so that they are drillable, by yourself or by other users.

Lesson Objectives After completing this lesson, you will be able to: • • •

Build a drillable document Drill down in a data hierarchy while viewing a document Drill in charts

Business Example To create reports that allow report users to autonomously drill up and down the data hierarchy to investigate different levels of detail, you need to build drillable documents.

Building a Drillable Document You can only build drillable documents if your SAP BusinessObjects system administrator has authorized your user account to create documents using drill mode.

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Lesson: Drilling in an Web Intelligence Document

To Build a Drillable Document 1.

Create a new document.

2.

Add the objects you want the query to retrieve to the Result Objects panel.

3.

In the Query panel, click the Scope of Analysis Panel button. The Scope of Analysis panel opens just below the Query Filters panel in the Query panel.

4.

When necessary, resize the Query Filters panel and the Scope of Analysis panel by clicking and dragging the borders so that you can view the objects displayed there. By default, the level of the scope of analysis for this query is set to None. The Scope of Analysis panel displays the hierarchical dimension objects from the Result Objects panel. The objects included in the Scope of Analysis panel are the dimension objects in your Result Objects panel that are part of a hierarchy in the universe.

5.

Click the Display by Navigation Paths option located at the top of the Universe outline. The Display by Navigation Paths view shows all the predefined hierarchies created in the universe. Note: These hierarchical navigation paths are defined by the universe designer.

6.

Expand the navigation folders to see how the universe objects are organized in hierarchies.

7.

In the Scope of Analysis panel, click the drop-down arrow and select the appropriate number of drillable levels for the report.

8.

The objects at the selected number of hierarchical levels below the dimension objects you selected for your query appear in the Scope of Analysis panel.

9.

Click Run query. The report displays the values retrieved in a vertical table. The objects listed in the document's Available Objects pane include all objects referenced by the level chosen for the scope of analysis. The values returned by those objects are not yet projected in the report but are available in the document for drill down.

Continued on next page

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This means that the document contains more data than is shown in the report. The query retrieves values for all the objects in the Scope of Analysis panel. The data is available for your analysis, but not displayed immediately in the table. Note: In most circumstances, it's more effective to use a cross table to display information for drilling. 10. To change the table into a cross table, right-click the table and, from the contextual menu, select Turn Into â&#x2020;&#x2019; Cross Table. The block displays as a Cross table. 11. Save the document.

Drilling Down in the Data in a Hierarchy You must activate drill mode to be able to drill down the data in the hierarchy of a drillable report.

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Lesson: Drilling in an Web Intelligence Document

To Activate Drill Mode 1.

With a drillable document open, click the Analysis toolbox.

2.

Click the Interact tab.

3.

Click the Interact Drill and from the drop-down menu, select Start Drill. All the values in the cells appear underlined with hypertext links. These hypertext links allow you to drill down the hierarchies to see data at a more detailed level.

4.

Position your mouse pointer over the cell you would like to drill on. A tool tip appears below the hypertext link displaying the next level of detail in this hierarchy of data.

5.

Click the cell to drill down to the next level of data. The table displays rows of data applicable only to the cell selected and at the next level of the hierarchy. An arrow displays next to the drilled-down data. To drill back up, click the arrows beside each cell. As you are drilling, a new toolbar appears at the top of the document, called the Drill toolbar. This toolbar displays the values you have selected to drill down into more detail.

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To Drill across Data in a Hierarchy 1.

After drilling down in a report, click the drop-down arrow in the Drill toolbar to view the other values you can drill across to.

2.

From the drop-down list, select the value you would like to drill across to. The report displays data concerning the value you selected.

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Lesson: Drilling in an Web Intelligence Document

To Drill Down Two Hierarchies at Once 1.

In a drillable report, position your cursor over a cell in a row or column displaying values for a measure object, for example Sales revenue. Clicking in a cell displaying a dimension value only drills down for the selected dimension. Clicking in a cell displaying a measure value allows you to drill down on multiple hierarchies at once. A tooltip appears to indicate that by clicking the cell, you drill down on multiple values at once.

2.

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Click the cell to drill down.

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To Edit the Scope of Analysis Use When you are drilling on a hierarchy, you may discover that you need to drill to a lower level than you had previously allowed for when setting the scope of analysis.

Procedure 1.

Click the Data Access toolbar.

2.

Click the Data Provider tab.

3.

Click Edit. The Query Panel displays.

354

4.

Click the Scope of Analysis Panel button.

5.

The Scope of Analysis Panel displays.

6.

Change the level of detail that you defined in the Scope of Analysis panel.

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Lesson: Drilling in an Web Intelligence Document

To Drill in Charts 1.

In the report that displays the drillable chart, click the Analysis toolbox.

2.

Click the Interact tab.

3.

Click Drill. The Drill toolbar displays just above the report. The filters drop-down list appears in this area as you drill, so that you can drill across to other values at the same level of detail.

4.

Position your mouse pointer over the sections of the chart. A tooltip appears indicating that you can drill down to the next level of detail.

5.

Click the appropriate section in the chart to drill down to the next level. The chart displays the drilled-down data. The chart legend indicates the level of data displayed in the chart and displays the drill up arrow that allows you to move back up one level in the hierarchy. A filter drop-down list appears above the chart, which allows you to drill across to see other data.

6.

Click the arrow next to the drop-down list and select a different value from the list. The chart breaks down the chart sections to display the new values selected. You can also drill down, across and up from the contextual menu that displays when you right-click the drillable data.

7.

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Save the document.

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Lesson Summary You should now be able to: • Build a drillable document • Drill down in a data hierarchy while viewing a document • Drill in charts

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Unit Summary

Unit Summary You should now be able to: • Describe how data retrieved by a query is stored in the document data cube • Explain scope of analysis • Build a drillable document • Drill down in a data hierarchy while viewing a document • Drill in charts

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Test Your Knowledge

Test Your Knowledge

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1.

What is a Scope of Analysis for a query?

2.

Drill mode in Web Intelligence refers to two activities. What are the two activities?

3.

How can you drill up on the data in a chart?

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Answers 1.

What is a Scope of Analysis for a query? Answer: The scope of analysis for a query is extra levels of data in an object's hierarchy that you can retrieve from the database to give more detailed data returned by each of the objects. This extra data does not appear in the initial document results, but it remains available in the data cube, or data provider, so you can pull this data into the report to allow you to access more detail at any time.

2.

Drill mode in Web Intelligence refers to two activities. What are the two activities? Answer: • •

3.

Setting up a Web Intelligence document so that you and other users can analyze the reports in drill mode. Viewing the document in drill mode, either in one of the Web Intelligence report panels or while viewing the document in BI launch, and analyzing the data at different levels of detail.

How can you drill up on the data in a chart? Answer: You can right-click the chart and use the contextual menu or you can click the up arrow that displays in the chart legend.

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Unit 10 Managing and Sharing Web Intelligence Documents Unit Overview Using the Web Intelligence Desktop, of from within BI launch pad, you can share your documents with both colleagues who use Web Intelligence users and colleagues who do not. You can also use BI launch pad to schedule a document to refresh automatically at specific times.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • •

Publish an Web Intelligence document to the corporate repository Access the BI Launch Pad Describe the Home Page Describe document storage areas Describe folders and categories Perform a search for a document Open and view an Web Intelligence document Save a document in the BI launch pad Close a Web Intelligence document Send documents to other BI Launch Pad users Set BI general Launch Pad Preferences Log off from the BI launch pad

Unit Contents Lesson: Publishing Documents to the Corporate Repository .............363 Procedure: To Publish a Web Intelligence Document to the CMS ...365 Lesson: Logging in to the BI Launch Pad ...................................367 Procedure: To Access the BI Launch Pad Log On Page..............368 Lesson: Managing Documents in BI Launch Pad ..........................371 Procedure: To Search for Documents in the BI Launch Pad .........373 Lesson: Viewing an Web Intelligence Document in the BI Launch Pad .375

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Procedure: To Open an Web Intelligence Document ..................376 Procedure: To Save a Document in the BI Launch Pad...............377 Procedure: To Print a Web Intelligence Document ....................378 Lesson: Sharing Web Intelligence Documents .............................380 Procedure: To Send a Document to Another BI Launch Pad User ..382 Procedure: To Schedule a Document....................................383 Lesson: Setting BI Launch Pad Preferences................................385 Procedure: To Set General BI Launch Pad Preferences ..............386 Lesson: Logging off from the BI Launch Pad ...............................389 Procedure: To Log off from BI Launch Pad .............................390 Exercise 13: Managing and Sharing Web Intelligence Documents..391

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Lesson: Publishing Documents to the Corporate Repository

Lesson: Publishing Documents to the Corporate Repository Lesson Overview So far, you have been working in Web Intelligence Desktop, a standalone application that can be operated either connected to or disconnected from the SAP BusinessObjects Enterprise Central Management Server (CMS). All the documents that you have saved have been stored on your local computer, and are therefore accessible only to you. In this lesson, you work with Web Intelligence documents in BI launch pad, a portal that you access via your internet browser. One of the advantages of BI launch pad is that it allows Web Intelligence documents to be published, accessed, and shared by multiple users. To make a Web Intelligence document that you created with the Web Intelligence Desktop available via BI launch pad, you must first publish the document to the CMS.

Lesson Objectives After completing this lesson, you will be able to: •

Publish an Web Intelligence document to the corporate repository

Business Example Your organization may include report users who do not use Web Intelligence Desktop, but access the BI launch pad to work with reports. To share reports created in Web Intelligence Desktop with colleagues who use BI launch pad, you need to publish the documents to the CMS.

Publishing a Web Intelligence Document Documents are published to the CMS in their current state, including all modifications made since they were created or opened. This means that in addition to locally-saved documents, you can publish a document to the CMS without saving it locally. A newly created document that is published before being saved will be given the name “Document X”, where X is the document creation order in the session.

Folders and Categories When you publish a document to the CMS, you need to select the folder in which you want to save the document, and can optionally select a category with which you want to associate the document.

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Publishing a Web Intelligence Document: Folders • •

Are used as containers for documents to store and organize information within the system. Can hold many documents. A document can only belong to one folder. However, you can create shortcuts to documents and place the shortcuts in other folders. Can be Public (Public Folders) or Personal (My Favorites). – –

Files stored to Public Folders are available to other BI launch pad users. Files stored to folders within My Favorites are only accessible to you.

Publishing a Web Intelligence Document: Categories • • •

Are used to tag documents in a meaningful way to classify them for organizational purposes. Allow users to view documents across the system because a category is not constrained by the document’s storage location. Can be Corporate (Corporate Categories) or Personal (Personal Categories). –

Corporate categories are accessible to other users, but Personal categories are accessible only to you, for instance, for organizing documents associated with a particular project.

The folders and categories that you see in the Publish a document to the server dialog box are the same as those you will encounter on the Documents tab in BI launch pad.

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Lesson: Publishing Documents to the Corporate Repository

To Publish a Web Intelligence Document to the CMS 1.

From the document you want to publish, click the arrow beside the Save button and, from the drop-down menu, select Publish to.

2.

In the Publish a document to the server dialog box, click the Folders tab, then select the folder in which you want the document to be published.

3.

To associate a category with the document, click the Categories tab and select one or more available categories.

4.

Click Save. After you start to publish, you cannot cancel it. The document is published to the CMS, where it is available in the folder you chose, associated with the categories you chose.

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Lesson Summary You should now be able to: â&#x20AC;˘ Publish an Web Intelligence document to the corporate repository

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Lesson: Logging in to the BI Launch Pad

Lesson: Logging in to the BI Launch Pad Lesson Overview Each time you log in to the BI launch pad, the SAP BusinessObjects Enterprise server checks your user account name and details to ensure that you are an authorized user.

Lesson Objectives After completing this lesson, you will be able to: • •

Access the BI Launch Pad Describe the Home Page

Business Example Some report users in your organization may log into the BI launch pad to view, create and share their reports instead of using the Web Intelligence Desktop application.

Accessing the BI Launch Pad Log On Page To use BI launch pad, you must start your web browser.

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To Access the BI Launch Pad Log On Page Use Before you can use BI launch pad and Web Intelligence you need the following information: •

Your user name and password

Contact your administrator for these details if you do not already know them. You access Web Intelligence by using your web browser to log onto BI launch pad, the corporate business intelligence portal. Once you are in BI launch pad, you can analyze and enhance Web Intelligence reports.

Procedure 1.

Launch your web browser.

2.

Point your browser to the BI launch pad bookmark or URL. When you have one or more SAP BusinessObjects client tools installed, you can also launch BI launch pad via the Start menu. The BI launch pad Log On page appears.

3.

In the User Name box, type your user name.

4.

In the Password box, type your password.

5.

Click Log On. The BI launch pad Home page appears.

The Home Page BI Launch Pad Home Page: •

The first time you start BI launch pad, the Home page opens by default. Depending on how your system administrator or you configure BI launch pad, your own Home page may not differ from what you see in the course. From the Home tab, click the Document tab and, then, My Favorites, or My Inbox to access the folders in which documents are stored. You can return to the Home tab display at any time by clicking the Home tab.

About BI Launch Pad Folders In My Favorites, you can choose to store any documents or sub-folders that you create yourself. The Inbox contains documents that have been sent to you by other users.

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Lesson: Logging in to the BI Launch Pad

Public Folders are created by administrators and may contain sub-folders created by users who are authorized to do so.

About BI Launch Pad Categories In BI launch pad, documents can also be organized in Personal or Corporate Categories. Using categories in BI launch pad is a way of grouping documents together, regardless of which folders they are actually stored in. Folders and subfolders are used to organize documents, while categories are a way to classify your information. For example, you could place your financial reports and documents into a folder named Finance and you could classify or tag your reports that deal with specific financial matters as Payroll, Accounts Payable, and Accounts Receivable.

Creating New Documents From the Document tab in the My Documents area, you can create new documents using Web Intelligence, when your system administrator has authorized your user account to do so.

Setting BI Launch Pad Preferences You can access BI launch pad options to define document viewing settings by clicking Preferences at the top of the BI launch pad page.

Areas of the BI Launch Pad Page The BI launch pad page is organized into the following areas: •

Title Bar: This area contains the desktop logo and a message displaying your user account name. Navigation Bar: This area contains buttons and menus for Applications, Preferences, Help, Log Off.

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Home tab: This area displays an overview of recently viewed or run documents, inbox messages and alerts. To the right, display buttons for quick access to applications. Document tab: This area displays a left pane where you can display tabs for My Documents, Folders, where you find Public Folders, Categories, where you find Public or Personal categories, and Search. The contents of the related tab display in the Workspace Panel. The Document tab toolbar, allows you to work within the different tabs.

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Lesson Summary You should now be able to: • Access the BI Launch Pad • Describe the Home Page

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Lesson: Managing Documents in BI Launch Pad

Lesson: Managing Documents in BI Launch Pad Lesson Overview BI launch pad acts as a portal to all the information available to you. You can navigate to the information via three different document storage areas and you can perform searches to locate documents.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe document storage areas Describe folders and categories Perform a search for a document

Business Example Your organization may use BI launch pad to allow report users to create and view reports and to share information so you need to know how to manage documents there.

Document Storage Areas With BI launch pad, you can access the following document storage areas: •

Public Documents - a catalog of all the documents that you are authorized to access in the SAP BusinessObjects Central Management Server. These documents have been published by other report users. You can access these documents from your BI launch pad Public Folders or Corporate Categories. My Favorites - a catalog of all the documents that you have chosen to save for your own personal use.These documents are stored in space on the SAP BusinessObjects server that has been reserved for your own use. Inbox - a catalog of documents that other BI launch pad users have sent to you.

Folders and Categories in the BI Launch Pad The BI launch pad provides you with two main ways to navigate through documents and organize information: folders and categories. Each of these navigation methods is hierarchical, meaning the BI launch pad displays them in a tree in the Document tab.

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Searching for Documents You can also use the BI launch pad to: • • •

Search for specific documents. Create a shortcut to a document. Filter documents in a list.

The Search feature in the BI launch pad enables you to search for documents within categories or folders based on words contained in the document title, keywords, or all fields. By default, all documents that you are authorized to view are displayed in your folder and category lists. If you want to temporarily limit the type of documents displayed to improve search capabilities, you can add a filter. Applying a filter to your document lists allows you to view only documents of a certain type. The various document types that you can filter include documents from Web Intelligence and other BusinessObjects end-user querying tools, Microsoft Excel, Power Point, program objects, object packages, and text files.

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Lesson: Managing Documents in BI Launch Pad

To Search for Documents in the BI Launch Pad 1.

Click the Documents tab.

2.

In the Search field at that top of the page, type your search term and click the Search button. Note: When you pause while typing your search term, a drop-down list of documents containing the letters you have typed displays. Any object with your search term in the title displays in the Workspace Panel. On the Search tab, under Refine search results by, filters display. They allow you to filter the search results based on specific criteria. The number of occurrences that correspond to each filter also displays.

3.

Optionally on the Search tab, click one of the search criterion. The filtered results display in the Workspace.

4.

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Scroll through the results in the Workspace and select the document.

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Lesson Summary You should now be able to: • Describe document storage areas • Describe folders and categories • Perform a search for a document

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Lesson: Viewing an Web Intelligence Document in the BI Launch Pad

Lesson: Viewing an Web Intelligence Document in the BI Launch Pad Lesson Overview In the BI launch pad, you can view documents that were created with Web Intelligence and other SAP end-user querying tools when the administrator has authorized you to view those formats as well as documents created with other non-SAP applications.

Lesson Objectives After completing this lesson, you will be able to: • • •

Open and view an Web Intelligence document Save a document in the BI launch pad Close a Web Intelligence document

Business Example Your organization may have report users who use the BI launch pad to view Web Intelligence documents so you need to know how to open, view and close the documents.

Viewing Web Intelligence Documents BI launch pad allows you to open Web Intelligence documents for easy access. Within the BI launch pad, you can edit Web Intelligence documents if you are authorized to use one of the Web Intelligence report panels (the Interactive HTML querying and/or reporting panels, or the Java Report Panel). You can modify the document's underlying query if you are authorized to access the universe that was used to create the document.

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To Open an Web Intelligence Document 1.

Locate the document you want to open and double-click the document name. Clicking the document name opens the most current version of the report. The document opens in the Workspace Panel.

2.

Click the Reading or Design button on the toolbar, according to the mode you want to use to view the document. The toolboxes and toolbars in each mode is similar to the ones in Web Intelligence Desktop.

Saving a Document in the BI Launch Pad •

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You can choose to either save the document to a folder in the BI launch pad, or to save it to a location on your computer, in one of several different formats. The Save as dialog box allows you to save the document to your computer in Microsoft Excel, Adobe Acrobat PDF, or CSV format, while the Save Report to my Computer As saves only the report you are currently viewing, in either Excel or PDF format.

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Lesson: Viewing an Web Intelligence Document in the BI Launch Pad

To Save a Document in the BI Launch Pad 1.

In the document, click the Save button. The Save As dialog box opens:

2.

Select the folder where you want to save the document.

3.

You can replace the default document title by typing the document name in the Filename field.

4.

Click the arrow icon to see additional saving options.

5.

Optionally, type a description of the document in the Description field.

6.

When you want the data in this document to be automatically refreshed every time you or another user opens it, select the Refresh on open option. As a best practice, only use this option when you have a specific reason for doing so. When you do not use it, you ensure that users always see the original data that was retrieved when the document was created or last refreshed, and which was stored in the document when it was saved.

7.

Optionally, select the category you want to use to reference the document.

8.

Click Save.

Printing a Web Intelligence Document To print Web Intelligence documents, you need to display the document in PDF format and print it from Acrobat Reader. To ensure quality printing, never print using the browser print button.

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To Print a Web Intelligence Document 1.

In the document, on the toolbar click the arrow next to the Export button and, from the drop-down, select the item that corresponds to what part of the document (the document, the current report) you want to save and the format of the file to which you want to save it (Excel, PDF, CSV). A dialog box displays asking you to open or save the file.

2.

Click Save.

3.

In the Save As dialog box, specify the file name and location for the PDF.

4.

To print the document, open the PDF in a PDF reading application and set the appropriate print settings. Each report within the Web Intelligence document will need to be printed individually.

Closing a Web Intelligence Document To close the Web Intelligence document, click the X button in the right-hand corner of the report tab.

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Lesson: Viewing an Web Intelligence Document in the BI Launch Pad

Lesson Summary You should now be able to: • Open and view an Web Intelligence document • Save a document in the BI launch pad • Close a Web Intelligence document

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Lesson: Sharing Web Intelligence Documents Lesson Overview If you are sharing documents with the BI launch pad users, you can send your documents directly to their BI launch pad Inbox folder or you can choose to save them as public documents in the corporate repository, when your SAP BusinessObjects system administrator has authorized you to do so.

Lesson Objectives After completing this lesson, you will be able to: •

Send documents to other BI Launch Pad users

Business Example To exchange information with your colleagues via the BI launch pad, you need to know how to send documents to other BI launch pad users.

Sharing Documents with BI Launch Pad Users To share documents with other BI launch pad users, you can either send a document to a user's Inbox, or you can save it as a public document, if you are authorized to do so. Sending a Document to Users: •

You can choose to either save the document to a folder in the BI launch pad, or to save it to a location on your computer, in one of several different formats.

Saving a Public Document: •

When you save a document to a public folder or category, you are making it available to a wide audience of users. When given the appropriate access rights, your colleagues can then refresh or modify the document and save it again, making it easy to collaborate with one another. Public documents remain in the repository until removed by the SAP BusinessObjects system administrator. This method is ideal for communicating information across an organization.

Sending a Document to Users Note: You can only send documents to users that have been set up in the system by the administrator.

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Lesson: Sharing Web Intelligence Documents

Saving a Public Document Note: You can only save documents to public folders if you have been authorized to do so by the system administrator.

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To Send a Document to Another BI Launch Pad User 1.

From the document, click the File tab.

2.

Click the arrow beside the Send button and select Send to user.

3.

Select the users or groups to which you want to send the document from the list of users and groups.

4.

Click Automatically generated to send the document with an automatically-generated name.

5.

Click Specific name and type the name in the box to send if you want to name the document.

6.

Click Shortcut to send a shortcut to the document or Copy to send a copy of the document.

7.

Click Send to send the document.

Sharing beyond Web Intelligence To share with colleagues who are not users of Web Intelligence or other SAP BusinessObjects querying tools, you can save your reports in Adobe PDF, Microsoft Excel or CSV format. That way, you and your colleagues can easily view and print them using Adobe Acrobat Reader or Excel. When you save a document in PDF format, the page layout and formatting of the Web Intelligence document is retained in the PDF file.

Scheduling Documents in the BI Launch Pad Scheduling a document lets you run it automatically at specified times. When a scheduled document runs successfully, an instance is created. An instance is a version of the object containing the data available at the time it was run. Therefore, instances created later contain more recent data. You can see a list of instances by looking at a document's history, and you can click the link to any historical instance. If you have the rights to view objects on demand, you can view and refresh any Web Intelligence document to retrieve the latest data from the database. By scheduling and viewing instances, you can ensure you have the latest information available for viewing, printing, and distributing. For example, you can schedule a report object (document) to run every night so it's available for you first thing in the morning. Before scheduling objects, check your time zone setting on the Preferences page in the BI launch pad. The default time zone is local to the web server that is running SAP BusinessObjects Business Intelligence platform.

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Lesson: Sharing Web Intelligence Documents

To Schedule a Document 1.

On the Documents tab, navigate to the document you would like to schedule, and select it.

2.

Click the arrow beside More Actions and, from the drop-down menu, select Schedule. The Schedule page appears. The links on the left of the screen allow you to view and modify different schedule settings.

3.

Click Recurrence. The Recurrence page displays.

4.

Click the Run Object drop-down arrow and select the appropriate recurrence schedule from the list. After you select the recurrence schedule, the additional information required on the Recurrence page depends on the schedule you selected.

5.

Based on your access rights, you can modify the Formats and Destinations, Caching, Events, and Scheduling Server Group settings as required.

6.

When you have entered all the required information, click Schedule. The History page for the document displays, indicating the report instance times, and the status of each instance.

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Lesson Summary You should now be able to: â&#x20AC;˘ Send documents to other BI Launch Pad users

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Lesson: Setting BI Launch Pad Preferences

Lesson: Setting BI Launch Pad Preferences Lesson Overview BI launch pad provides you with the ability to determine your preferences for viewing and creating documents. From the Preferences page, you can alter BI launch pad general preferences, alter document viewing preferences for documents and change your password.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Set BI general Launch Pad Preferences

Business Example You need to understand the impact that the preferences have on BI launch pad.

Setting General BI Launch Pad Preferences You can set general BI launch pad preferences by using the Preferences button on the toolbar.

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To Set General BI Launch Pad Preferences 1.

On the Home page, click Preferences. The Preferences dialog box opens. In the General area, you can modify the following options: • • • •

• 2.

The initial view that displays after logging onto BI launch pad. The default view in the Documents tab. The maximum number of objects displayed on each page. For lists on the Documents tab, you can determine which document properties are displayed, including the description, owner, date, and instance count. You can also change where documents are viewed: either in the BI launch pad window or in separate browser windows. Product locale, viewing locale, and time zone settings are also determined on this page.

Set preferences and click OK. The preferences are now applied.

About Document Preferences in the BI Launch Pad Web Intelligence documents and documents from other BusinessObjects end-user querying tools all have different view options that can be set as default. The default determines the view that is applied when a document is first opened. The view format can always be changed after the document has been opened. In general, the different views are aimed at satisfying one of two things: •

Quality in Viewing: These options are aimed at users that primarily view the reports over the web. These formats are not ideal for printing. Web Intelligence provides Web and Rich Internet Application modes that are intended for users that usually look at reports online.

Quality in Printing: These options are aimed at users that primarily print their reports. These reports print exactly as they appear on the screen and provide much better print quality than HTML. Web Intelligence provides PDF for the users that primarily print their documents.

About Web Intelligence Viewing Settings BI launch pad provides a number of formats for viewing Web Intelligence documents. You can define one viewing format as the default option for your user account by setting the appropriate option in the BI launch pad Preferences page.

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Lesson: Setting BI Launch Pad Preferences

Your choice of viewing modes depends on your license and your security profile. Potentially, you can choose to view Web Intelligence documents in the following formats: • •

Web: You view documents using the HTML interface within the BI launch pad. Rich Internet Application: You view documents using the Java interface within the BI launch pad. Note: The Java interface requires the download of a Java applet.

Desktop: You view documents using Web Intelligence Desktop, a standalone interface that works outside the BI launch pad and allows you to work with documents without being connected to a corporate repository. Note: Web Intelligence Desktop requires an install on your local machine.

Portable Document Format (PDF): You view documents statically in PDF format.

You can experiment with all of the formats described by changing the default view options in BI launch pad. The settings that are most appropriate for you depend on your organization's requirements as well as your own preferences.

Setting Web Intelligence Preferences In Preferences the Web Intelligence area allows you to set a number of options that define: • • •

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How you view Web Intelligence documents in BI launch pad. Which interface you will use to create Web Intelligence documents. How you will perform multi-dimensional analysis in Web Intelligence documents.

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Lesson Summary You should now be able to: â&#x20AC;˘ Set BI general Launch Pad Preferences

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Lesson: Logging off from the BI Launch Pad

Lesson: Logging off from the BI Launch Pad Lesson Overview When you finish using the BI launch pad, you should log off rather than closing your browser window. When you use the Log Off button, you terminate your session and this improves server performance.

Lesson Objectives After completing this lesson, you will be able to: •

Log off from the BI launch pad

Business Example When you finish your BI Launch pad session, you need to log off to terminate your session cleanly and improve server performance.

Closing Your BI Launch Pad Session •

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By logging off from BI launch pad, you can save any settings you may have changed. Logging off also helps the BI launch pad system administrator keep track of which users are logged onto the system at any given time. This allows the administrator to configure the system and handle transaction loads most efficiently. There is a default time-out setting, after which a user is automatically logged off from the BI launch pad. For more information, see your SAP BusinessObjects administrator.

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To Log off from BI Launch Pad 1.

On the BI launch pad toolbar, click the Log Out button. The Log On page now displays in your browser and you have logged off. If you have made any changes to your options and have not saved them, or are closing a document without saving changes, a log off confirmation page displays.

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Lesson: Logging off from the BI Launch Pad

Exercise 13: Managing and Sharing Web Intelligence Documents Exercise Objectives After completing this exercise, you will be able to: • Publish a document to the corporate repository • Log into BI launch pad • View the documents that are available to you • Open the document you exported • Schedule a document • Save a document locally as an Excel or PDF • Log Off BI launch pad

Business Example When you organization provides report users access to BI launch pad for the purposes of managing and sharing documents, you need to know how to log into the portal, navigate in the interface and log off.

Task: Publish a documen to BI launch pad, log into BI launch pad, open the document, schedule another document, save the document locally in an Excel or PDF format and log off BI launch pad.

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1.

From within Web Intelligence Desktop, select a document that you created during the class and publish it to the corporate repository.

2.

Log onto BI launch pad with the username and password supplied by your instructor.

3.

Open the document you published, refresh it and close it.

4.

Navigate to Public Folders and schedule a document from the folder to run now.

5.

Open the scheduled document, open it as an Excel sheet or PDF and save the document.

6.

Log off BI launch pad.

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Solution 13: Managing and Sharing Web Intelligence Documents Task: Publish a documen to BI launch pad, log into BI launch pad, open the document, schedule another document, save the document locally in an Excel or PDF format and log off BI launch pad. 1.

2.

3.

4.

From within Web Intelligence Desktop, select a document that you created during the class and publish it to the corporate repository. a)

From the document you want to publish, click the arrow beside the Save button and, from the drop-down menu, select Publish to.

b)

In the Publish a document to the server dialog box, click the Folders tab, then select My Favorites.

c)

Optionally, to associate a category with the document, click the Categories tab and select one or more available categories.

d)

Click Save.

Log onto BI launch pad with the username and password supplied by your instructor. a)

Launch BI launch pad via the Start menu.

b)

Type your username and password.

c)

Click OK.

Open the document you published, refresh it and close it. a)

Click Documents.

b)

Click My Favorites.

c)

Double-click the document you published to open it.

Navigate to Public Folders and schedule a document from the folder to run now. a)

Click the Folders tab.

b)

Click Public Folders and navigate to the document that interests you.

c)

In the Workspace, select the document.

d)

From the More Actions dropdown, select Schedule.

e)

In the Schedule dialog box, click the Recurrence tab.

f)

Leave the default value of Now and click Schedule. Continued on next page

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Lesson: Logging off from the BI Launch Pad

5.

6.

Open the scheduled document, open it as an Excel sheet or PDF and save the document. a)

Click the document.

b)

In the toolbar, click Export â&#x2020;&#x2019; Export document as and select the format to which you want to save the document.

c)

Click Open.

d)

Save the document locally.

Log off BI launch pad. a)

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Click Log Off.

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Lesson Summary You should now be able to: â&#x20AC;˘ Log off from the BI launch pad

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Unit Summary

Unit Summary You should now be able to: • Publish an Web Intelligence document to the corporate repository • Access the BI Launch Pad • Describe the Home Page • Describe document storage areas • Describe folders and categories • Perform a search for a document • Open and view an Web Intelligence document • Save a document in the BI launch pad • Close a Web Intelligence document • Send documents to other BI Launch Pad users • Set BI general Launch Pad Preferences • Log off from the BI launch pad

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

When you publish a document, you must select both a folder and a category. Determine whether this statement is true or false.

□ □

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True False

2.

What are the two kinds of categories and folders?

3.

What are the differences between categories and folders?

4.

What are the three storage areas in BI launch pad?

5.

What type of documents can you view in the BI launch pad?

6.

Describe the three ways of sharing Web Intelligence documents with other BI Launch pad users.

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7.

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In what formats can you save your documents to share them with colleagues who do not have access to BI launch pad?

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Test Your Knowledge

Answers 1.

When you publish a document, you must select both a folder and a category. Answer: False You must select a folder. Selecting a category is optional.

2.

What are the two kinds of categories and folders? Answer: Personal and Corporate

3.

What are the differences between categories and folders? Answer: Categories allow users to classify documents across the system, regardless of the document's actual storage location. Folders are used as containers for documents to store and organize information within the system. They can hold many documents but a document cannot belong to more than one folder.

4.

What are the three storage areas in BI launch pad? Answer: Public documents, My Folders and Inbox.

5.

What type of documents can you view in the BI launch pad? Answer: The types of documents available to you in the BI launch pad depend on the installation of the applications in your organization. However, the principle document types for the BI launch pad include Web Intelligence documents, Crystal Report documents, Microsoft Word, PowerPoint and Excel documents, Adobe Acrobat PDF documents and text files.

6.

Describe the three ways of sharing Web Intelligence documents with other BI Launch pad users. Answer: You can share documents by sending them to a user's inbox, saving to a PDF or Excel format or saving the document to the corporate folder or category.

7.

In what formats can you save your documents to share them with colleagues who do not have access to BI launch pad? Answer: Excel, CSV or PDF.

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Course Summary

Course Summary You should now be able to: • •

2011

Efficiently and effectively manage personal and corporate documents to access the information you and report users need. Design reports using Web Intelligence and share your analysis with other users.

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Course Summary

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Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

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Curse web intelligence